What is a Buyer Record?
A Buyer Record (BR) is the home for your buyer client file in reZEN before they go under contract, the same way a Listing works on the sell side. It holds your client's details, your buyer representation agreement (BBA) dates, and pre-contract documents such as disclosures and unaccepted offers.
When your client goes under contract, you mark the Buyer Record “In Contract.” reZEN then creates the transaction with your client's information, dates, checklist, and files already filled in.
Buyer Records live on the Buyers tab within Deals in reZEN. A Buyer Record is not the BBA itself — the BBA is one document on the Buyer Record's checklist.
Key things to know
- Every buy-side and dual transaction starts from a Buyer Record. The “Add Transaction” button has been removed.
- One Buyer Record = one transaction. If your client buys another property later, create a new Buyer Record.
- You can create more than one Buyer Record for the same client if they are purchasing multiple properties. Once one is In Contract, it shows the property address so you can tell them apart.
- Buyer Records can't move to another agent. If a client changes agents, the new agent creates a new Buyer Record.
- Deals already in reZEN aren't affected. Transactions created before October 12 are not converted.
- There are no Buyer Record drafts. If you leave the creation wizard before finishing, nothing is saved.
- Whether a BBA is required depends on your office and, in the US, on whether your client is buying or leasing. See “Does my office require a BBA?” in How to Create a Buyer Record.
The Buyers tab
The Buyers tab lists your Buyer Records, grouped into three sub-tabs:
- Active — shows Buyer Records that are Active, In Contract, or Termination Requested.
- Closed — shows Buyer Records that are Closed.
- Terminated — shows Buyer Records that are Terminated.
Sort the list by Status, Buyer Rep Begin Date, or Buyer Rep End Date.
Inside a Buyer Record
The header shows your client's name, the BR Transaction Code, the office, the Buyer Record owner, the Geographic Area of Interest, Buyer Rep Begin and End Dates, and the Buyer Record email.
Each Buyer Record has six tabs:
- Road to Success — your next steps for this Buyer Record.
- Checklist — upload your BBA (if required), disclosures, and unaccepted offers for broker review.
- Details — client info, BBA dates, BR Transaction Code, and Buyer Record email.
- Comments — talk with your broker and the transaction team.
- File Cabinet — store other documents; email files to the Buyer Record email to add them here.
- Activity — every change, who made it and when.
Buttons in the header:
- Edit Buyer Agreement — request termination, update client interest, market area and BBA dates (any status except Terminated).
- Mark In Contract — create the transaction when your client goes under contract (Active only).
- View Associated Transaction — jump between the Buyer Record and its transaction. This will only appear when your Buyer Record is Marked as In Contract.
Buyer Record statuses
- Active — no transaction yet. Upload documents, edit, Mark In Contract, or Request Termination.
- In Contract — a transaction has been created and the property address shows on the Buyer Record. Manage the deal from the transaction.
- Closed — the transaction closed. View only.
- Termination Requested — you asked to end the Buyer Record and it's waiting for your broker. You can un-request termination before your broker approves.
- Terminated — your broker approved the termination. View only.
If the deal falls through: when you request termination on the transaction, the Buyer Record goes back to Active. You can mark it In Contract again for a new property, but it can't close until the earlier transaction is fully terminated. On a dual transaction, the Listing also goes back to Active.
Terminating a Buyer Record
If you and your client end your agreement before they go under contract:
- Open the Buyer Record from the Buyers tab.
- Upload any termination documents your office requires to the Checklist.
- Click “Request Termination” and enter the reason.
- Your broker reviews and approves. The Buyer Record moves to the Terminated sub-tab and becomes read-only.
Changed your mind? Click “Un-request Termination” before your broker approves. More in How do I terminate a transaction or Buyer Record?
FAQs
Where did “Add Transaction” go? Every transaction now starts from a Listing or a Buyer Record:
- You represent the seller — start from your Listing, then Mark In Contract with Representation Type = Seller.
- You represent the buyer — start from your Buyer Record, then Mark In Contract with Representation Type = Buyer.
- You represent both sides — start from either one, then Mark In Contract with Representation Type = Dual and pick the other side. See Dual Representation.
Can my TC create a Buyer Record for me? Yes. Your TC can add one on your behalf; you're recorded as the owner and their actions show in the Activity log.
Who can see my Buyer Records? You, your TC, your team leaders and admins (same rules as Listings), and the broker for your office.