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If you would like to review creating an email template or emailing invoices, review sections 4.2 and 6.2 of the Association Dues Billing Guide.
3. Suspend, Drop, and Reactivate Agents
3.1 Configure NRDS, MLS, and Lockbox Integrations
Setup> Memberships, Membership Settings> Real Estate Settings tab
Set Access to Integrations on Membership Status Change
These settings control what access an agent will or will not have when their association membership is suspended, dropped, or reactivated. This screen loads the status options for your configured MLS and Lockbox services. Set statuses for suspensions, reactivations, and drops.
WARNING: Most associations should not change an agent’s NRDS status to Inactive (I) when they are suspended. Inactive agents cannot reactivate themselves by paying their overdue invoices. You or your staff must process their payments to use your default NRDS ID instead of the agent’s NRDS ID.
Configure these settings for all membership types where an agent’s or member’s access should change when they are suspended, dropped, or reactivated.
3.2 Suspend Agents
3.2.1 Filter Unpaid Invoices to Overdue Association Dues Invoices
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Memberships> Unpaid tab> Customize Results
By default, this screen lists all open invoices for membership dues. Filter by membership type, invoice date, and tag so that only the agents who have the correct overdue invoices will be suspended:
Membership Types: All association memberships that have local, state, and national dues. (This excludes any MLS or lockbox fees that may be on a different schedule)
Invoice Date: Date used on initial run of association dues invoices. (This excludes any members who have recently joined)
Exclude Tags: Tag added to prevent an agent from being suspended
(Review step 2.2 for more information about excluding contacts by tag)
3.2.2 Suspend Agents Associated with Selected Invoices
Memberships> Unpaid tab> Actions> Add Late Fees/Suspend Members
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Select Suspend Memberships Related to Selected Invoices. You can also add a late fee/reinstatement fee when suspending members. Depending on how many members you’re suspending, this may take a couple of hours.
3.2.3 Notify Suspended Agents
Memberships> Unpaid tab> Actions> Email Invoices | Print Invoices
After suspending agents, you may want to notify them that they have lost access to certain services and may owe an additional late fee/reinstatement fee. You can quickly email or print those invoices from the Unpaid tab while reusing the same filtering you used to add the late fees.
If you would like to review creating an email template or emailing invoices, review sections 4.2 and 6.2 of the Association Dues Billing Guide.
3.3 Reactivate Agents
Suspended agents or members can reactivate themselves by paying all open invoices with membership dues-type fee items. No staff action is needed to reactivate a member. GrowthZone will reactivate the member immediately once all required invoices have been paid but integrated MLS and lockbox services can take up to 90 minutes to receive and process status changes.
3.4 Drop Agents
3.4.1 Filter Unpaid Invoices to Overdue Association Dues Invoices
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Memberships> Unpaid tab> Customize Results
By default, this screen lists all open invoices for membership dues. Filter by membership type, invoice date, and tag so that only the agents who have the correct overdue invoices will be dropped:
Membership Types: All association memberships that have local, state, and national dues
(This excludes any MLS or lockbox fees that may be on a different schedule)Invoice Date: Date used on initial run of association dues invoices
(This excludes any members who have recently joined)Exclude Tags: Tags added to prevent an agent from being dropped
(Review step 2.2 for more information about excluding contacts by tag)
3.4.2 Notify Dropped Agents
Memberships> Unpaid tab> Actions> Email Invoices | Print Invoices
Before dropping agents, you may want to notify them that they are no longer a member of your association and are no longer a REALTOR®. It’s important to do this step before dropping the member because if you write off the invoices you will no longer be able to email or print the invoices from this tab.
If you would like to review creating an email template or emailing invoices, review sections 4.2 and 6.2 of the Association Dues Billing Guide.
3.4.3 Drop Agents Associated with Selected Invoices
Memberships> Unpaid tab> Actions> Drop Members
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This screen walks through options for removing a variety of benefits from dropped agents. The most important option is whether to leave unpaid invoices open or to write them off. GrowthZone suggests writing off the open invoices to keep your accounting records clear and to avoid confusion if the agent rejoins in the future. Depending on how many members you’re dropping, this may take a couple of hours.
4. Suspend and Reactivate Offices
If a broker doesn’t pay their dues and is no longer a REALTOR® who can be responsible for the agents in their office you may need to suspend their entire office or offices.
4.1 Configure NRDS, MLS, and Lockbox Integrations
Setup> Memberships, Membership Settings> Real Estate Settings tab
This feature uses the same configuration as section 3.1 above. Follow those steps for every membership type that should lose access to integrated services if a broker is suspended.
4.2 Identify and Notify Overdue Brokers
Suspending an office is disruptive to many agents. This report will help you identify overdue brokers and communicate with them before you have to take serious action.
4.2.1 Save Report on Overdue Brokers
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Reports> Collections Detail Report
Filter the report to all membership types owned by brokers. Enable the Only Show Past Due checkbox to eliminate any recently joined brokers.
Save the report by clicking on the down arrow next to the Run Report button and selecting Save As New Report.
4.2.2 Create Email List for Overdue Brokers
Lists/Committees
Create a new email list for overdue brokers by clicking on Actions and selecting Add Email List. Enter a name and select a Category. Deselect Show When Unsubscribing so that brokers cannot accidentally remove themselves from this email list. You don’t have to worry about spam rules for these emails since these messages are related to your business relationship with the broker. Click Done to create the list.
Click on the name of your new list and on the General tab, go to the Synchronize Nightly with Report field and select the name of the report you created in step 4.2.1. Click Save in the top right of the page to save your changes.
Use this email list to send emails and encourage brokers to pay their invoices before you have to suspend them and their office. This list will refresh every night with a list of brokers who have outstanding association dues invoices. As brokers pay their invoices they will be removed.
4.3 Suspend Offices
4.3.1 Filter Unpaid Invoices to Overdue Broker Invoices
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Memberships> Unpaid tab> Customize Results
By default, this screen lists all open invoices for membership dues. Filter by membership type, invoice date, and tag so that only the agents who have the correct overdue invoices will be dropped:
Membership Types: All broker memberships that have local, state, and national dues
Invoice Date: Date used on initial run of association dues invoices
(This excludes any brokers who have recently joined)Exclude Tags: Tags added to prevent a broker from being dropped
(Review step 2.2 for more information about excluding contacts by tag)
4.3.2 Suspend Offices
Memberships> Unpaid tab> Actions> Suspend Offices
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Review the listed number of agents and offices that will be suspended to confirm that the number is as you expect. Click Apply Changes to suspend all agents at the affected offices. For every agent in an affected office, the system will apply the service access changes for all membership types defined in step 4.1. Depending on the number of offices you’re suspending this may take several hours.
4.4. Reactivate Offices
GrowthZone does not automatically reactivate offices when brokers pay all of their overdue invoices. Because every situation with an overdue broker is different, this section will guide you through creating a report so that you and your staff can monitor when a broker makes a payment and then reactivate the suspended office.
4.4.1 Report of Broker Payments
Reports> Transactions by Contact Report
Configure the following filters on the report to filter to payments by brokers:
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Sale Date Range: Today’s date through the date where your association will drop all unpaid members
Transaction Type: Payment
Additional Criteria: Add a filter by Membership Type Contains. (Pick a word that’s used in all of your broker membership type names. Examples: Primary, Designated, etc…)
Save the report and run it daily to check for payments by brokers. When you see a payment from a broker, click on their name and review their open invoices on the Contacts> Billing tab to see if they have paid all required invoices.
4.4.2 Reactivate Offices
Contacts> Lightning Actions Button
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When a broker has satisfied all of your association’s requirements to be reactivated, choose Reactivate Office from this actions menu. If you have suspended multiple offices for the broker, reactivate the parent office to also reactivate any branch offices. GrowthZone will reactivate the agents in the suspended offices immediately, but integrated MLS and lockbox services can take up to 90 minutes to receive and process status changes.