Quick-Reference for Agents — Aligned with Revised Rules & Regulations
⚠️ Key Terminology Change
The revised Rules use "two business days" (Mon–Fri, excluding federal & Ohio state holidays) as the standard deadline for listing entry and status changes — not "48 hours." Plan accordingly: a Friday listing means Tuesday is your deadline, not Sunday.
Section 1: Entering a New Listing
Follow this path when you have a new property to list.
| Decision | YES → | NO → |
|---|---|---|
| Do you have a valid, fully signed exclusive listing agreement? | Proceed to the next question below. | Cannot enter in MLS as Active. You may save as a "Draft" until signed. (Note: open listings and net listings are not accepted.) |
| Does the seller want the listing in the MLS? | Enter as ACTIVE. See entry requirements below. Then proceed to the internet syndication question. | This is an Office Exclusive listing. Submit the Seller Opt-Out form within two business days. Failure to submit is a Clear Cooperation violation ($1,000+ fine). |
| Does the seller want the listing syndicated to the internet via IDX? | No additional forms needed — listing will be syndicated by default. | Mark the listing as "Internet No." Submit the Internet Authorization Waiver form to QA@MLSNow.com within two business days. |
Mandatory Submission Deadlines (Rules §2.2)
A listing must be filed by the earlier of:
- Two business days of a fully signed exclusive listing agreement, OR
- One day after marketing the property to the public (yard signs, digital marketing, social media, multi-brokerage sharing networks, etc.)
Whichever comes FIRST. If the listing is not yet being shown, enter with "Temporarily Off Market" status.
ACTIVE Listing Requirements
- Property is available for showings and offers on equal terms for all subscribers.
- All required fields must be complete. Any offer deadlines or showing restrictions must be disclosed in remarks.
- Paperwork: Listing agreement must be available on request (within one business day of MLS Now's request).
- Primary photo must be uploaded within 48 hours ($100 fine if missing).
- If the listing is not yet being shown, enter with "Temporarily Off Market" (TOM) status instead.
Entered incorrect information? Submit a listing correction form to QA@MLSNow.com to have MLS staff correct it. Correct known errors promptly — $25 fine for incorrect required fields if not corrected within two business days of notice.
Section 2: Changing a Listing Status
All status changes must be reported within two business days of the change (Rules §4.1.1). Documentation must be available within one business day of MLS Now's request.
From ACTIVE to Another Status
| Status Change | Deadline | Documentation | Notes |
|---|---|---|---|
| Active → Under Contract (Contingent/Pending) | Two business days of signed purchase agreement | Purchase agreement must be available on request. Not submitted unless audited. | Indicate contingencies and show/no-show per field options (Rules §4.2.2). |
| Active → Temporarily Off Market (TOM) | Two business days of seller's authorization | Seller's written authorization must be available on request. | Marketing and showings are suspended. Showing a TOM listing = $500 fine. Listing agreement remains in effect. |
| Active → Withdrawn | Two business days of seller's written authorization | Seller's written authorization required. Must obtain Participant's written authorization to release. | Listing agreement remains in effect but listing is removed from MLS. Withdrawn with release CANNOT be reactivated. |
| Active → Canceled | Two business days of agreement termination | Termination documentation must be available on request. | Used when the listing agreement is terminated before its stated expiration date (Rules §4.2.6). |
From UNDER CONTRACT Back to Other Statuses
| Status Change | Deadline | Documentation | Notes |
|---|---|---|---|
| Under Contract → Active (deal fell through) | Two business days of mutual release | Must have mutual release. Available on request. | Reinstate listing if a valid listing agreement remains (Rules §4.1.3). |
| Under Contract → Closed/Sold | 14 calendar days of the final closing date | Sale price and closing info required. $50 processing fee if late. | Must go Under Contract FIRST, then Sold. If you miss the 14-day window, the system won't allow it — enter today's date and send a listing correction form. |
Reactivating OFF-MARKET Listings
| Status Change | Deadline | Documentation | Notes |
|---|---|---|---|
| Withdrawn (no release) → Active | Submit listing correction form to MLS | Listing correction form required. MLS staff must process. | WITHDRAWN WITH RELEASE CANNOT BE REACTIVATED. |
| Expired → Active | Must extend BEFORE the expiration date | Written extension from seller required. | You cannot extend or reactivate something that has already expired. Listings auto-expire on their termination date (Rules §4.1.2). |
Other Common Changes
| Action | Requirement | Notes |
|---|---|---|
| Price change or term modification | Must be authorized in writing by the seller and updated in MLS within two business days of the effective date (Rules §2.8). | Copies of seller instructions must be available within two business days of MLS request. |
| Extend a listing | Must be done BEFORE the expiration date. Requires seller's written extension. | Once expired, it cannot be extended — you would need a new listing agreement. |
| Correct a sold price | Submit a listing correction form to MLS. | If already marked Sold, only MLS staff can change the sold price. |
| Sold Before Processing (SBP) | Purchase agreement must NOT predate the fully executed listing agreement (same day is OK). Enter within two business days of list date. | Rules §4.3.2. A valid option when listing and sale happen simultaneously. |
Section 3: Where to Submit Paperwork
| Document Type | Submit To |
|---|---|
| All paperwork (listing corrections, seller opt-out forms, internet waivers, etc.) | QA@MLSNow.com |
Section 4: Automatic Fines — Quick Reference
These fines are automatic and apply to all members with access to MLS Now Systems.
| Offense | Fine |
|---|---|
| Late entry of listing | $100 |
| Late status change (Contingent, Pending, Withdrawn) | $100 |
| Late in sending Opt-Out (Office Exclusive) | $100 |
| Incorrect status (e.g., Active but no showings allowed) | $100 |
| Primary photo not uploaded within 48 hours | $100 |
| Showings when listing is in TOM status | $500 |
| Falsification of listing (with 30-day suspension) | $1,000 |
| Clear Cooperation violation (Non-Waivable) — 1st / 2nd / 3rd | $1K / $2.5K / $5K |
| Late status change to Sold (processing fee, non-waivable) | $50 |
| Incorrect info in required fields (after notice, 2 bus. days to correct) | $25 |
Section 5: Documentation Checklist
Always have these ready. MLS Now can request any of them within one business day (Rules §2.1.2).
| When | Have Ready |
|---|---|
| New listing (Active) | Signed exclusive listing agreement, primary exterior photo |
| Office Exclusive (seller opts out of MLS) | Seller Opt-Out form, listing agreement |
| Seller opts out of internet/IDX syndication | Internet Authorization Waiver form |
| Status change to Under Contract | Signed purchase agreement |
| Deal falls through (back to Active) | Mutual release document |
| Withdrawn | Seller's written authorization, Participant release authorization |
| TOM (Temporarily Off Market) | Seller's written authorization to suspend marketing |
| Closed/Sold | Sale price, closing date, settlement statement, seller-paid concessions (if applicable) |
| Price change or extension | Seller's written authorization for the change/extension |
Section 6: Official Status Definitions (Rules §4.2)
| Status | Definition |
|---|---|
| Active | Property is available for showings and offers, with showings available on the same terms for all subscribers. All required fields are complete. |
| Under Contract | An offer has been accepted. Indicate contingencies and show/no-show per field options. |
| Temporarily Off Market (TOM) | Marketing and showings suspended at seller's direction. Listing agreement remains in effect. |
| Withdrawn | Listing agreement remains in effect but listing is withdrawn from MLS at seller's direction. Requires Participant's written authorization to release. |
| Expired | The listing agreement's termination date has passed without renewal or extension. Listings auto-expire. |
| Canceled | The listing agreement has been terminated before its stated expiration. |
| Closed/Sold | Transaction has closed. Report sale price and closing info within 14 calendar days. |
| Rented/Leased | A lease has been executed for a rental listing. |