Canopy MLS offers three Listing Visibility options — “Public”, “Limited Exposure”, and “Firm Exclusive” — to give sellers control over how their property is marketed and who can view it.

 

Below is an in-depth explanation of how each option works, when to use them, and the applicable rules. First, please review the comparison chart below for a snapshot of each option.  

 

Quick Comparison

Visibility Type	Who Sees It	Public Marketing	External Sites	DOM/CDOM
Firm Exclusive	Same firm only	No	No	No
Limited Exposure	All MLS users	Yes	No	No
Public	Everyone	Yes	Yes	Yes

 

Important points to remember:

 

• Seller authorization is required for all limited marketing options. (Step One below)
• Public marketing triggers MLS submission requirements (see When is a listing required to be submitted to Canopy MLS)
• Visibility options move only toward broader exposure NOT to more restricted visibility.
• Choosing the right option depends on the seller’s goals for privacy vs. exposure.

 

 

Step One

 

Before using a limited marketing option, listing agents and sellers must complete the Seller Authorization for Limited Marketing Form.

• This form must be retained in your records.
• It DOES NOT need to be submitted to Canopy MLS unless requested by staff.

 

The purpose of this form is to make sure your seller understands that limiting exposure may:

• Reduce the number of potential buyers;
• Decrease competition;
• Impact the final sales price or terms.

 

Step Two - Creating the Limited Exposure Listing

 

When entering a new listing, the Listing Visibility field is a required field that appears in the “Status” section.

 

Listing agents must first select a listing status — "Coming Soon”, “Active”, or (for Comp Sales) “Closed”. Once a valid status is selected, the system will allow you to choose the appropriate Listing Visibility option before saving the listing.

 

After a listing moves out of “Incomplete” status, any updates to listing visibility must be made through the Listing Visibility edit page.

 

Step Three – Choose Your Listing Visibility

 

1. Firm Exclusive (Most Restrictive)

 

Firm Exclusive listings are used when the seller directs that the property not be publicly marketed.  Firm Exclusive listings must be either (1) registered* with the MLS; or (2) entered into the MLS as a Firm Exclusive listing.

 

Firm Exclusives entered into the MLS are:

• Visible only to agents within the listing firm (including all agents affiliated with a listing firm that maintains multiple office locations);
• Not searchable in the MLS;
• Not distributed to any external sites or services;
• Included in Agent, Office, Firm and Team Production Reports;
• Not included in statistical reports or any other areas of the MLS.

 

*See Canopy MLS process for registering Firm Exclusive listings

 

Once entered into the MLS as a Firm Exclusive listing, the listing is only visible when viewing the “My Listings” page, available from the “My Matrix” menu. There are two dedicated lists for Firm Exclusive listings here:

 

• My Firm’s Firm Exclusive On-Market Listings
• My Firm’s Firm Exclusive Closed Listings

 

Firm Exclusives will also appear on any other appropriate list (such as “My Active Listings” or “My Office Under Contract Listings”) based on the listing’s current status.

 

Marketing Rules

 

Allowed:

• Internal sharing within the listing firm;
• One-to-one communication with clients or other agents.

 

Prohibited (considered public marketing):

• Yard signs, flyers, or email blasts;
• Public websites (IDX, VOW, etc.);
• Multi-brokerage promotion;
• Any marketing accessible to the general public.

 

If public marketing occurs, the listing must be entered into the MLS as “Active” within one business day

 

Additional Rules

 

• Showings are allowed, but not through ShowingTime;
• Photos are not required;**
• DOM/CDOM do not accrue;
• Price changes are not tracked.

 

**If listing visibility is changed to “Public”, at least one exterior photo of the main structure is required.

 

Co-listing

 

• Allowed within the same firm
• Not allowed across different firms
• Any MLS member, regardless of firm affiliation, may be added as the Selling Agent

 

Visibility Changes

 

• May be changed to:
  • Limited Exposure (if authorized by seller)
  • Public
• Once changed to broader exposure, it cannot be reversed

 

 

Listing Visibility for a Firm Exclusive Comp Sale

 

• May be entered into the MLS within five (5) business days of closing with Listing Visibility set to:
  • Firm Exclusive -
    • Listing remains private;
    • Allows the listing and selling agent (and their respective firms) to include the listing in Production Reports.
  • Limited Exposure
  • Public
• Once changed to broader exposure, it cannot be reversed

 

2. Limited Exposure (Moderate Visibility)

 

Limited Exposure listings are Active in the MLS but are not shared outside of it.

 

What it means:

 

• Visible to all MLS subscribers
• Available to clients via MLS tools (client portals: OneHome (Matrix), Client Collaboration Center (Paragon), and Realtor®.com+)
• Not distributed to public websites or syndication feeds
• Included in all Market Reports and statistics

 

Marketing Rules

 

Allowed

 

• Public marketing, outside of MLS tools, at seller’s discretion;
• Showings, which are available through ShowingTime.

 

Important Limitations

 

• Cannot be used with Coming Soon status;
• Photos are not required;**
• No DOM/CDOM accrual;
• No price change tracking.

 

**If listing visibility is changed to “Public”, at least one exterior photo of the main structure is required.

 

Co-listing

 

• Allowed with any MLS member
• Any MLS member may be added as the Selling or Co-Selling Agent

 

Visibility Changes

 

• May be changed to Public at any time up until 30 days after the listing has been Closed, Expired or Withdrawn.
• Cannot revert back to Limited Exposure once made public.
• May not be changed to Firm Exclusive.

 

3. Public (Full Exposure)

 

Public visibility provides the widest exposure possible.

 

What it means:

 

• Visible to:
  • All MLS participants
  • All client portals
  • All external websites and services receiving data feeds

 

Co-listing

 

• Allowed with any MLS member
• Any MLS member may be added as the Selling or Co-Selling Agent

 

Key Features

 

• DOM/CDOM accrue while Active
• Price changes are tracked
• Full marketing through MLS and syndication

 

Important Restriction

 

• Public listings cannot be changed back to a more restrictive visibility setting.