Allowing Public Offers

You can give prospective buyers, and/or their agents, the opportunity to submit offers into your secure Broker Brain system from other websites. These offers can be submitted directly from your public Broker Brain site, or you can choose to have more control by placing a link to each property that is available for public offer into another secure website, such as the MLS website.

From the Admin Tab:

1. Go to the Site Settings Tab and choose the option, Globally Allow Public Offers. (For more information about this, see the Site Settings section under the Admin Tab)

2. Go the the Property Status Tab and determine which statuses you want to make Public Offer statuses. Choose the Public Offer option next to the chosen status or statuses and Update. (For more information about this, see the Property Status section under the Admin Tab)

The next steps that you need to take depend upon how you want to manage public offers on your properties. The following sections will address this.

Manually enabling properties for public offer

Once you have set your system up to allow public offers, you can manually enable the individual properties to receive these offers. To do this follow the steps below:

1. Follow the process to search for the property that you would like to enable. (For information on the property search process click here.

2. Once you have found the property you wish to enable, click View. Then, click on the Offers tab to the left. The following screen will appear:

3. Click Enable and the following change will appear:

This property is now enabled. The link that appears in the screenshot above is specific to this property and will take you to the location from which the offer can be submitted. This is the link that you can make available from another website such as the MLS website for agents to submit offers.

Important:

The information above will appear this way for all properties, even those properties that are not in statuses for which you have set the Public Offer option. However, if the link that is generated is followed, the page will indicate that the property is not accepting offers at this time if it is not in a Public Offer status.

Automatically enabling properties for public offer

If you want to set up your system to automatically enable properties for public offer when they move into a status for which you have set the Public Offer option, you can do this from the SIte Settings section on the Admin Tab. (For information on how to do this click here.)

If you have recently decided to use the Public Offer feature of Broker Brain, and have changed certain Property Statuses to be Public Offer statuses, the system will not automatically enable those properties that are in the Public Offer statuses. You can enable all of those with one click. This is also done from the Site Settings section of the Admin Tab. (For information on how to do this click here.)

Allowing offers from your public Broker Brain website

If you want a potential buyer and/or their agent to be able to submit an offer from your public website, this feature needs to be setup from the Site Settings section of the Admin Tab. (For information on how to do this click here.)

Important:

To allow offers from your public website, the property must be in both the Public Offer status and the Public status for the property to appear on your public site. This can be done from the Poperty Status page on the Admin Tab.

What will the person submitting the offer see?

If an outside agent wishes to submit an offer from your public website, they will need to conduct a search for the property in question. If you have set up your system to allow offers from your public website, the following screen will appear:

Notice Submit Offer listed under the address information in the screenshot above. If this link is clicked the following offer screen will appear:

This is the Formal offer which the agent will submit into your Broker Brain system. As you can see there are multiple required fields that the agent must complete before the system will allow them to submit the offer. Many of them should be self explanatory to the agent, but there are a few important notes about some of the required fields below.

Purchase Agreement - A purchase agreement must be attached to the offer in order for it to be submitted. The agent clicks on Browse to locate the purchase agreement. If more than one document is needed, there is an option to add another attachment. The following document types are allowed: .jpg .pdf .doc .xls

Personal Access Key - The Agent that submits the offer will enter a password in this field which will grant him access to the offer later if any information needs to be changed.

Offer Agreement - For the offer to submit, the Agent will select the option, "I agree to the terms of this offer". (For more information on how to create your offer agreement click here.)

Once the agent completes the required fields and submits the offer, the following screen will appear:

It is recommended that the agent book mark this website in their favorites. They can access the offer at a later date as long as they remember the access key that was entered when the offer was submitted

Important:

The status of the offer is highlighted in the screenshot above by a red circle. When an offer is submitted it is In Process. The agent who submitted this offer will only see In Process as the status until the offer is either Accepted or Rejected in your Broker Brain system. None of the other Offer Statuses will be seen by the outside agent.
The only element of the offer that can be changed by the agent once it is submitted is the contact information.
Upon submission of the offer, an email will be sent to the email address provided in the offer. It will contain basic information about the offer as well as the link to get back to the offer. The pass key is not sent in the email.

If you have not set your system up to allow offer from your public site, but have opted to provide the link to your enabled properties via the MLS website, the information that the agent submitting the offers will see is the same as in the information above. The only difference is where they begin the offer process.

How will I know if a public offer has been submitted?

If you have set your system up to allow public offers, you will also want to make sure that your agents are notified when offers are submitted in this fashion. This automatic notification can be set up from the Groups tab on the Admin page of your system. (For information on how to do this, click here.)

Any agent that is in a group that has the Public Offer Notification option choosen will receive an email when an offer is submitted.

What will I see when a public offer is submitted?

When a public offer is submitted for a property, that offer will appear in the Offers tab for that specific property. The offer will automatically come into the system with a status of Public Pending as seen below:

You have the ability to update the necessary information on a public offer.

Important:

In the screenshot above notice that the words "Reset Agent Pass Phrase" are circled in red. If for some reason the agent that submitted the offer has forgotten the pass phrase that was entered when submitting the offer, you can reset it by clicking on this link. They will receive an email advising them to enter a new phrase. They will also be sent the link to the offer.
In the Notes section of the offer, any documents that the offering agent attached will appear here. The Notes section can be accessed by clicking on the Notes tab in the offer. It is circled in red in the screenshot above
The Public Pending offer status is only generated by a public offer. This status cannot be manually set. You will want to change it to the appropriate status once you have actioned the offer.