Working with Primary Agents

The Agent record in M1 is the "foundation" of the association. If you are the POE, via GrowthZone you can add and change your primary agent data in M1. The ADD will add a new member record in M1. A POE can add a member only for an Association ID for which they are the POE. The CHANGE will process the changes sent for an existing member. You cannot change a member that is inactive (Status I or T). Only the POE for the primary association can change a member. Only the POE for the Primary association of the agent can Add an agent to that association or change the agent record. 

The table below describes the data that is sent to M1 for a Primary Agent.

Best practice when working with your agents is to first search the M1 database to verify whether a record exists for the agent. By searching the database, you ensure that there is no duplication of records. Additionally, by searching M1 you can determine if the member is active in M1 at another Association and they will need to add in their Association as the secondary.

1. For the desired agent, click the Real Estate tab.

   

2. Click the Search M1/Add Member button.

   

3. Enter search criteria. Adding more information to your search criteria can help increase the accuracy and speed of the search results that will display. You may search on any combination of fields with the exception of the First Name only, Member Office State only, and RE License only. Wildcard searches, * "begins with only", can be performed on the First Name if it is used in combination with the Last Name.

   

4. Click SEARCH. If results are found, they will be displayed on screen.

   

• If this is a new agent (has not had a NAR membership previously), and you are the POE, no matching agent should be found. Click the Create New radio button to add the new agent to the M1 database. See Add an Agent (Primary).
• If a matching agent is found in M1, and you are not intended to be the POE enter this agent as a secondary record. See Add an Agent - Secondary.
• If a matching agent is found active with another POE, and you wish to transfer to your board, enter this a secondary record, then transfer to your board.
• If a matching agent is found in M1, but is inactive: do NOT sync the agent with M1. You will need to go to the M1 database and setup the agent appropriately.

If you are the POE for an agent, you can add them to your database, and sync the record to M1.

1. Search the M1 Database as described above. If no match is found, click the Create New radio button.

   

2. Click the Get M1 Number button to generate an M1 ID for this agent. Once an M1 ID is generated and assigned to this agent, it cannot be changed. NOTE: The Account Number for the agent on their contact record will automatically be updated to the M1 ID if Tie Account Number To M1 Number was enabled during the initial setup of your GrowthZone database.
3. Enable the Sync to M1 checkbox.

   

4. In the M1 section, populate the following fields. All data entered will be sent to M1, however, only those marked with an asterisk and outlined in red are required (See Agent Data sent to M1 for detailed descriptions and formatting of the fields.):
   • Member Type*: Select this agent's member type from the list. NOTE: If the member type is R or RA you must also populate the license for this agent on the Profile tab.
   • Active Since: Indicates the date that this agent joined M1.
   • Local Join Date: The date the member transferred or reinstated into this current Primary association. NOTE: The field Join Date should not change when members move from association to association. Use this field to indicate that move. This cannot be a future date.
   • Status*: Select Active from the list.
   • POE Association: This field will automatically be populated with the POE Association ID for your organization.
   • License: Choose the license associated to this agent, or click the   icon to add a new license.
   • Primary State*: Select the state where this member has primary membership.
   • Primary Field of Business*: Select the agent's primary field of business. M1 approved fields of business are displayed in the list.
   • Office M1 ID*: Select this agent's office from the list. All offices associated to this agent (in GrowthZone!) will be displayed for selection. NOTE: The office must exist in NM1 database.
5. In the Communications section, complete the following (an asterisk indicates a required field)
   • Stop Mail: Indicates whether or not to exclude active members from mailings, including the Realtor Magazine. Check the box to exclude the agent.
   • Stop Fax: Indicates whether the agent wants the fax number to be used. Check this box to indicate that the fax should not be used.
   • Stop Email: This setting indicates whether the agent wishes to be on NAR's Direct Mail mailing list. Only an agent can change this field in their record. Anything a POE sends in this field will be ignored by M1.
   • Stop Marketing Material: This setting indicates whether the agent wants to receive marketing materials from M1. Only an agent can change this. Anything the POE send in this field will be ignored by M1.
   • Preferred Mail: Select the address type to which the agent prefers to have mail sent. Required if agent is R or RA.
   • Preferred Publication: Select the address type to which the agent prefers to have publications sent. Required if agent is R or RA.
   • Preferred Phone Number: Select the phone number type the agent prefers to be used for phone calls. Required if agent is R or RA.
   • Preferred Fax Number: Select the fax number to which the agent prefers to receive faxes.
   • Home Address: Select the agent's home address. All addresses you have added on the Profile tab are available for selection OR click the   icon to add an address. NOTE: If the agent type is R or RA, this field is required.
   • Mailing Address: If the mailing address is different than Home Address, select the mailing address. All addresses you have added on the Profile tab are available for selection OR click the   icon to add an address.
   • Cell: Select the agent's cell-phone number. All phone numbers you have added on the Profile tab are available for selection OR click the   icon to add a phone number.
   • Home Phone: Select the agent's home phone number. All phone numbers you have added on the Profile tab are available for selection OR click the   icon to add a phone number.
   • Email: Select the primary email for this agent. All emails you have added on the Profile tab are available for selection OR click the   icon to add an email. NOTE: If the Agent is R or RA the email address is required.
   • Preferred Fax: Select the fax number the agent prefers to be used. All fax numbers you have added on the Profile tab are available for selection OR click the   icon to add a fax number.
   • Website: Select the agent's web-site. All web-sites you have added on the Profile tab are available for selection OR click the   icon to add a web-site url.
6. Click Done.

The new agent will be synched to M1 within 10 minutes, no further interaction is required on your part.

Additional information about your agents can be tracked in GrowthZone. This information is not required, but if populated will be synchronized to M1. NOTE: Only the POE can add/update additional agent information.

1. For the desired agent, click the Real Estate tab.
2. Click the   in the M1 Additional Information section. NOTE: If you are NOT the POE for this agent, you are not authorized to add/change the additional information and the   will not be available.

   

3. Enter the desired information. See Agent Data sent to M1 (Primary) for detailed descriptions of the fields.
4. Click Done. The updates will be sent to M1 automatically with no further interaction on your part.

If you are the POE for an agent you can change/update profile and M1 information via GrowthZone. When Sync With M1 is enabled on the Real Estate tab, changes to any of the fields described in Agent Data sent to M1 (Primary) will trigger a synch to M1. All fields are sent, not just those that have been changed.

An agent's status can be updated within GrowthZone, and synchronized to M1. Agent statuses include:

• Active
• Inactive indicates that the member left voluntarily, in good standing. They may have decided not to renew their membership or may have simply resigned or retired from the business.
• Terminate indicates that the member was dropped because they did not meet an outstanding duty or obligation. This includes an unfulfilled code of ethics violation, hearing, outstanding arbitration obligation or not taking the COE course. In other words, this member did not leave in good standing. Choosing to simply not renew their membership would not fit in this category.
• Suspend was added to M1 for the specific purpose of tracking members who had not taken their COE course by December 31 of each quadrennial. If a member does not take the COE course by December 31, 2012 the association must suspend that member, and by March 1 must terminate the member if they have not taken the course. Therefore there should be no members with status S in M1 after March 1.
• Provisional status is available for associations who have adopted the Provisional bylaw. It allows you to enter a member into M1 with a Member Type of REALTOR®/REALTOR® Associate and a Status of Provisional even before they have met all the requirements for orientation, etc. NAR will provide all services to these members (magazines, realtor.org, etc.) as they are considered REALTORS®/REALTOR® Associates with all rights and privileges.

Any update to the agent's status will trigger a CHANGE transaction to M1. To update an agent's M1 status:

1. Select the agent's Real Estate tab.

   

2. Click the   in the M1 Information section. NOTE: If you are NOT the POE for this agent, you are not authorized to change this information and the   will not be available. ​​​​​

   

3. Ensure that Sync With M1 check-box is selected.
4. Select the desired Status from the list.
5. Click Done.

Once you have saved, a change transaction is triggered. All fields described in Agent Data sent to M1 (Primary) will be sent to M1 within ten minutes, no additional interaction is required on your part.

1. Select the agent's Real Estate tab.
2. Click the   in the M1 Information section. NOTE: If you are NOT the POE for this agent, you are not authorized to change this information and the   will not be available.

   

3. Ensure that Sync With M1 check-box is selected.
4. Select Inactive from the Status from the list.
5. Click Done.

Within your software, you will be able to easily move an agent from one office to another. To ensure that M1 is appropriately updated, please perform the steps in the following order:

1. DISABLE ALL SYNCS ON THE REAL ESTATE TAB. Any active syncs- including M1, MLS, and Lockbox- should be disabled. This will prevent any potential updates from occurring before the process is complete.
   1. To disable a sync, click the   icon in each section that has a "Sync" option set to "Yes" and clear the checkbox.
   2. Click Done to save.
2. On the Agent's Overview tab, add the agent to their new office in GrowthZone; do not end their role in their previous office. See Add Individuals to an Organization/Business for more information.
3. On the Agent's Real Estate tab, click the   icon in the M1 Information section.

   

4. Update the agent's new Office M1 ID in the M1 Information window. NOTE: You will only be able to do this if you are the POE.

   

5. On the Agent's Overview tab, click the   icon in the Offices section for the office you wish to remove.

   

6. Deselect the Active check-box.

   

7. Click Done.
8. Go back to the agent's Real Estate tab and re-enable any syncs you disabled in step one.
   1. To re-enable a sync, click the   icon in each section that has a "Sync" option set to "No" and check the checkbox.
   2. Click Done to save.

Once you have saved, a change transaction is triggered. All fields described in Agent Data sent to M1 (Primary) will be sent to M1 within ten minutes, no additional interaction is required on your part.

If an agent is no longer a part of an office or has dropped their membership, you may inactivate them in M1 from within GrowthZone. NOTE: It is NOT recommended that you delete individual contact records, as the database maintains historical information about those individuals.

1. On the agent's Real Estate tab, click the   icon in the M1 Information section.

   

2. Set the agent's status to Inactive.

   

3. Click Done to save.

Once you have saved, a change transaction is triggered. All fields described in Agent Data sent to M1 (Primary) will be sent to M1 within ten minutes, no additional interaction is required on your part.

Be sure to check the agent's Activity tab for the Integration Sync details; verify that the agent's status has been published to M1 as Inactive before proceeding!

If necessary, go to the agent's Overview tab and remove the agent from the office. You may also drop any memberships the agent has at this time.

1. On the Agent's Overview tab, click the   icon in the Offices section for the office you wish to remove.

   

2. Deselect the Active check-box.

   

3. Click Done to save.