Collaboration Agreements Between Agencies

Collaboration agreements in Inmovilla represent an advanced, efficient, and secure solution for sharing properties between two agencies in a controlled and personalised manner. This functionality is especially valuable when aiming to grant exclusive visibility of certain properties to another agency, without the need to integrate them into a circle or an MLS, thus ensuring precise and confidential handling of the information.

Beyond mere record sharing, this tool allows you to precisely define what information the collaborating agency can view, whether it is authorised to display the property on its website within the platform, and what the specific limits of the collaboration are. Understanding these differences is fundamental to avoid common errors and optimise commercial coordination between agencies, ensuring transparent and effective management.

What is a collaboration agreement in Inmovilla?

A collaboration agreement is a direct, exclusive, and personalised link between two agencies, allowing one of them to access a selected set of properties shared by the other within the secure environment of Inmovilla.

It is essential to distinguish this concept from other functionalities within the platform:

• My properties: corresponds exclusively to the agency's own managed properties.

• My circles: groups properties belonging to associations or MLSs in which the agency actively participates.

• Collaborators: are specific bilateral agreements between two agencies to share properties in a controlled manner.

• CRM Pool: shows properties shared within the Inmovilla ecosystem without specific exclusivity or detailed control requirements.

The essential difference lies in that the collaboration agreement is designed to establish a bilateral and personalised relationship between two agencies. When the collaboration involves more than two participants, the recommended option is to work through circles, which offer a broader and more organised structure.

What is it exactly for?

This functionality allows:

• Sharing only a selected and controlled set of properties with a specific agency.

• Restricting the collaboration to exclusives, a specific batch, or properties that meet previously defined criteria.

• Facilitating the collaborating agency to view these properties within the secure environment of Inmovilla.

• Determining whether the collaborating agency is authorised to display these properties on its own website within the platform.

By default, the agreement does not grant permission for the collaborating agency to duplicate the properties or publish them on external real estate portals, thus ensuring full control over the dissemination of the properties.

Collaboration options available in Inmovilla

1. My properties

Exclusive listing of properties managed directly by the agency. It is the default view when accessing the properties section, offering full control over the agency's own inventory.

2. My circles

Includes properties belonging to associations or MLSs in which the agency is integrated, facilitating group collaboration and access to a broader catalogue.

3. CRM Pool

Internal pool accessible to Inmovilla user agencies, where properties can be viewed without the need for specific bilateral agreements, ideal for general explorations within the ecosystem.

4. Collaborators

Section intended to consult properties shared through direct and exclusive agreements between two agencies, allowing personalised and secure management.

How to change the default property search

If you prefer that upon entering the properties section the system does not show only your properties, you can adjust the default setting by following this path:

• Settings: located on the left sidebar, at the bottom. If it does not appear, you may not have the necessary permissions to modify this setting.

• Options

• Collaborations

In this section, you will find an option to define the type of properties that will be shown by default in searches. Available options include:

• My properties

• CRM Pool

• Collaborators

• Circle properties

This setting is especially useful for those who regularly work with shared properties and want to optimise their workflow by avoiding manual filter changes in each session.

How to share a property with a circle or MLS

Before delving into bilateral agreements, it is important to understand how to share a property with a circle.

In each property's record, within the options:

• More

• Collaboration

the circles to which the agency belongs are listed. If a property is not marked in any, it will not be shared through this channel.

If the agency is not part of any circle, this section will remain empty, indicating that there are no active group collaborations.

How to create a collaboration agreement with another agency in Inmovilla

To establish a collaboration agreement, it is essential to first define which properties you want to share. You can select one or several simultaneously, depending on the commercial strategy.

Step 1. Property selection

In the property list, apply filters or mark only the properties you want to share with the collaborating agency.

It is recommended to plan whether the sharing will be:

• Only exclusives, to maintain strict control.

• A specific batch, for occasional collaborations.

• A single property for a specific and temporary operation.

Step 2. Access the share action

With the selected properties, go to:

• Actions: located at the top of the property list.

• Share with agency

• Collaborator with Inmovilla

Step 3. Enter the agency number

The system will request the agency number with which you want to collaborate. This identifier is essential to send the agreement proposal and ensure the collaboration is established with the correct entity.

If you do not know this number, it is best to request it directly from the other agency. Alternatively, if you already have access to any of their properties in shared environments, you can find it in the record of the agency associated with the property, within the owner section.

Step 4. Define permissions to display the property on the web

During the process, you can decide whether the collaborating agency will be authorised to display the property on its own website within Inmovilla.

This permission is exclusively linked to the Inmovilla web template and does not imply automatic authorisation for external portals or for duplicating records, thus maintaining strict control over the dissemination of the property.

Step 5. Confirm sending

Once the previous steps are completed, the system will send a notification to the other agency to confirm the agreement, ensuring both parties agree before activating the collaboration.

What happens after sending the agreement?

The agreement is not activated until the receiving agency expressly confirms it.

Upon sending the proposal:

• An internal notification is generated for the recipient agency within Inmovilla.

• The other agency receives an alert in its general internal mail, ensuring immediate visibility.

• They must accept the proposal to gain access to the shared properties and activate the collaboration.

Once accepted, the shared properties will be available in the collaborators tab, facilitating their management and tracking.

Where to view properties shared by collaborators

After the agreement confirmation, the receiving agency can consult the shared properties in the Collaborators tab within the property list.

If there are multiple active collaborations, the smart search allows filtering by agency. Simply type "agency" in the search bar and select the corresponding option to facilitate the search.

This functionality speeds up locating properties shared by each agency, avoiding confusion and improving commercial management efficiency.

How to identify a property belonging to another agency

In the list and in each property's record, properties from external agencies are distinguished by a specific identifying icon, clearly indicating that the property is not owned by the agency.

Additionally, when accessing a shared record:

• Sensitive owner data is not shown, ensuring privacy and confidentiality.

• The data of the agency holding the property is displayed, facilitating communication and management.

This mechanism protects private information and clearly defines the scope of the commercial collaboration, ensuring a secure and transparent exchange.

Send a record to a collaborator without revealing your agency's data

There is a related function that often raises questions: sending a record for a collaborator.

When you share a property via link, you can do so through:

• Email

• WhatsApp

• Inbox, if you have contracted this service

In this process, there is a specific option for collaborator. When selected, the record is shared without including the logo or agency data, offering a neutral and professional presentation.

This option is especially useful when you need to send a neutral record to another agency, avoiding exposing your corporate image in the shared link and maintaining confidentiality.

Permissions not granted by default

This is one of the most relevant aspects to consider to ensure strict control over the collaboration.

A standard collaboration agreement allows viewing shared properties and, if enabled, displaying those properties on the collaborating agency's website.

However, by default, the receiving agency is not authorised to:

• Duplicate the shared properties.

• Publish them on external real estate portals.

If these additional permissions are required, they must be expressly requested from Inmovilla support, with explicit and agreed authorisation from both agencies involved.

Requirements to allow duplication or publication on portals

To enable these functions, the following requirements must be met:

• One agency must grant formal and documented authorisation to the other to duplicate and publish the properties.

• The receiving agency must confirm this authorisation, ensuring mutual consent.

• The Inmovilla support team must activate these permissions, as they are not managed automatically from the user interface.

In summary, sharing a property does not equate to granting rights for external publication, thus maintaining strict control over the dissemination and use of the information.

How the permission to display properties on the web works

If during the agreement creation the option is enabled for the collaborating agency to display the property on its website, this permission applies exclusively to the Inmovilla website associated with that agency.

Subsequently, in the website configuration, the corresponding filter for collaborators can be managed, allowing detailed control over which properties are displayed.

It is advisable to review this setting if the property does not appear where expected, as the existence of the agreement does not guarantee that the web filter is correctly configured to show those properties.

Collaboration agreements vs. circles: when to use each?

The choice between collaboration agreements and circles depends on the number of agencies involved and the type of relationship desired to optimise management and commercial reach.

Use a collaboration agreement when:

• You will work with a specific agency, establishing a direct and exclusive relationship.

• You want to share only certain selected properties, maintaining personalised control.

• It is not necessary to involve a wider group or association, seeking a punctual and focused collaboration.

Use circles when:

• The collaboration includes more than two agencies, requiring a broader shared structure.

• You are part of an MLS or real estate association that facilitates group exchange.

• You need a more structured and collaborative organisation to manage multiple properties and participants.

An agency can simultaneously belong to an MLS and maintain specific agreements with agencies outside that circle, combining both modalities according to its needs.

Common mistakes when configuring collaborations

Not selecting the appropriate properties beforehand

Sharing from a poorly defined filter can result in the involuntary transfer of properties that were not intended to be shared, causing confusion and potential commercial problems.

Confusing collaborators with circles

It is essential to understand that they are not the same: collaborators are used for bilateral collaborations; circles for group collaborations. This distinction prevents configuration and management errors.

Assuming sharing authorises publication on portals

Sharing properties does not imply permission to publish them on external portals, as this requires additional management and validation by both parties, ensuring control over dissemination.

Not waiting for agreement acceptance

Until the receiving agency confirms the agreement, the properties will not be available as active collaboration, so it is crucial to wait for this confirmation to avoid misunderstandings.

Forgetting to grant permission to display on the web

If you want the other agency to display the property on its website, you must check this option when creating the agreement and verify the corresponding web filters. Otherwise, it will be necessary to recreate the agreement to enable this function.

Expecting to see owner data from another agency

Sensitive owner data is not shared; only the data of the agency holding the property is shown, respecting privacy and confidentiality.

Quick checklist for sharing properties with another agency

• Clearly define which properties you want to share, establishing precise criteria.

• Select only those properties in the list to avoid sharing unwanted properties.

• Go to Actions > Share with agency > Collaborator with Inmovilla to start the process.

• Enter the correct agency number to ensure the proposal reaches the appropriate recipient.

• Check if the agency will be able to display the property on its website within Inmovilla, as agreed.

• Send the collaboration proposal and wait for confirmation from the other agency.

• Verify that the shared properties appear correctly in the collaborators tab to ensure the agreement activation.

What happens if the other agency does not use Inmovilla?

It is also possible to share properties with an agency that does not have Inmovilla, although the process is different and requires specific configurations.

In these cases, limited access is created through user, office, and password, allowing the external agency to view only the filtered set of properties assigned to them within the system.

This flow is different from the bilateral agreement between Inmovilla user agencies but expands collaboration possibilities when the counterpart uses another tool, facilitating interoperability.

Conclusion

Collaboration agreements in Inmovilla are the ideal option for sharing properties between two agencies in a precise, secure manner with full control over visibility and permissions, optimising commercial management and confidentiality.

To maximise their effectiveness, it is essential to consider four key aspects:

• Collaborator refers to an exclusive and personalised bilateral collaboration.

• Circles are used for group collaborations or MLSs, with multiple participants.

• Sharing does not imply automatic authorisation to publish on external portals, maintaining control over dissemination.

• Acceptance by the receiving agency is essential to activate the agreement and guarantee mutual consent.

If you properly configure the properties to share, web permissions, and ensure confirmation from the receiving agency, you will have a clear, efficient, and secure collaboration system that will significantly enhance your real estate operations.