Broker/Participants have the ability to manage permissions for members of their firm/office through Office Management in the Keystone Account Management Portal. The firm(s) or offices(s) that the Participant has access to view or edit is based on their set up. To change a participant access level, please contact support@onekeymls.com. Office Management will be available Dec. 3.
Accessing Office Management
Please note: Only Participants can access Office Management from Keystone.
When logged into OneKey MLS, click on My Account from the MLS Products or My Favorite Apps section of the OneKey dashboard.
OR
Navigate to Keystone.OneKeyMLS.com and log in at the prompt
Click on Office Management from the left navigation panel.
Viewing Offices in your Firm
The offices within your firm that you have permission to view will be displayed. The data visible includes:
- City - the city of the office as detailed in the address. Click on the City to view the office detail.
- MLS ID - the identification code associated with that office as assigned by OneKey. Click on the MLS ID to view the office detail.
- Address- the street number, directional, and street name associated with that office.
- Phone - the primary phone number associated with the office.
- Association - the REALTOR association the office belongs to
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Count - the number of OneKey MLS customers associated with that office.
*Please note: contact your association to make changes to address, city, phone, association, or count.
Sort your offices by clicking on the sort icon the appears on the right side of the heading column.
Click on City or MLS ID to view the agents and staff associated with that office.
Click View Office History to see an Audit Log of changes made to office management and listing distribution selections.
Click on Key to see a description of the columns.
Searching and Filtering Offices in Your Firm
Search your notifications by entering text in the Search bar. The search acts as a "contains search", ie, if you enter "East" your results will be filtered to contain only those results that have those characters.
Viewing Office History
Clicking View Office History from the Office Management page to open an audit log detailing changes to the office. Information included is:
Type - Office history is all that displays on this page
Field - The field where the change occurred
Old Value - Criteria or data contained in the field where the change occurred, if applicable
New Value - What the criteria or data was changed to
Changed At - Date and time stamp for change
User - Who made the change
Search your office history by entering text in the Search bar. The search acts as a "contains search", ie, if you enter "Syndicate" your results will be filtered to contain only those results that have those characters.
Sort office changes by clicking on the sort icon the appears on the right side of the heading column.
Alternately, you may use the provided Field button to filter results. Click on the desired filter and select option(s) from the provided dropdown.
Close the window by clicking on the X.
Managing Office Member Permissions
- Click on the desired office city or MLS ID on the Office Management Page to view the Office Details.
2. Click on the Participant / Subscriber Permission on the Office Details page
3. Select your desired permission from the pop up and click Save.
The Office Details page contains the following information (*Please note: Contact your REALTOR association for any updates to Office or Participant/Subscriber name, MLS ID, email address, Office Fax, website, Type, phone number, license expiration date, or adding or removing office members.)
Office: Name, MLS ID, City, Address, Email, Fax, Website
- Participant/Subscriber - Profile photo (if available), full name, MLS ID, email address (photos are added with your association profile)
- Type - The customer type as designated by the association. Includes options such as REALTOR Salesperson, Unlicensed Assistant, etc.
- Status - Current status of OneKey MLS subscription. Will be either Active or Inactive.
- Phone - Mobile and primary phone as provided on your association profile.
- License Expiration Date - License expiration as provided in your association profile.
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Permission - Current permission level / security class assigned to the participant / subscriber. Options will depend on Type. May include:
- Office Administrator
- Unlicensed
- Individual may add or edit office listings.
- Individual may not be listing agent.
- Firm Administrator
- Unlicensed
- Individual may add or edit firm listings.
- Individual may not be listing agent.
- Office Level
- Unlicensed
- Individual may add or edit listings on behalf of others in the same office.
- Individual may not be the listing agent on a listing.
- Firm Level
- Licensed
- Default broker/Participant permission for firms with more than one office.
- Individual may add or edit listings on behalf of others in the firm.
- Individual may be the listing agent on a listing.
- Agent
- Default agent/Subscriber permission.
- Individual may add or edit listings for themselves.
- Individual may be the listing agent on a listing.
- No Add/Edit
- Individual may not add or edit listings for themselves.
- Individual may be the listing agent on a listing.
- Office Administrator
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Actions - Options for actions that you may take on behalf of the individual Participant/Subscriber account. These include:
- View History - view the participant/subscriber permission history
- Request Termination - only applicable for admins, you may request the association terminate the account associated with your office.
Click Key to view information on each column.
Sort your members by clicking on the sort icon the appears on the right side of the heading column.
Searching and Filtering Participant/Subscribers in Your Office
Search your office members by entering text in the Search bar. The search acts as a "contains search", ie, if you enter "Jef" your results will be filtered to contain only those results that have those characters.
Viewing Member History
Clicking View History from the Office Details page to open an audit log detailing changes to the office. Information included is:
Type - Member is all that displays on this page
Field - The field where the change occurred
Old Value - Criteria or data contained in the field where the change occurred, if applicable
New Value - What the criteria or data was changed to
Changed At - Date and time stamp for change
User - Who made the change
Search member history by entering text in the Search bar. The search acts as a "contains search", ie, if you enter "Security" your results will be filtered to contain only those results that have those characters.
Sort your changes by clicking on the sort icon the appears on the right side of the heading column.
Close the window by clicking on the X.
Learn how to request termination in the related article.