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Foundations: Getting Started With Matrix

A Beginner Guide for Victoria Real Estate Board Members

Matrix is the Victoria Real Estate Board’s MLS® system and one of the most important tools you will use as a REALTOR®. Before you begin searching listings or working with clients, it is essential to complete a few setup steps to ensure your information displays correctly across Matrix, REALTOR.ca, and other platforms that rely on VREB data.

1. Check for the Next Board Course and Register

Before diving into Matrix on your own, we strongly recommend attending a Matrix training course.

These courses are provided by your board and provide a guided overview of the system, explain board rules related to MLS® data, and help you avoid common beginner mistakes.

Recommended starter courses include:

  • Matrix Basics or Matrix Essentials

  • Client Portal and Auto Email Setup

  • Market Statistics and Sold Data

2. Adding Your Personal Information

An important first step in your use of Matrix is ensuring you are fully identified across VREB systems.

Doing this correctly ensures that:

  • Your photo and contact information display properly on Matrix emails

  • Reports and CMAs you produce look professional

  • Your Matrix Client Portal accurately represents you to clients

  • Your REALTOR.ca profile is complete and correct

  • Your information appears properly on third-party websites and apps that use VREB data

There are several areas where this information must be reviewed and completed.

A. VREB Member Hub

Location: Matrix > Tools > Member Hub

The Member Hub is where you manage your broader VREB profile. Information entered here feeds multiple systems.

In the Member Hub, you can supply:

  • Languages spoken

  • Specialties and designations

  • Narrative profile

  • Trading areas

  • PREC designation

  • Primary contact points

This information helps ensure consistency across VREB-connected platforms.

B. My Matrix > My Information

This area controls how you appear specifically within Matrix.

Here, you will define:

  • Presentation Header

  • CMA Cover Sheet details

  • Email Signature

  • Client Portal Profile

These elements affect how clients see you when:

  • Receiving Matrix emails

  • Viewing shared listings

  • Accessing their Matrix Client Portal

  • Reviewing CMA materials

Take time to keep this information clean, professional, and consistent with your brokerage branding.

C. Matrix > Input (Password and Roster Photo)

The Input section is where you manage key identification items tied to your Matrix account.

Here you can:

  • Update your Matrix password

  • Upload and manage your Matrix roster photo

Keeping your password secure and your photo current is essential.

3. Photo Requirements and Placement

Amended: 2025/06/18

There are multiple places where your photo can appear within systems operated by or connected to the Victoria Real Estate Board.

Understanding which photo is used where is important.

Your Matrix Roster Photo

Your Matrix roster photo is critical because it is the photo distributed beyond Matrix.

This photo:

  • Is sent to CREA for REALTOR.ca

  • Appears in Prospects Mobile

  • Is included in outbound IDX data feeds to website providers

How to upload your roster photo:

  1. Go to the Input tab in Matrix

  2. Enter your ID number in the Roster “Quick Modify” box

  3. Click Edit

  4. Select Manage Photos

  5. Upload your photo following the recommended size guidelines shown on the page

Using a professional, high-quality headshot is strongly recommended.

Agent Information Console

The Agent Information Console allows you to control how you present yourself to clients across different Matrix outputs.

Here, you can:

  • Upload one or more photos

  • Assign photos for specific uses, including:

    • Matrix presentation header

    • Matrix mobile header

    • CMA cover sheet

    • Matrix email signature

This flexibility allows you to tailor your appearance depending on how information is being delivered to clients.

4. Matrix Learning Videos

Self-Guided Training and How-To Support

In addition to live board courses, VREB provides a comprehensive playlist of Matrix learning videos.

You can access the full playlist here:
https://www.youtube.com/playlist?list=PLca-z0KFnDiNm_ev8Z2PPdBLuJvewOqMH

How to Use the Learning Videos Effectively

For beginners, it’s best to watch these videos in stages rather than all at once.

Suggested viewing order:

  1. Matrix navigation and layout

  2. Basic listing searches

  3. Viewing and interpreting listing details

  4. Creating saved searches

  5. Setting up client portals and auto emails

  6. Using Hot Sheets and market monitoring tools

Pause the videos and practise in Matrix as you go. Hands-on repetition is the fastest way to build confidence.

Final Tip for New Users

Do not rush through setup. Completing your profile, photo, and training first ensures that every email, report, and client interaction through Matrix reflects you professionally from day one.