1. Objective
This SOP defines how a Virtual Assistant (VA) sets up, activates, and manages a buyer's MLS saved search — so the buyer receives timely, relevant listing alerts that match their confirmed criteria, and the VA stays on top of any search updates throughout the active search period.
A saved search is the buyer's direct connection to the market. A well-configured search delivers the right properties to their inbox without noise. A poorly configured search — wrong area, price range off, alerts going to the wrong email — means the buyer either misses listings or gets overwhelmed with irrelevant ones. Either way, the agent's credibility takes the hit.
The VA's job is to get the search right on the first activation and to keep it current as criteria evolve.
Where this SOP starts: The buyer consultation is complete and the agent has confirmed the buyer's finalized search criteria.
Where this SOP ends: The saved search is active, buyer notifications are confirmed, and the search is logged and maintained for the duration of the active buyer relationship.Success looks like: The buyer receives their first MLS alert within 24 hours of activation, the criteria match exactly what was discussed, and the agent never has to troubleshoot missed listings.
2. Your Role & Boundaries
2a. What you handle independently
- Setting up the saved search in the MLS with the agent-confirmed criteria
- Activating buyer-facing email notifications to the buyer's confirmed email address
- Updating search criteria when the agent directs a change
- Monitoring for Coming Soon properties matching the buyer's criteria (weekly scan)
- Maintaining the saved search log with all active searches, criteria, and last-updated dates
- Deactivating or pausing searches when the buyer goes under contract or withdraws
2b. What requires agent approval before acting
- Activating the saved search — do not activate until the agent confirms criteria are finalized post-consultation
- Any change to the search criteria — criteria updates must be agent-directed or agent-confirmed
- Expanding a search outside the buyer's stated area or price range, even if no matching listings are found
- Pausing or deactivating a search before the buyer is confirmed as inactive or under contract
- Any direct communication with the buyer about search results beyond confirming that the search is set up
2c. What you never do
- You never negotiate on the agent's behalf under any circumstances.
- You never provide pricing, legal, or strategic opinions to any party.
- You never sign or initial any document on behalf of the agent, client, or any party.
- You never communicate directly with the other party's client.
- You never activate a saved search before the buyer consultation is complete and criteria are confirmed — a search set up on pre-consultation intake data may not match what was discussed.
- You never modify search criteria without the agent's direction — even if the buyer contacts you directly asking for a change.
- You never add properties to a tour or recommend specific listings to the buyer — that is the agent's role.
When in doubt: Confirm criteria with the agent before activating. A 24-hour delay to confirm criteria is better than a search that delivers irrelevant alerts for weeks.
3. Schedule & Trigger
Trigger: The buyer consultation is complete and the agent confirms the buyer's finalized search criteria — either by sending updated intake notes, approving the pre-staged search from Buyer Consultation Prep, or messaging the VA directly with confirmed parameters.
Expected turnaround: Activate the saved search within the same business day the agent confirms criteria. Same-day activation ensures the buyer's first alert arrives quickly.
High-volume note: If the agent is running multiple active buyers, set up searches in order of consultation date — most recently consulted buyer first.
Sequence context: This SOP runs after Buyer Consultation Prep. The saved search should be pre-staged during consultation prep but activated only after consultation is complete. It runs concurrently with Buyer Showing Tour Coordination and all subsequent buyer-side SOPs for the duration of the active search.
If you are unable to complete this task: Notify the agent at the start of your absence or as soon as possible. Flag any open or time-sensitive items. The agent will determine whether to delegate or defer. Never let a recurring deadline pass without flagging it to the agent in advance.
4. Setting Up the Saved Search
Step 1: Confirm criteria before touching the platform
Have the agent's confirmed post-consultation criteria in hand before opening the MLS. Use the CRM buyer profile as the reference — confirm it was updated after the consultation.
Step 2: Navigate to saved search / auto-notification setup
The location varies by MLS platform — confirm the exact navigation path during onboarding and document it in the client-specific SOP. Generally: Agent dashboard → Contacts/Clients → Select buyer → Saved Searches → Create New.
Step 3: Enter required fields
| Field | Source | Notes |
|---|---|---|
| Price range (min/max) | CRM buyer profile | Match exactly — do not round or estimate |
| Location | CRM buyer profile | City, zip code, neighborhood, school district, or custom map area as the buyer specified |
| Property type | CRM buyer profile | Single-family, condo, townhome — select all types the buyer confirmed |
| Bedrooms (minimum) | CRM buyer profile | |
| Bathrooms (minimum) | CRM buyer profile | |
| Status | Active | Include Coming Soon if the MLS supports it and agent instructs |
Step 4: Apply optional refinements (if confirmed by agent)
| Field | Notes |
|---|---|
| Garage | Number of spaces if specified |
| Square footage (minimum) | If buyer specified a hard minimum |
| Lot size | If relevant to buyer's criteria |
| Year built | If buyer specified |
| HOA | Include/exclude HOA properties if buyer has a preference |
Only add refinements the agent has confirmed. Do not narrow the search based on assumptions about what the buyer "probably" wants.
Step 5: Set alert frequency
| Option | When to Use |
|---|---|
| Immediate / real-time | Default for active buyers in a competitive market — new listings are time-sensitive |
| Daily digest | For buyers who are not urgently shopping or who are overwhelmed by frequent emails |
| Weekly | Not recommended for active buyers in a moving market — risk of missing listings |
Confirm the alert frequency with the agent at the start of each buyer engagement — some agents have a house preference for all buyers.
Step 6: Set buyer-facing notification email
Enter the buyer's confirmed email address from the CRM profile. Confirm it matches what the buyer provided and expect. Do not send alerts to an unconfirmed address.
5. Buyer Notification Confirmation
After activating the search, confirm that the buyer's first notification email routes correctly. Most MLS platforms send a setup confirmation or a "your search is active" email to the buyer's address upon activation.
Send the buyer a brief note after activation (via the agent's preferred communication channel — confirm at onboarding):
Hi [Buyer First Name] — your home search alert is now active. You'll receive email notifications when new listings match your criteria.
If you see a property you'd like to visit, forward the alert to [Agent Name] at [agent contact] or reply to this message, and we'll get it scheduled.
[VA Name] on behalf of [Agent Name]
This message confirms the search is running and tells the buyer what to do with the alerts. Do not add analysis, enthusiasm, or market commentary to this message.
6. Managing Search Criteria Over Time
Saved searches require maintenance throughout the active search period. Criteria that made sense at consultation may need adjustment as the buyer sees properties and refines their preferences.
When criteria change:
- Changes to search criteria must be agent-directed. If the buyer contacts the VA to request a change, tell the buyer you will confirm with the agent and update the search.
- Do not make the change until the agent confirms it.
- After updating, note the change in the saved search log with date and what changed.
When the buyer wants a second area:
- Create a second saved search for the new area using the same criteria setup process.
- Do not expand the existing search to include both areas in a single search if the buyer wants to track them separately.
- Add the second search to the saved search log.
When to pause or deactivate:
- Buyer goes under contract: pause or deactivate alerts — confirm with agent first
- Buyer withdraws from the search: deactivate — confirm with agent
- Buyer goes on vacation and asks to pause: confirm with agent before pausing
- Pre-approval expires: notify the agent — do not pause the search independently, but flag the issue
7. Monitoring for Off-Market Opportunities
Coming Soon listings: The MLS typically allows Coming Soon listings to be visible to agents before they are active. Review the MLS weekly for Coming Soon properties in the buyer's search area that fall within criteria. If found, note them in the buyer's CRM record and alert the agent.
Pocket listings: Some agents market properties off-MLS before going active. This is handled entirely by the agent — the VA cannot access or source pocket listings. If the VA encounters mention of an off-market property while reviewing communications, flag it to the agent.
8. Saved Search Log
Maintain a log in the buyer's file for all active searches. Update after setup, after any criteria change, and after deactivation.
| Search # | Date Created | Area / Location | Price Range | Property Type | Beds/Baths | Key Refinements | Alert Frequency | Status | Last Updated |
|---|---|---|---|---|---|---|---|---|---|
| 1 | Active | ||||||||
| 2 | Active |
Log location: Google Drive → buyer file → 03 - Saved Search & Saved Properties
9. Checklist
Setup
- ☐ Agent has confirmed post-consultation criteria — CRM profile is updated
- ☐ Saved search created in MLS with all required fields
- ☐ Optional refinements applied if agent-confirmed
- ☐ Alert frequency set per agent instruction
- ☐ Buyer's confirmed email address entered for notifications
- ☐ Search activated
Confirmation
- ☐ First notification email confirmed routing to buyer (platform confirmation or manual check)
- ☐ Brief confirmation message sent to buyer
Ongoing Maintenance
- ☐ Saved search log created in buyer file with setup details
- ☐ Any criteria updates documented in log with date
- ☐ Coming Soon scan run weekly while buyer is active
- ☐ Search deactivated or paused when buyer goes under contract or withdraws
10. Escalation Protocol
Escalate to the agent immediately in any of these situations:
- A saved search activation error occurs and the MLS is not sending alerts to the buyer's email — the buyer may miss active listings during the delay
- The buyer reports that they are not receiving listing alerts — verify the setup before escalating, but if the issue cannot be resolved within 1 hour, notify the agent
- A criteria update instruction from the agent is unclear or contradicts the buyer's stated criteria (e.g., significantly expanded price range) — confirm before changing
- The buyer contacts the VA directly requesting criteria changes or asking about specific listings — route all buyer requests to the agent
- A Coming Soon property is identified that matches the buyer's criteria but the showing window is under 24 hours — flag immediately so the agent can act
Hi [Agent Name] — saved search issue for [Buyer Name] needs your attention.
Issue: [Description — alerts not sending / criteria question / buyer contact / Coming Soon opportunity]
Current search setup: [Brief description of active criteria]
Needed: [Confirm criteria / authorize alert fix / respond to buyer / act on Coming Soon]
[VA Name]
If the agent is unreachable: Do not change confirmed search criteria without agent authorization. If alerts are not sending due to a technical error, attempt to resolve the MLS issue and document the fix. Log any buyer-initiated contact for the agent to follow up. For time-sensitive Coming Soon properties, attempt the agent's secondary urgent contact channel.
11. Tools & Access
| Item | Details |
|---|---|
| MLS platform | [Confirm platform and saved search navigation path during onboarding] |
| CRM buyer profile | [From Buyer Intake & Onboarding — search criteria confirmed post-consultation] |
| Buyer file | [Google Drive → buyer file → 03 - Saved Search — from Buyer Intake & Onboarding] |
| Buyer's confirmed email | [From CRM buyer profile — verify before entering in MLS] |
| Agent's preferred alert frequency | [Confirm at onboarding whether agent has a standard across all buyers or sets per buyer] |