User Manual - VaultLOCKS · Enter New Lockbox Information 1. Enter serial number of the new lockbox - the adjacent picture displays the location of the serial number. 2. Enter the

User Manual

Table of Contents

Section 1: Create Account Login

Section 2: Password Recovery

Section 3: Add a Lockbox

Section 4: Add a Listing

Section 5: Dashboard - Approve Showing Requests

Section 6: Request a Showing

Table of Contents

Table of Contents

Create Account/Login


Sign Up as a New User

Showing Vault Management Center is located at www.showingvault.com

If you are new to the Showing Vault Management Center:

1. Click Sign Up Today to create your FREE Showing Agent account.



http://www.showingvault.com

Create Account

1. Enter your account information - email address and create a password.2. Enter your user information - name and address.3. Enter your telephone number - mobile is required if you will be using the eLockbox

Showing Vault mobile app.4. Click Save & Continue.



Realtor License Verification

A verification of your license is likely to be required in order to show certain properties -Verification during account set-up is recommended in order to avoid the possibility ofdeclined showing requests in the future.

The Listing Agent for the property determines if license verification is required for anyonerequesting access to the property.

The license verification is set-up under My Listings - Edit Listings - View/Edit -Automated Property Scheduling Set-up.

1. Select Yes to enter your license information and initiate the verification process.



Realtor License Input

1. Enter your license number - all other information will be prepopulated from theprevious screens.

NOTE: Please ensure that your name, address and license number is entered as it islisted on your license registration.

2. Click Verify My Information to initiate the verification process within the system.



Verification Successful Message

1. Upon successful agent verification, you will receive a message via text and/or email,stating your information was verified successfully.

2. Click Continue to Dashboard to begin using the ShowingVault system.



Initial Log-In

NOTE: Upon system log-in for the first time, you will have access to the "Showing AgentView". Upon being registered as a licensed user, you will have access to the "ListingAgent View", which contains all the menu items required to list and manage yourproperties.



My Profile - Display Agent Verification Status - Verified

1. License verification status can be viewed under My Account - My Profile.

2. If you would like to re-verify for any reason, click on the Update Information andVerify button.



Select Communication Preferences

1. Upon account creation, you will want to select your preferred methods ofcommunication - check each type of notification desired.

NOTE: It is recommended that multiple methods of communication are selected toensure messages are not missed.



Verification Unsuccessful Message

1. Upon unsuccessful agent verification, you will receive a message stating we wereunable to verify your license.

2. You may make corrections to the information submitted and attempt to re-verify.

NOTE: Please ensure your name, address and license number are entered as listed onyour license.

3. Click Verify My Information to re-submit your license information.

4. Click Skip if you would like to complete your account set-up without agent verification.

NOTE: You may re-verify at any time by going to My Account - My Profile, as seen onthe following page.



My Profile - Display Agent Verification Status - Not Verified

1. License verification status can be viewed under My Account - My Profile.

2. If you would like to retry verification, click on the Update Information and Verifybutton.



Account Setup - Not Verified

1. When creating an account, you will be directed to this screen if you select No whenasked to verify your license information or Skip when your information cannot be verifiedas entered.



Password Recovery

Password Recovery

Forgot your Password?

1. Click Forgot your Password?

Password Recovery

Password Recovery

Password Reset

1. Enter your account email address.2. Click Send Reset Email

Password Recovery

Password Recovery

Reset Email Confirmation

1. Reset email sent confirmation

Password Recovery

Password Recovery

Password Recovery Sent to your email Address

1. Click Change my password

Password Recovery

Password Recovery

Reset Password

1. Enter your new password.2. Re-enter your new password.3. Click Reset password

Password Recovery

Password Recovery

Add a New Lockbox

Add a New Lockbox

My Dashboard

Upon login, the system will take you to the Dashboard.

The Dashboard is the space where an agent can manage their day to day operations fortheir listings and lockboxes.

Add a New Lockbox

Add a New Lockbox

Add New Lockbox

1. Click My eLockboxes2. Click Add New Lockbox

Add a New Lockbox

Add a New Lockbox

Enter New Lockbox Information

1. Enter serial number of the new lockbox - the adjacent picture displays the locationof the serial number.

2. Enter the physical key number, for future reference - the adjacent picture displaysthe location of the physical key number.

3. Enter a Custom Lockbox name (optional).4. Enter any notes for the lockbox (optional).5. Click Save New Lockbox

Add a New Lockbox

Add a New Lockbox

Edit Lockboxes

To view your Lockboxes:

1. Click My eLockboxes2. Click Edit Lockboxes3. Your lockboxes are displayed by serial number, name and property they are

assigned to.

Add a New Lockbox

Add a New Lockbox

Add a Listing

Add a Listing

Add a Listing

1. Click My Listings2. Click Add a New Listing

Add a Listing

Add a Listing

Step 1 - Listing and Contact Information

The Add a Listing section uses a 5-step setup wizard:

1. Enter the Listing information - MLS #, Address and time zone.2. A photo may be uploaded which will be displayed on your dashboard and for

Showing requests.3. Enter the Homeowner information - name, email address and mobile phone (the

email and mobile phone listed will be used for any requested Homeownercommunications. NOTE: The homeowner field is not required. If a homeownerdoes not want to receive communications, simply leave these fields empty.

4. Multiple homeowners may be added by clicking Add A Homeowner Profile. Thefirst homeowner listed is the primary homeowner and will be responsible forapproving any showing requests. All additional homeowners are designated assecondary and will receive courtesy notifications of approved showings.

5. Verify the Listing Agent information - this will pre-populate from your Profile.6. Click Next Step

Add a Listing

Add a Listing

Step 2 - Showing Request Conditions

Showing Request Conditions will be used to grant access to the listed property, when ashowing request is submitted.

1. Select YES, I want verification if you want to have the real estate agent's licenseverified that it their license is valid when they are requesting a showing to thislisting. This is a security feature which is intended to ensure that the personrequesting a showing is a verified agent.

2. Select NO, I want to manually approve if the Listing Agent / Property Managerwould like to APPROVE each showing request. If selected, the system willautomatically send the showing request details to the approver and await anapproval or denial response. Select YES, I want automatic approval if youprefer NOT approve each showing request.

3. The Homeowner has the same choices for approving showing requests to theirhome.

4. If YES, I want automatic approval is selected, you have the option to receive acourtesy email of the showing request by checking the box.

Add a Listing

Add a Listing

5. Once you have setup your Showing Request Conditions, click Next Step.6. If you would like to go back to a previous step, click Previous Step.

NOTE: Once all conditions have been met upon a request to show a property, theShowingVault Management Center will generate and send out a message of approval ornon-approval, which includes the access code for the lockbox assigned to the property.

Add a Listing

Add a Listing

Step 3 - Scheduling and Restricted Times

The showing calendar allows the user to set times in which the property is available forshowing.

1. Restricted times may be set by either clicking on the individual hours of each dayor through Bulk Restrictions, shown below.

NOTE: All restricted times will be shown as unavailable and will not be selectable toanyone when scheduling a showing.

Add a Listing

Add a Listing

Step 3a - Bulk Restrictions

Bulk Restrictions are used for recurring calendar restrictions.

1. Enter the start and end times for the bulk restriction.2. Enter the days of the week and select Current Week or All Weeks.3. Additional Bulk Restrictions are allowed - Click Add Bulk Restrictions and

another set of windows will pop-up.4. Once you have completed the Showing Calendar, click Next Step

Add a Listing

Add a Listing

Step 4 - Lockbox Type

This section allows the agent to assign a lockbox to the Listing.

1. Select the lockbox type.2. If the eLockbox is selected, click in the Select an eLockbox field. All eLockboxes

listed in the user's account that are not currently assigned to a property will bedisplayed. Select an available eLockbox and click on it.

Upon approval of a Showing Request, the ShowingVault Management Center will sendan approval message to the Showing Agent and include the access code for theeLockbox. If the approval notification message is sent to the ShowingVault free mobileapp, it can transmit the access code via Bluetooth to the eLockbox. With theShowingVault free mobile app, your phone or iPad is your key.

Add a Listing

Add a Listing

Step 4a - Mechanical Lockbox option

The ShowingVault Management Center is compatible with mechanical lockboxes too.

1. Select Mechanical Combination lockbox.2. Enter the Combination

Upon approval of a Showing Request, the ShowingVault Management Center will sendan approval message to the Showing Agent and include the mechanical combination.

Add a Listing

Add a Listing

Step 5 - Communication Settings

The Communication Settings are designed to automatically request feedback from theShowing Agent after the showing.

1. Enter the Feedback request message.2. Select the frequency of sending the message.3. Once you have completed the 5-step setup process, click Save Listing

Add a Listing

Add a Listing

Edit Listings - All

1. Edit Listings displays all the Listings under your control. This may include Listingsthat your co-worker has given administrative access to.

2. If you have more Listings than will fit within the window, there is a search functionto find the listing.

3. Once you have found the Listing, click View/Edit4. Listings may be deleted after the property has been sold - click Delete

Add a Listing

Add a Listing

Edit Listings - Individual

The Listing information may be changed at any time. It is displayed is the same 5 stepsthat were used to enter the information.

1. Step 1 - Listing and Contact Information.2. Step 2 - Conditions for Showings Requests.3. Steps 3, 4, and 5 are available as you scroll down the page.4. Once you have completed your updates, click Save

Add a Listing

Add a Listing

Dashboard

Dashboard

Dashboard Layout

1. User Login Name2. Alerts Window3. My Listings Search4. Upcoming Showings on My Listings report5. Cancel Showing button6. My Listings7. Alert Indicator8. Listing/Lockbox Tools for User9. Alert Types with collapsible window

Dashboard

Dashboard

Alerts

1. The Alert Window displays the number of active Alerts currently on your listings.The Alerts Window can be expanded or collapsed by using the up/down arrow.

2. Expanding the Alerts Window, you see that there are 2 active Alerts for ShowingRequests on your properties and 2 active alerts for properties that you requestedto show. This line may also be expanded or collapsed by using the up/downarrow.

3. Expanding the Showing Requests section, you see the details of the Showingrequest, such as the property, date and time of the request. Click OPEN tonavigate to the Showing Request Approval page.

4. Each Alert may be deleted by clicking on the Red X or it will disappear uponscreen refresh after the requested time has expired.

5. There are multiple ways in which the User is alerted. In this example, the icon forAccess Request is displayed on the specific listing.

NOTE: Listings with active Alerts will be prioritized to the top of the list.

Dashboard

Dashboard

Approving Showing Requests

1. Showing requests can be accessed under the Alerts window.2. They can also be accessed through the main menu: My Listings - Showing

Requests3. The Showing Requests page will list all showing requests. The approver has the

option of Approve Request, request a Reschedule or Deny access.

NOTE: If you are being asked to approve a showing request, this is because you haveselected YES, I want to manually approve in the listing setup. If you wish to edit thissetting, you may access the listing under My Listings - Edit Listings and modify thesettings.

Dashboard

Dashboard

Listing/Lockbox Owner Tools

Each Listing will have a set of tools available to the user which perform various tasks:

1. The Actions button on the Listing row may expand to access the tool selection orcollapse it.

2. The Open Shackle button will display the 6-digit code, which when entered viakeypad on the lockbox, will open the shackle. If the Open Shackle command isaccessed via the mobile app, the access code will be sent via Bluetooth and theshackle will open. This feature will be used when the lockbox is being installed orremoved from a property.

3. The Open Lockbox button will display the code which will open the lockbox keycompartment. If the Open Lockbox command is accessed via the mobile app, theaccess code will be sent via Bluetooth and the key compartment will open. Thismay be used by the Listing Agents when they are showing their own listings. Theentry data will be stored in history.

Dashboard

Dashboard

4. The Emergency Override button is designed for retrieving an access code quickly.When you click on the Emergency Override button, an access code will be

displayed, which is valid for that particular hour and can be provided to the personneeding immediate access to the property. This was implemented for the casewhen an agent needs to gain access quickly, for example, they locked the lockboxwithout replacing the house key and now the code is expired.

5. The Request a Showing button is another method an agent can request a showingon behalf of someone else. This request will be subject to the scheduling rules setup for the property. This was implemented for the case when a Showing Agentphones the Listing Agent and requests the Listing Agent to request a showing ontheir behalf. Of course, a request to show a property can also be submitted underthe main menu: Schedule Showings - Request a Showing

NOTE: The ShowingVault Management Center user will have current access codes 24/7for the Open Shackle and Open Lockbox, for each of their registered eLockboxes.

Dashboard

Dashboard

Request a Showing

Request a Showing

Main Menu - Schedule Showings

1. Click Schedule Showings2. Click Request a Showing

Request a Showing

Request a Showing

Search for the Property

1. Enter any information known about the property you wish to show. This can bethe city, address, MLS #, Listing Agent name.

2. Click Search

Request a Showing

Request a Showing

Search Results

1. All properties matching your search criteria will be displayed. Select the propertyyou wish to show from the results and click Request a Showing.

NOTE: Entering specific information about the property will return more accurate results.For example, a search using an MLS # would return a single listing.

Request a Showing

Request a Showing

Enter Appointment Details

1. Verify the property selected is the property you wish to show.2. Your agent information will auto-populate. If you are an assistant or office

manager, entering a showing request on behalf of an agent, un-check Use MyAgent Information For This Request and enter the Showing Agent's information.

Request a Showing

Request a Showing

Select Calendar Times

1. The calendar displays times that are available for a showing request. It alsodisplays times that have been restricted by the homeowner or agent. Restrictedtimes are displayed as the dark, cross-hatched hours and are not selectable.

2. Select up to 3 available time slots, in order of preference, by clicking on the hour.Selected time slots will be displayed as blue. If the property requires approval for

the showing, the times will be listed in the requested order of preference on theapprover's communication.

3. Once you have selected 3 times, the calendar blocks further time selections.

NOTE: You are not required to select more than one time slot, however, it isrecommended multiple options are selected in order to reduce the likelihood of a conflictor re-schedule.

Request a Showing

Request a Showing

Request Showing Time

1. A key is provided to show the different times.2. Requested times are displayed in order of preference.3. Once you have confirmed your selections, click Request Showing Time(s)

NOTE: A communication message will be sent to your selected method ofcommunication. Please wait for an Approval message to be returned shortly.

Request a Showing

Request a Showing

Request Submitted

1. Upon submitting a showing request, a message stating your request was sentsuccessfully will be displayed.

2. Your request will be stored in your My Approved Showings folder in a Pendingstatus. The request history can be accessed from the main menu: ScheduleShowings - Showing Request History

NOTE: The ShowingVault Management Center is now communicating with all parties toapprove your request. You will receive a message regarding your request shortly.

Request a Showing

Request a Showing

Request Tracker

1. The ShowingVault Management Center provides a tracker to display the currentstatus of your showing request. The number of steps needed for approval isdependent upon the way the Listing Agent set-up the rules for the showing of theproperty. The status of each step is listed as: In Progress, Pending or Approved.

2. The Send Reminder Message button will re-send the showing request to the nextperson in the approval chain.

Request a Showing

Request a Showing

Request Approved

1. Once all steps have been approved, the showing request is approved andcommunications sent to all parties to notify them of the approval.

2. The Re-Send Approval Message button will re-send all communications to theShowing Agent, in case the approval email or text messages are deleted and theshowing confirmation is lost.

Request a Showing

Request a Showing

Access Code

Now that your request show the property has been approved, you will receive anapproval communication via the method you selected when making the initial request.

1. If you are logged into the ShowingVault Management Center web application orusing our free mobile app, you will receive an Alert displaying the details andapproval of your showing request.

2. The system will display your approval until it expires, then it will be stored undershowing request history. These can be accessed through the Alerts Window orthe main menu: Schedule Showings - My Approved Showings and ShowingRequest History

3. Clicking the Approved button will display the unlock code when accessingthrough the web application. If you are accessing this approval through the mobileapp on a Bluetooth compatible device, the access code is transmitted via

Request a Showing

Request a Showing

Bluetooth to the lockbox and opens the key compartment, when you're ready toenter the property.

4. The displayed unlock code may also be entered on the lockbox keypad manuallyfor users without the mobile app. Enter the code and press the OPEN button.The key compartment will then open and the access data will be stored to the

lockbox history.

NOTE: Your access code will fail to open the lockbox after the approved time expires.Be sure that the house key has been replaced in the lockbox prior to the expiration of

your appointment.

Request a Showing

Request a Showing

Documents

User Manual - VaultLOCKS · Enter New Lockbox Information 1. Enter serial number of the new lockbox - the adjacent picture displays the location of the serial number. 2. Enter the