If an agent reports that their listings are missing from ClientBAY, it is usually because the listings are unassociated.
This typically happens when there is a name mismatch between the MLS and ClientBAY (for example, Will Jones vs. William Jones). Once you "bridge" these names, the system will remember the association for all future listings!
Navigate to Listings: Click the Listings tab on the left-hand menu and select Listings.
View Unassociated: Select the Unassociated Listings tab from the top of the screen. This list shows every property currently "homeless" in your system.
Link the Agent: 🔗
Find the listing and click the three-dot action button next to the unrecognized name.
Select Associate.
Match the Profile: A box will appear allowing you to search for the correct agent profile within ClientBAY. Select the agent and confirm.
The Result: The system is now "trained" to recognize that MLS name! You won't have to repeat this process for this agent again. 🎉
To make management even easier, ClientBAY keeps watch for you:
Dashboard Alerts: If there are unassociated listings, you will see a notification at the very top of your dashboard as soon as you log in.
Quick Access: Only Admins see this alert. Clicking the "Manage Unassociated Listings" link will take you directly to the dashboard to fix the issue.
When onboarding a new agent, it’s a great idea to check their MLS name right away. If it differs from their legal name, you can head off this issue before their first listing even hits the system!