How To: Using BrokerBay

HOW TO VIDEO FROM VREB:

BrokerBay, also called Super Showing Service, is the platform used for managing showings, messaging agents, and configuring listing settings. Originally developed in Toronto and later acquired by Supra, BrokerBay replaces older systems such as Touchbase.

This guide will walk you through:

Messaging agents and starting group chats
Booking showings (self-serve and manual)
Setting default notifications and listing settings
Configuring individual listings
Managing feedback requests
Using templates for communication
Syncing with calendars
Mobile app functionality
Merge and combine listings

At the end of each section, you’ll find notes or cautions to help you avoid common mistakes.

1. Messaging Agents

Once signed in (via the Tools menu in Matrix), you’ll see an envelope icon at the bottom right.

Clicking this shows your past conversations.
Use the plus sign to start a new chat.
Search by agent or listing.
You can add multiple participants to create group conversations.
Attachments (like photos or PDFs) can be included.

💡 Tip: Group chats are useful when coordinating with tenants, co-listing agents, or your office staff.

2. Booking a Showing

You can book showings directly from Matrix.

Look for the BrokerBay icon beside listings.
Clicking it opens the Book a Showing page.
Select Book for Myself or another agent.
Choose date, time, and duration.
Submit the request.

Approvals depend on the listing settings:

Auto-approve if allowed.
Seller, tenant, or agent confirmation may be required.

⚠️ Caution: Always double-check showing duration and buffer times. Incorrect bookings can lead to conflicts with sellers and fines if conditions are violated.

3. Default Listing Settings

From your initials (top right) → Account Settings → Listing Settings, you can set defaults:

Feedback collection (auto-request, auto-forward to sellers).
Offer notifications (all showing agents or just listing agents).
Minimum notice & maximum duration defaults.
Overlapping showings or enforced buffers between showings.
Who approves showings (seller, listing agent, or auto).
Default admin/agent instructions (e.g., “Lock doors, turn off lights”).
Vacation replacement or assistant contacts.
Calendar sync with Google, Outlook, or Office 365.

💡 Tip: Defaults apply to all new listings but can be customized per listing. If you set a vacation replacement, make sure to toggle whether it applies only to new or also to existing listings.

4. Notification Settings

From your initials → Notification Settings, you can:

Choose email, SMS, or both.
Configure updates for buyer showings, listing showings, incomplete listing settings, and chat messages.
Enter your cell number in your profile to activate SMS.

📌 Note: If you disable “Release my mobile number,” your office’s main number will show instead of your personal cell.

5. Per-Listing Showing Configuration

Each listing can override defaults. From your dashboard:

Open the listing → Showings → Showing Configuration.
Options include:
- Minimum notice and maximum duration.
- Overlapping vs buffered showings.
- Pre-booking information (e.g., mandatory COVID forms).
- Access details (lockbox, alarm code, direct access).
- Specific agent instructions (pets, lights, security).
- Virtual tour links (Matterport, iGuide, etc.).
- Listing contacts (add seller, co-listing agent, tenant).
- Calendar availability (block times, auto-approve windows, or “special days” when no showings are allowed).

⚠️ Caution: Access instructions must always be set for every listing. Missing or inaccurate details can delay or cancel showings.

6. Registering Showings & Information Requests

Sometimes you’ll need to register a showing manually:

Example: another agent phones or emails instead of booking online.
Use Book Showing → Enter Agent → Select “Information Request”.
Choose a placeholder time (e.g., yesterday) to register them without triggering client notifications.

This ensures they’re added to the list for mass communications (like price changes).

Coming soon: Agents will be able to opt into listing updates without requiring an information request.

7. Messaging Agents from a Listing

On any listing page, use Message Agents to mass-message all showing agents.

Build an email using smart tags (e.g., Showing Agent First Name, Listing Address).
Templates can include buttons linking back to the listing.
Remove recipients if they’ve opted out.

8. Templates & Email Signature

Under Template Manager:

Create and manage templates for feedback, offer registrations, and message blasts.
Set your email signature (with optional photo or links).
Save multiple versions for different property types or communication styles.

9. Feedback Collection

Feedback settings can be managed globally or per listing.

Enable auto-feedback requests.
Choose who receives results (yourself, co-listing agents, sellers).
Customize the feedback survey and email content.

💡 Tip: Have multiple feedback templates ready (e.g., one for condos, another for detached homes).

10. Mobile App

The BrokerBay app (iOS/Android) allows you to:

View listings, requests, and upcoming showings.
Accept/deny showings in real time.
Configure showing settings via the gear icon.
Add/remove listing contacts.
Block times or special days on the calendar.
Book showings by searching MLS listings.
Start chats via the chat bubble, search agents, and create group conversations.

Note: Some features (like template editing) are only available on desktop.

11. Merge vs Combine Listings

Merge Listings: Used when re-listing a property. It carries over showing history and agent contacts.
Combine Listings: Used for multi-board or dual (residential & commercial) listings so history is consolidated but listings remain separate.

Closing Notes

BrokerBay is a powerful showing and messaging system. By setting defaults carefully and customizing listings as needed, you’ll save time and ensure smooth communication between all parties.

If you have any questions or need additional support, reach out to us anytime at service@phre.ca or directly to the board at info@vreb.org