SentriLock Lockboxes

GNIAR has chosen to partner with SentriLock, the leading electronic lockbox manufacturer and leading provider of property access management solutions for the National Association of Realtors®. SentriLock operates in support of Realtors® and the industry, offering an easy to use, reliable and secure system.

Sentrilock recently notified us of a global shortage of raw materials for new lockboxes. It is a supply chain issue much like disruptions the nation is seeing in other sectors where microchips, resins and plastics are difficult to source. We have been advised that we will not be able to obtain our normal standing inventory.  Please see below for more on this and the steps GNIAR is taking to support our members.

Additionally, effective January 1, 2022, SentriLock will no longer use key cards for lockbox access. From 2022 and beyond SentriLock will be using Bluetooth and app based technology to operate.

We understand that members are worried about cell service in rural areas once the card is retired. If you’re worried about how you can get lockbox access in remote areas without a SentriCard® and little or no cell coverage, Sentrilock has quick and easy solutions to help make sure you stay connected from wherever you are. Learn more, here.

SentriLock Supply Chain Disruption

Sentrilock recently notified us of a global shortage of raw materials for new lockboxes. It is a supply chain issue much like disruptions the nation is seeing in other sectors where microchips, resins and plastics are difficult to source. We have been advised that they will not be able to maintain their normal standing inventory for the replacement of defective lockboxes or the purchase of new lockboxes.

In an effort to restore their supply chain, Sentrilock has committed to a number of initiatives, including:

  • Committing $5 million in capital to pre-order parts and components to support production.
  • Air-shipping parts to accelerate deliveries.
  • Finding alternative solutions for parts with long lead-time.
  • Working overtime to meet demand when parts are available.
  • Contacting Associations with excess inventory.
  • Making temporary policy changes to maximize availability to all customers.

This news comes as no surprise as supply chain disruptions are being reported throughout the economy.  Rest assured, this will have no impact upon our members ability to continue to have lockboxes available to them as we have a sufficient local inventor to meet their needs.

Safety and Security of the properties our members list for sale/lease and make available for showings through the use of our SentriLock lockbox service is of utmost importance.

For questions, please email our Membership Team at membership@gniar.com

MLS of GNIAR Keybox Service Operational Procedures

Affective 4/14/99, Revised January 2022

Section 1: OWNERSHIP:

The Keybox service (“Lockbox Service”) is designated as a service of the Multiple Listing Service of the Greater Northwest Indiana Association of REALTORS®, Inc. (“MLS”). Keyboxes are the exclusive property of the MLS.
Keyboxes are leased to MLS Participants who agree to the terms of the leasing program by completing the Bluetooth® REALTOR® Lockbox Series Sublease Agreement for SentriLock System (“SentriLock Lockbox Sub-Lease Agreement”).
SentriLock’s SentriCard and SentriSmart lockbox access software is leased to: MLS of GNIAR
Participants, Subscribers, select Greater Northwest Indiana Association of REALTORS® (“GNIAR”) Affiliate Members and select LaPorte County Association of REALTORS® (“LPCAR”) Affiliate Members.

Section 2: USE OF LOCK BOXES:

Keyholders are authorized to access the Lockbox Service, upon execution of the SentriSmart™ and SentriCard Software Sub-Lease/License Agreement and payment of activation and lease fees as determined by the MLS of GNIAR Board of Directors. The MLS may authorize, at its discretion, unlicensed employees of a participating firm (Office Lockbox Administrators), who are under the direct supervision of a Participant, to hold Lockbox Service credentials on the same terms and conditions as the Participant. Use of the Lockbox Service is strictly voluntary.

Section 3: PERMISSION TO ENTER:

1. Keyholders must contact the listing Participant, their representative, or office to disclose their agency status and to arrange appointments to enter property listed with the MLS even if the property has a keybox affixed to it, unless the listing Participant or their representative has given specific permission (through information published in the MLS or otherwise) to allow entry to the property without first contacting the listing Participant, or their representative or office.

2. Failure to obtain authorization from the listing Participant, their representative, or office prior to entering any listing, including those utilizing a GNIAR keybox or a keybox provided by a REALTOR® Association/MLS offering reciprocal access credentials, will result in a $1,000.00 fine per incident.

Section 4: SECURITY REQUIREMENTS:

Users of the Lockbox Service shall be required to subscribe to the security requirements outlined below:
1. Entry device utilized by the Lockbox Service shall be non-duplicative.

2. All SentriCards used by the Lockbox Service shall be obtained from the original manufacturer (i.e. SentriLock).

3. Entry devices shall not be utilized by anyone other than the Keyholder.

4. Lost and/or stolen SentriCards should be reported to the service within twenty-four (24) hours. A replacement fee equal to the current published price, plus tax and shipping, will be incurred in addition to an activation fee*.

5. The MLS will maintain a current record of all devices (i.e. SentriCards) and keyboxes issued by the MLS and those in inventory.

6. An audit of all SentriCards and keyboxes shall be conducted by the MLS on an annual basis, in the event of a compromise to the security of the system, or at the discretion of the MLS of GNIAR Board of Directors. The MLS may also conduct random audits of individual Keyholders for any reason, provided a forty-eight (48) hour written notice of such an inspection is issued in advance to the Keyholder(s).

7. All Keyholders shall be required to pay a non-refundable activation fee* for each entry device issued by the service (i.e. SentriCard).

8. A fine of $1,000.00 per incident will be levied on Keyholders who lend entry devices to any person or persons under any circumstances. An alleged violation of the IDX Rules will be processed consistent with the procedures in Sections 9 and 9.1 of the MLS of GNIAR Rules and Regulations.

Section 5: PERMISSION OF SELLER:

Keyboxes may not be placed on a property without the written authority of the seller. This authority shall be established in the listing contract. Inclusion in MLS compilations is not a required condition of placing a Keyboxes on listed property.

Section 6: INDEMNIFICATION:

Keyholder covenants and agrees to indemnify and hold the MLS of GNIAR, GNIAR and/or the Participating Associations/Boards and their officers, directors and employees of MLS of GNIAR, GNIAR and/or Participating Association/Boards harmless from any and all liability, claims, causes or actions, suits, obligations, or demands against MLS of GNIAR, GNIAR and/or the Participating Associations/Boards as a result of Keyholder’s loss or use of the entry device or keybox including, but not limited to, attorney’s fees incurred and/or the Participating Associations/Boards as a result of damage or injury to premises or persons arising out of the use by keyholder or by any other person who has possession of the entry device or keybox.

Section 7: REIMBURSEMENT OF EXPENSES:

Keyholder agrees to reimburse MLS of GNIAR for any and all expenses incurred by MLS of GNIAR attempting to recover the SentriCards and related equipment or keybox(es) from Keyholder or to enforce or interpret any of the provisions of this agreement. Keyholder agrees to pay all costs and expenses incurred by MLS of GNIAR, together with reasonable attorney’s fees with respect to enforcing the terms and provisions of this agreement.

Section 8: KEYBOX SERVICE FEES:

Only MLS of GNIAR Participants, Subscribers and select GNIAR and/or LPCAR Affiliate members (as defined in Section 8.2 below) are eligible to obtain SentriLock’s SentriCard and SentriSmart™ app (“keyholder”) credentials. Keyholder service fees are as follows:

1. MLS of GNIAR PARTICIPANTS AND SUBSCRIBERS
SentriCard® and SentriSmart™ app – MLS of GNIAR Participants and Subscribers shall be eligible to obtain SentriCards upon signature on and adherence to the SentriSmart™ and SentriCard Software Sub-Lease/License Agreement according to the following fee structure: A non-refundable activation fee is due upon receipt. The user fee, billed quarterly, includes the use of SentriCard and the SentriSmart app.

2. GNIAR/LPCAR AFFILIATE MEMBERS:
SentriCard and SentriSmart™ app credentials: Only the following types of GNIAR/LPCAR Affiliate members shall be eligible to obtain SentriCards and SentriSmart™ credentials:
• Licensed Home Inspectors licensed by the Indiana Professional Licensing Agency
• Licensed Radon Inspectors licensed by the Indiana Professional Licensing Agency
• Licensed Certified Commercial Pest Control Applicator or Registered Technician working under the direct supervision of a Licensed Certified Commercial Pest Control Applicator licensed by the Office of the Indiana State Chemist in the following categories:
o Category 7a – Industrial, Institutional, Structural, and Health Related Pest Management
o Category 7b – Termite Control
o Category 7d – Fumigation
o Category 12 – Wood Destroying Pest Inspection
• Certified Septic Inspector/Installer certified by the Indiana Onsite Wastewater Professional Association (IOWPA)
Eligible GNIAR and/or LPCAR Affiliate members, upon signature on and adherence to the SentriSmart™ and SentriCard Software Sub-Lease/License Agreement, will be billed according to current MLS Fee Schedule (Appendix E of the MLS of GNIAR Rules & Regulations). Note: Annual lease fees will be pro-rated monthly the first year. A copy of proof of insurance bonding must be provided to the service each year upon payment of the annual lease fees.

3. KEYBOXES:
(a) All keyboxes used in the Lockbox Service shall be leased to MLS Participants only. Keyboxes shall be issued to provide MLS Participants with enough keyboxes to accommodate the their keybox needs for all Active, Active Under Contract, Deal Fell Through, and Pending status listings, excluding vacant land, that all of their offices combined have submitted to the MLS.  When a listing is released from one managing broker to another, the keybox reported to be associated with the transferred listing will also be released to the new associated MLS Participant as part of the listing transfer process.

In addition, a MLS Participant will be provided an additional number of keyboxes, for all of their offices combined, equal to an amount determined from the following table:

# of Qualifying Listings for All Offices # of Additional Keyboxes
0 3
1 to 19  5
20 to 29 10
30 plus 20

 

Example #1:
If you (MLS Participant) have zero (0) Active, Active Under Contract, Deal Fell Through, and Pending status qualifying listings for all of your offices combined, the new policy entitles you  to three (3) keyboxes – giving you a total of three (3) keyboxes for all of your offices.

Example #2:
If you (MLS Participant) have one (1) to 19 Active, Active Under Contract, Deal Fell Through, and Pending status qualifying listings for all of your offices combined, the policy entitles you  to an equal number of keyboxes for each of your qualifying listings plus an additional five (5) keyboxes for all of your offices combined.

Example 3:
If you (MLS Participant) have 20 to 29 Active, Active Under Contract, Deal Fell Through, and Pending status qualifying listings for all of your offices combined, the policy entitles you  to an equal number of keyboxes for each of your qualifying listings plus an additional ten (10) keyboxes for all of your offices combined.

Example 4:
If you (MLS Participant) have 30 plus Active, Active Under Contract, Deal Fell Through, and Pending status qualifying listings for all of your offices combined, the policy entitles you  to an equal number of keyboxes for each of your qualifying listings plus and additional 20 keyboxes for all of your offices combined.
(b) Participating offices shall return keyboxes to the GNIAR office within two (2) business days of written notification from the MLS when their office keybox inventory exceeds the maximum number of keyboxes allowed per subsection 6(a). Failure to return keyboxes to the MLS within the prescribed timeframe shall result in deactivation of all entry devices (e.g. SentriCards) issued to the office (e.g. Participant; Subscribers; Office Lockbox Administrator (Office Staff)).
(c) No keyboxes shall be issued to the Participant of a participating office until the Participant completes a Bluetooth® REALTOR® Lockbox Series Sublease Agreement for SentriLock System provided by the Service. All keyboxes issued by the MLS are covered during the term of the lease period from mechanical defects through a blanket maintenance agreement provided by the Service.

1. FORMS OF PAYMENT
Payment for keybox service fees shall only be by personal or company check, cashier’s check, or money orders made payable to the MLS of GNIAR or by major credit card. No cash payments accepted.

Section 9: VIOLATIONS OF THE OPERATIONAL PROCEDURES:

The service may issue a series of fines for violations of any of the provisions of the Operational Procedures of the MLS of GNIAR, not to exceed $5,000.00 per violation. Alleged violations shall be investigated and the MLS of GNIAR Board of Directors shall determine disciplinary action. Additionally, disciplinary action may include filing a formal complaint with the Grievance Committee for an alleged violation of the NAR Code of Ethics.

Lockbox Reciprocity
  • Participants and Subscribers of the MLS of GNIAR, and those of the below REALTOR® organizations, receive full reciprocity access to each other’s Sentrilock lockboxes:
    • INDIANA:
      • (MIBOR) Metropolitan Indianapolis Board of REALTORS®
      • (RACI) REALTOR® Association of Central Indiana
      • (UPSTAR) Upstate Alliance of REALTORS®
      • Wabash County Board of REALTORS®
      • Cass County Board of REALTORS®
    • ILLINOIS
      • (MORe) Mainstreet Organization of REALTORS®
      • (CAR) Chicago Association of REALTORS®
      • Three Rivers Association of REALTORS®
      • (KIFAR) Kankakee – Iroquois – Ford Association of REALTORS®
FAQ
  • What is a Lockbox?
    A lockbox holds the key for a house that is on the market. The lockbox is a padlock or rectangularly-shaped box that generally hangs around the doorknob of a house that is on or about to be on the market. The box provides communal access for real estate agents, while continuing to keep the home secure. Permission is generally required from the seller, who is the owner, to install a lockbox. Newer versions of real estate lockboxes operate in tandem with mobile devices, incorporating logging and remote control and configuration. They replace older lock boxes that were secured either with a manual key, a security code, or a swipe card.
  • How do I Ensure the App Works with No Cell Service?                                                                                                                                                                                      All users should open their SentriKey® Real Estate app each day before leaving home or the office by launching the SentriKey® Real Estate app on your mobile device.  By authenticating in this manner, your credentials are good for 24 hours. By doing so, when interacting with the SentriLock Bluetooth® lockbox, it requires only a Bluetooth connection to open the key door, even if you’re out of cell coverage.
  • How do I access a non-Bluetooth (navy blue) lockbox without a SentriCard® Key?
    Despite the retirement of the SentriCard®, all previous generations of SentriLock’s® lockboxes can continue to be accessed, including those without Bluetooth® connectivity, by using the SentriKey® Real Estate app. Non-Bluetooth NXT lockboxes can be accessed through app-generated codes entered via the lockbox keypad.The process for accessing non-Bluetooth NXT lockboxes without a SentriCard® is the same in areas with no cell phone coverage. However, obtaining access requires more advanced planning and you may not always know in advance if you are going to an area with no cell phone coverage. Non-Bluetooth lockboxes can still be accessed through app-generated codes entered via the lockbox keyboard. However, you would need to generate the code before you go to the property and lose cell coverage.
  • Why is SentriLock retiring the SentriCard® on January 1, 2022?                                                                                                                                                  SentriLock serves over 400,000 REALTORS® across the US and has been providing its card enabled lockboxes for 17 years. SentriCards®, while innovative at the time of introduction, represent a technology that is reaching the end of its life cycle. SentriLock has experienced numerous trends as cards approach the end of their utility, such as:
    • Industry-wide difficulty in acquiring key components that go into the use of cards.
    • An inability to develop new, highly desirable features that will work with cards.
    • The natural migration of customers to the superior Bluetooth® connectivity and app-only environment.
    • With these factors in mind, SentriLock is compelled to begin the process of retiring the card interface as part of their lockbox services. It will help make sure that SentriLock customers are on the best, most updated technology to meet their needs.
  • Why Should I upgrade my lockbox to a Bluetooth version?
    In today’s fast paced market, your client expects their home will be easy to show to potential buyers. The Bluetooth accessible lockboxes do not require any cell phone or Wi-Fi coverage to connect with the SentriKey® Mobile App. Therefore, if you are in an area lacking coverage, but you own a Bluetooth accessible lockbox, you will not be locked out from your lockbox.Non-Bluetooth lockboxes, on the other hand, would require you to download a code on your phone ahead of time, before losing cell phone coverage. With this in mind, it is crucial to have the best lockbox technology to ensure a smooth showing experience. Additionally, the navy blue Non-Bluetooth lockboxes can ONLY be taken ownership with a sentricard.

 

  • What should SentriCard® users do now?
    If you are a SentriCard® user, you should start to transition to the SentriKey® Real Estate mobile app. Over three-quarters of SentriLock lockbox accesses in 2019 were through the app. The app enhances the user experience and offers dozens of features, including:
    • No need for card renewals – ever!
    • Immediate notifications when someone enters and leaves a property.
    • The ability to use Touch ID and Facial Recognition to streamline the access process.
    • Property details through SentriLock’s® listing detail partners.
    • More features with the app – Agent Safety, report key missing, and listing agent information.
    • Is there a way to recycle my old non-Bluetooth NXT lockboxes? MIBOR is researching recycling companies where non-Bluetooth NXT lockboxes can be recycled and will share that information at a later time.
  • The card works for me, why should I switch?
    GNIAR understands that while you may still want the SentriCards®, the SentriKey® Real Estate App allows for a more accessible and quicker way to navigate your on the market needs. The upgrade will save you time and make it easier to manage business with your clients. SentriKey® is moving forward with retiring the SentriCards® by January 1, 2022 meaning the cards will no longer be functional. It is important to transition from the card to the app prior to the retirement date, to ensure your business does not come to a halt in 2022.

 

  • Which jurisdictions offer access rights (Reciprocity) on the MLS of GNIAR SentriKey System?
    Participants and Subscribers of the MLS of GNIAR, and those of the below REALTOR® organizations, receive full reciprocity access to each other’s Sentrilock lockboxes:
    • INDIANA:
      • (MIBOR) Metropolitan Indianapolis Board of REALTORS®
      • (RACI) REALTOR® Association of Central Indiana
      • (UPSTAR) Upstate Alliance of REALTORS®
      • Wabash County Board of REALTORS®
      • Cass County Board of REALTORS®
    • ILLINOIS
      • (MORe) Mainstreet Organization of REALTORS®
      • (CAR) Chicago Association of REALTORS®
      • Three Rivers Association of REALTORS®
      • (KIFAR) Kankakee – Iroquois – Ford Association of REALTORS®