The Agent record in NRDS is the "foundation" of the association. If you are the POE, via GrowthZone you can add and change your primary agent data in NRDS. The ADD will add a new member record in NRDS. 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. 

 

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

 

Field Name	Description	Data format	Required
Initial Setup
POE Association (Read only)	The  Association’s Point of Entry ID. This is configured on initial setup of the GrowthZone database and will be read only on the Real Estate tab. This ID will automatically populate on the Real Estate tab as read only.	9 Numeric	X
Association ID	The 4-digit local association for this member’s primary affiliation. This is configured upon initial setp of the GrowthZone database, and will be displayed - read only - on the Real Estate tab.	4 Numeric	X
Profile Tab
First Name	Required. Member’s first name.	12 Alpha	X
Middle	Member’s middle name.	12 Alpha
Last Name	Required. Member’s last name, up to 30 characters.	30 Alpha	X
Suffix	Family generation and other suffixed - e.g. Jr.  Sr.  III  Esq. Note: do not enter designations here. There is a separate field for those.	3 Alpha
Common Name	Member’s nickname	12 Alpha
Prefix	Formal title which precedes member’s name  Mr. Ms. Mrs. etc,	4 Alpha
Gender	Male/Female	1 Alpha
Address 1	Street name and address number of member’s  address.  Type of address is assigned on the Real Estate tab.	30 Alpha	X
Address 2 (see above)	This is a second line of address to be used for additional address information (building number, etc.).  Type of address is assigned on the Real Estate tab.	30 Alpha
City (see above)	Name of city for the address.  Type of address is assigned on the Real Estate tab.	21 Alpha	X
State (see above)	State abbreviation.  Type of address is assigned on the Real Estate tab.	2 Alpha	X
Postal Code (see above)	The 5-digit US Postal zip code.  Type of address is assigned on the Real Estate tab.	5 Alpha	X
Postal Code +4 (see above)	Standard 4-digit ZIP extension plus 2-digit carrier route.  Type of address is assigned on the Real Estate tab.	6 Alpha
Address 1	The mailing address where mail should be sent, if different from Home Address, marked as Mailing Address on the Real Estate tab.	30 Alpha
PR: Address 2 (see above)	Additional line for mailing address.  Type of address is assigned on the Real Estate tab.	30 Alpha
City (see above)	City for mailing address.  Type of address is assigned on the Real Estate tab.	21 Alpha
State (see above)	State abbreviation for mailing address.  Type of address is assigned on the Real Estate tab.	2 Alpha
Postal code (see above)	5-digit zip code for mailing address.  Type of address is assigned on the Real Estate tab.	5 Alpha
Postal code +4 (see above)	4-digit Zip extension plus 2-digit carrier route for mailing address.  Type of address is assigned on the Real Estate tab.	6 Alpha
Real Estate Tab
NRDS ID	The unique, 9-digit NRDS ID for this member. Once this field it populated, it is greyed out and read only.	9 Numeric	X
Member Type	The membership type of this agent	Drop-down list	X
Active Since	The date the member joined NRDS. (This field is only editable if empty, i.e. when entering a new agent.)	8 Date	X
Local Join Date	The date this agent joined the association.
Status	Member status See NRDS Documentation for further explanation on how/when these are used.	Drop-down list	X
Status Changed Date	The date of last status change.	Date format
Primary State	The State association where this member has primary membership.	Drop-down list	X
License	Required if Member Type is R or RA. Member’s real estate license number. This must match the format set by the state associations.	11 Alpha	X
RE: Primary Field of Business	Indicates member’s primary field of business.	Drop-down list	X
Office NRDS ID	The unique 9-digit NRDS ID for this member's Office. This ID must be valid in the NRDS database.	9 Numeric	X
Real Estate Tab - Communications
Stop Mail	Indicates whether or not to exclude active members from mailings, including the Realtor Magazine.  NOTE: Only the member themselves can update this field. Changes made in GrowthZone will NOT update the preference in NRDS.	Check to indicate Yes
Stop Fax	Indicates if fax number is usable for fax mailings.  NOTE: Only the member themselves can update this field. Changes made in GrowthZone will NOT update the preference in NRDS.	Check to indicate Yes
Stop Marketing Material	Indicates whether the member wishes to receive marketing materials. If checked, the member is removed from NAR's Direct Mail mailing list.  NOTE: Only the member themselves can update this field. Changes made in GrowthZone will NOT update the preference in NRDS.	Check to indicate Yes
Stop Email	Indicates whether the member wishes to receive emails. NOTE: Only the member themselves can update this field. Changes made in GrowthZone will NOT update the preference in NRDS. Changes made in GrowthZone will NOT update the preference in NRDS.	Check to indicate Yes
Preferred Mail	Indicates where the member would prefer to receive mail.	Drop-down list	X
Preferred Publication	Where the member  prefers to receive their publication(s)	Drop-down list	X
Preferred Phone	Member’s preferred phone:	Drop-down list	X
Preferred Fax	Where the member prefers to receive faxes	Drop-down list
Home Address	The address to be used as the member''s home address. Choices available in the list are configured on the Profile tab.	Drop-down list	X
Mailing Address	The address to be used as the member's mailing address if different than the home address. Choices available are configured on the Profile tab.	Drop-down list	X
Cell	3-digit area code + 7-digit number of the member’s cell phone number. Choices available in the list are configured on the Profile tab.	3 Numeric
Home Phone	3-digit area code + 7 digit phone number for Member’s home phone number. There is no need to type in the dash ( -) when entering numbers. Choices available in the list are configured on the Profile tab.	10 Numeric
Cell	3-digit area code + 7-digit number of the member’s cell phone number. Choices available in the list are configured on the Profile tab.	10 Numeric
Fax Number	3-digit area code + 7 digit number for member’s personal fax number. Choices available in the list are configured on the Profile tab.	10 Numeric
Website	Internet address for member’s web page, if any.	80 Alpha
Email	Required if Member Type is R or RA. Email address for member. Choices available in the list are configured on the Profile tab.	80 Alpha	X
Additional Information
Waive Local Dues	Indicates if local dues should be waived for the member (Y/N).	Check to indicate Y
Waive State Dues	Indicates if state dues should be waived for the member (Y/N).	Check to indicate Y
Waive NAR Dues	Indicates if National dues should be waived for the member (Y/N).	Check to indicate Y
NAR Dues Paid	Date field in MMDDYYYY format for association to indicate NAR dues were paid.	8 Date
State Dues Paid	Date field in MMDDYYYY format for association to indicate State dues were paid. These two fields (NAR and State) are mainly used by associations for look-ups when processing transfers.	8 Date
Secondary Fields of Business	Numeric code that indicates member’s secondary field of business.	3 Numeric
Secondary Fields of Business	Numeric code that indicates member’s secondary field of business.	3 Numeric
Member Subclass	Used by States and Boards to exchange additional billing types for members.	Drop-down list
Member Birthdate	Member’s date of birth.	8 Date
Orientation Date	The date the member completed the association’s orientation.	8 Date
On Roster	Indicates if member wishes to appear on roster (Y/N).	1 Alpha
Previous Non Member	Indicates if the member changed their status with the association from a non-member to a member. Valid choices are Y or N	Check to indicate Y
Arbitration Ethics Pending	Flag indicating if arbitration or ethics investigation or proceedings are pending against this member.	Check to indicate Y
Reinstatement Code	Code used to indicate if member has been reinstated.	Check to indicate Y
Reinstatement Date	Date member was reinstated.	8 Date
On Roster	Indicates if member wishes to appear on roster (Y/N).	Check to indicate Y
Previous Non Member	Indicates if the member changed their status with the association from a non-member to a member. Valid choices are Y or N	1 Alpha
Occupation Name	Member’s occupation. This is used for reporting RPAC contributions on various state and federal election reports.	20 Alpha
Member Salutation	Member’s name as it appears after Dear in the greeting of a mail merge letter.	24 Alpha
MLS ID	Member’s MLS ID number.	9 Alpha
MLS Online Status	Status of member’s online MLS access.	1 Alpha
MLS Status Changed Date (read only)	Date of last online MLS status change.	8 Date
MLS Association ID	The 4-digit association ID of the member’s primary regional MLS.	4 Numeric

 

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Best practice when working with your agents is to first search the NRDS 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 NRDS you can determine if the member is active in NRDS 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 NRDS/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 NRDS. 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 button to add the new agent to the NRDS database. See Add an Agent (Primary).
• If a matching agent is found in NRDS, 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 NRDS, but is inactive. Do NOT sync the agent with NRDS. You will need to go to the NRDS database and setup the agent appropriately.

NOTE: When you select a match from the search results, the following information is returned: NRDS ID First Name Middle Name Last Name Generation Member Type Member Status MLS Association ID (Regional MLS if any) Office ID Office Name Office City Office State Office Zip Primary Local Assoc ID Primary State Assoc ID

 

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

 

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

   

2. Click Sync to NRDS.
3. Click the Get NRDS Number button to generate a NRDS ID for this agent. Once a NRDS ID is generated and assigned to this agent, it cannot be changed. NOTE: The Account Number for the agent will automatically be updated to the NRDS ID if Tie Account Number To NRDS Number was enabled during the initial setup of your GrowthZone database.
4. In the NRDS section, populate the following fields. All data entered will be sent to NRDS, however, only those marked with an asterisk are required (See Agent Data sent to NRDS 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 NRDS.
   • 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. NRDS approved fields of business are displayed in the list.
   • NRDS Office*: Select this agent's office from the list. All offices associated to this agent will be displayed for selection. NOTE: The office must exist in NRDS 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 NRDS.
   • Stop Marketing Material: This setting indicates whether the agent wants to receive marketing materials from NRDS. Only an agent can change this. Anything the POE send in this field will be ignored by NRDS.
   • 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 NRDS within 10 minutes, no further interaction is required on your part.

 

NOTE: When adding an agent, if NRDS finds a member record already exists with the same Member ID or License it will process the Add as a Change without the necessity of sending another record. There are two exceptions to this rule: if the Name in the add is different than the Name in the existing record, if the License in the add is different from the License in the existing record. Then NRDS will reject the record and require that the record be sent as a Change rather than an Add. Review the Event Log to ensure that there were no validation errors.

 

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Additional information about your agents can be tracked in GrowthZone. This information is not required, but if populated will be synchronized to NRDS. 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 NRDS 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 NRDS (Primary) for detailed descriptions of the fields.
4. Click Done. The updates will be sent to NRDS automatically with no further interaction on your part.

 

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

 

NOTE: NRDS will not process a change on an inactive member (Status of Inactive, Terminated or Deceased). If you want to change the agent’s record you must first change the member back to active or provisional within the NRDS database.

 

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An agent's status can be updated within GrowthZone, and synchronized to NRDS. 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 NRDS 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 NRDS after March 1.
• Provisional status is available for associations who have adopted the Provisional bylaw. It allows you to enter a member into NRDS 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 NRDS. To update an agent's NRDS status:

 

1. Select the agent's Real Estate tab.

   

2. Click the   in the NRDS 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 NRDS 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 NRDS (Primary) will be sent to NRDS within ten minutes, no additional interaction is required on your part.

 

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1. Select the agent's Real Estate tab.
2. Click the   in the NRDS 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 NRDS check-box is selected.
4. Select Inactive from the Status from the list.
5. Click Done.

 

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

 

1. If the agent you are moving to a new office is the Office DR, update the Office DR on the Office's Real Estate Tab. NOTE: You must be the POE to update this information.
2. Add the Agent to the New Office. See
3. On the Agent's Real Estate tab, update the agent's office. NOTE: You will only be able to do this if you are the POE.
4. Remove the Agent from the previous office.
5. For the desired agent, click the Profile tab.

   

6. For the office you wish to remove, click the   icon in the Offices section.

   

7. Deselect the Active check-box.
8. Click Done.
9. To add the new office, click the   icon in the Offices section.

   

10. Enter the name of the new office, and complete all necessary fields.
11. Click Done.

 

Update NRDS with New Office Only if you are the POE will you be able to update NRDS with the new office information. If sub-queue processing is not enabled, when a POE updates information, your data will NOT be updated.

1. For the desired agent, click the Real Estate tab.
2. Click the   in the NRDS Information section.
3. Select the desired office from the NRDS Office ID list.
4. Click Done.

 

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If an agent is no longer a part of an office, you may deactivate them. NOTE: It is not recommended that you delete individuals, as the database maintains historical information about you individuals. See Deactivate an Individual Contact with a Business for instructions.