Lockbox System Import Specification

Import Method

Our import methods are flexible and we will work with you to find one that is mutually agreeable. We can provide you, or your vendor, with FTP access to our network, or we can retrieve the files from your system nightly via RETS, HTTP, or FTP.

We can also work with various file types. The simplest method is to use a comma delimited text file. Please include a header line denoting field contents as the first line of each file.

Please note, regardless of whether we receive all of the data from one system or multiple systems, the ability to tie the data together is the main requirement. For instance, if you want to send us office/agent data from your Membership system and listings from your MLS system, then there must be a field in both systems that can tie listing to the agent.

To ensure the accuracy and integrity of your data SentriLock may occasionally request a full dataset to conduct software testing. You are responsible for providing this data and for any costs associated with obtaining data from your data vendors.


How to Contact the SentriLock Development Staff

During the conversion process, you may be in contact with several members of the SentriLock Development staff. When you send e-mail or reply to an e-mail message from the SentriLock Development staff, please direct your e-mail to datafeed@sentrilock.com in order to assure all members of the Development staff will see your message. This helps to ensure a smooth conversion.


Company / Office

For each office (or company) in your Association please specify the following information:

  • Unique ID
  • Name
  • Contact Number
    • Area Code
    • Phone Number
  • Street Address
  • City
  • State/Province
  • Zip/Postal Code
  • Country (if other than US)
  • Status

User

For each person in your Association who will have access to the REALTOR® LOCKBOX system please specify the following:

  • Unique ID
  • NRDS/NAF Number (or your National REALTOR® Identification Number)
  • Real Estate License Number
  • Type (see below)
  • First Name
  • Last Name
  • Home/Office Number
    • Area Code
    • Phone Number
  • Cell/Mobile Number
    • Phone number is required
    • Phone number must use the following format: XXX-XXX-XXXX
  • Email Address
    • Email address is required
    • Each user must have a unique email address
  • Office
    • This must match the Unique ID from the Office file to indicate this user’s primary office
  • User Name
  • Password
    • Password must contain a minimum of 6 characters and contain at least 1 capital letter, 1 lower case letter and 1 number.
  • Status
  • Key Status

IMPORTANT INFORMATION: SentriLock requires a unique User Name for each user.  If the User Name you provide us is not unique within our system, we will append a value to it.  For example, if you provide us with the User Name “MSmith” and our system already has an “MSmith” User Name, we will add your region code to the User Name.  In this case, the User Name “MSmith” becomes “MSmith-999.?  If you do not provide us with a User Name and Password, we will generate them for you.


User Types

The Type field indicates which kind of access this person should receive.  Possible types are:

Administrator

Administrators have access to all data in the Association. They can also issue cards to new Agents.

Broker

A Broker has access to all agents and listings within the office they are associated with.  They can have listings, own lockboxes, and be issued a SentriCard®.

Office Staff

Office staff has access to all Agents and listings within the office they are associated.  Office staff are generally not issued a SentriCard®.

Agent

An Agent can see their own data.  They can have listings, own lockboxes, and be issued a SentriCard®.

Affiliate

An Affiliate cannot login to the online system.  They can be issued a limited access SentriCard® which does not allow them to own lockboxes.

Assistant

An Assistant can see their team’s data.  They can be issued a limited access SentriCard® which only allows them operation of their team member’s lockboxes.

If your User file contains types other than these, please provide us with a text file or e-mail that explains how each type should be processed.  If you have data types 1, 2, 3, and 4, you need to tell us which of these types is an Administrator and which is a Broker.  For example, your e-mail or text file could include something like:

  • 1=Administrator
  • 2=Broker
  • 3=Office Staff
  • 4=Agent

Listing

  • MLS Number
  • User ID
    • This must match the Unique ID from the User file to indicate the listing agent
  • Street Address
  • Street Address Line 2
  • City
  • State/Province
  • Zip/Postal Code
  • Country (if other than US)
  • Status
  • Latitude
  • Longitude
  • Showing Instructions

User Photos (Optional)

We also provide a means for placing an individual’s photo onto their SentriCard® to double as a Photo ID.  If you wish to provide us user photos, then they must be named using the Unique ID from the User data.  For instance, if a user’s Unique ID is ’1234′, then their photo must be named ’1234.jpg’ or ’1234.gif’ etc.  In addition, we HIGHLY recommend that user photos adhere to the following criteria:

  • Medium size anywhere from 200KB to 500KB, ideal hi-res, 150 pixels resolution or higher
  • Portrait format with a width-to-height ratio of .75 (in pixels should be 75/100 or correspondent multiple of each, e.g. 150/200, 300/400, etc.)
  • HEADSHOT ONLY, no body shots.  Also, no team photos, group shots, family members, pets, etc. are allowed

Automatic Card Transfer (Optional)

When an Agent is changing Associations, they have the option to do a card transfer. When a card is transferred and the Agent logs in under their new Association, they can still see their listings from the original Association (if the listings are imported with the new Association or a team is set up).

In order to complete this process, one of the following is necessary:

  1. 1. A unique identifier that matches the accounts together in its own field.
  2. 2. Verification that the external ID in the user data is the same across all boards for a member.