How to Create a Buyer Record

Create a Buyer Record as soon as you start working with a buyer or tenant client and, where your office requires one, your buyer representation agreement (BBA) is signed. Do this before you show property.

New to Buyer Records? Start with Buyer Records: Overview, Buyers Tab & Statuses.

Before you start

Have these ready:

Your client's name (or the entity's legal name), email, and optionally phone and home address.
Any co-buyer's details.
Your signed BBA and its begin and end dates, if your office requires one (see “Does my office require a BBA?” below).

If you leave the wizard before finishing, nothing is saved.

How to create a Buyer Record

Open the global Add menu and click “+ Add Buyer.” TCs: switch to the agent you're working for first.

Choose Person (individual or group of individuals) or Entity (business, trust, etc.)

Person: First Name, Last Name and Email (required); Phone and Home Address (optional). Search the Directory to pull in someone already in reZEN.
Entity: Entity Legal Name and Email (required).
Click “+ Add Co-Buyer” to add another buyer (ex. A couple is purchasing a house - Enter Spouse 1, then click “+ Add Co-Buyer” to add Spouse 2)

US only: choose what your client is interested in — “Buying,” “Leasing” or “Both.” Buying is selected by default.
Enter the Buyer Rep Begin Date and Buyer Rep End Date from your BBA. These are required only if your office requires a BBA for this client.
Market Area of Interest (optional): enter the city, county, ZIP code or address your client is targeting.

6. Review and create. Your Buyer Record opens in Active status and appears on the Buyers tab.

Does my office require a Buyer Broker Agreement (BBA)?

Whether you need BBA dates, and whether you'll see BBA warnings, depends on your office's settings:

US, client is buying — required.
US, client is leasing — required, except in AK, AL, AR, FL, IA, ID, IL, LA, MA, ME, MI, MS, MT, ND, NM, NV, OR, SC, TN, UT and WV.
Canada: BC, NB, MB, SK — not required.
Canada: all other provinces — required.

If your client chose “Both,” the buying rule applies. Where a BBA isn't required, the date fields are optional and no BBA warnings appear.

Settings are per office and can change. If you're not sure, ask your broker.

Warnings you may see while creating

These appear only where your office requires a BBA. You can still create the Buyer Record.

Begin Date in the future — “Buyer Broker Representation Agreement must be complete before showing.”

End Date in the past — “This Buyer Representation Agreement has expired and must be amended.”

After you create it

Open the Checklist tab and upload your Buyer Representation Agreement and any other disclosures or documents.

Or email documents to the Buyer Record email in the header — they land in the File Cabinet.

Your broker reviews each checklist item and marks it Accepted or Needs Revision.

US: If you chose Buying or Both, the buying checklist items for your office are added as Required.

Everything on the checklist and in the File Cabinet carries over to the transaction when you mark the Buyer Record In Contract.

Editing a Buyer Record

Click “Edit Buyer Record” on the Buyer Record to update:

Client is interested in (US only)
Market Area of Interest
Buyer Rep Begin Date and End Date

You can edit a Buyer Record unless it's Closed or Terminated. Every date change is saved in the Activity log with the old and new value.

Buyer Rep Agreement compliance warnings and how to clear them

When you click “Mark In Contract,” you may see one or both of these. They're reminders — you can still continue.

Not compliant / not uploaded: “⚠️ Heads up — The Buyer Broker Agreement (BBA) is not compliant or has not been uploaded. The BBA should be complete before showing property.” — shows when the BBA checklist item isn't Accepted, or the Begin Date is in the future.

Expired: “⚠️ Heads up — The Buyer Broker Agreement (BBA) is expired. You must provide a new BBA or a signed amendment before showing property.” — shows when the End Date is in the past.

The warning stays on both the Buyer Record and its transaction until all three are true: the Buyer Rep Agreemnet item is Accepted, the Begin Date is today or earlier, and the End Date is in the future.

To clear it:

Upload the new Buyer Rep Agreement or signed amendment to the Checklist.
Click “Edit Buyer Agreement” and update the Begin and/or End Date.
Wait for your broker to mark the BBA as Accepted. The warning disappears from both records.

Creating a Buyer Record for an agent (TCs)

Switch to the agent you support, then use “+ Add” → “Add Buyer.”
The agent is recorded as the owner; you're recorded in the Activity log for everything you do.
The owner can't be changed later and becomes the Transaction Owner, so make sure you're working as the right agent.