Sentrilock Conversion Deadline Grid 

Conversion Information for Keypad and Lockboxes

Conversion	Exchange Rate	Cost	Process Time
1st Week of Conversion 1/19-1/23/09	1 lockbox = 1 lockbox (Only registered I-boxes/Blue & AEIIs/Gray will be accepted)	FREE	*45 min – 1 hour
2nd Week of Conversion 1/26-1/30/09	1 lockbox = 1 lockbox (Only registered I-boxes/Blue & AEIIs/Gray will be accepted)	$100 Conversion Fee	*2+ hours
3rd Week of Conversion 2/2-2/6/09	2 lockboxes = 1 lockbox (Only registered I-boxes/Blue & AEIIs/Gray will be accepted)	$100 Conversion Fee	*1-2 hours
4th Week of Conversion 2/9-2/13/09	2 lockboxes = 1 lockbox (Only registered I-boxes/Blue & AEIIs/Gray will be accepted)	$100 Conversion Fee	*1-2 hours
Post 4 weeks After 2/16/09	NO CONVERSIONS WILL BE PERFORMED. The Supra System will be terminated.

    *By appointment Only

What?	Explanation	When?	How Much?
Confirmation of Agent Lockbox Inventory	Each agent will be mailed a lockbox inventory in mid-July to home addresses. Agents must reconcile this inventory to ensure all lockboxes are registered with PWAR. Unregistered lockboxes must be brought to PWAR’s office to be registered.  If an agent has bought a lockbox from somewhere other than PWAR, they must bring in the bill of sale with the lockbox.	8/31/08	FREE
AEII (Gray Boxes)	No additional AEIIs will be accepted into the PWAR Inventory after 8/31/08	8/31/08
Registration of Lockboxes	Lockbox registration continues for a fee.	9/1//08-11/30/08	$10/lockbox
Registration of Lockboxes	Lockbox registration ends. Lockboxes not in the system by this date will NOT be accepted at conversion.	12/01/08	N/A
Reprogramming Lockboxes	Any lockboxes needing to be “reprogrammed” for this region must be brought to PWAR’s office.	7/1/08-12/1/08	$25/lockbox to program   $10/register
Email Registration	All conversion appointments will be set/confirmed via email. All members must have a valid email registered.	12/1/08
2009 Dues Paid	Any member wishing to go through conversion must have paid their 2009 dues.	1/01/09	Annual Dues amount

 

Frequently Asked Questions

 

What:

PWAR will be converting to the SentriLock key system in January 2009. Several other associations in Maryland, DC and Virginia have (or will be) converted including:

Northern Virginia (Jan 09)                Greater Piedmont (Jan 09)

Greater Capital Area (Nov 09)          Anne Arundel County (Feb 08)

Carroll County                                    Frederick County

Greater Baltimore (Feb 08)              Harford County

Howard County                                   Prince George’s County (Nov 08)

 

When:

 

The conversion will take place in January 2009.  The conversion is tentatively set for the 3rd week in January 2009, but you will be notified of the specific dates. SentriLock will contact you directly via email to make your conversion appointments. (Having a correct email address on file with PWAR will greatly enhance your conversion experience. See Note Below.)

 

This time frame was chosen since January is often a slower paced period in terms of real estate activity so that you and your homeowner/buyers will be less impacted by the changeover.  Northern Virginia and Greater Piedmont Associations will also convert in the month of January in order to make the transition as quickly/painless as possible. During this transition time, you may need to determine which box is hanging on a particular listing.

 

Why:

 

After researching the two keypad/lockbox vendors, PWAR determined that the SentriLock product was superior and represented the next level in lockbox/keypad technology. The product includes features most often requested by REALTORS^® across the country:

§         Integrated/illuminated keypad on lockbox (not separate device)

§         Extra large front opening/loading key compartment

§         Credit Card key format for easy handling/storage

§         Optional “cardless entry” through Day Codes

§         Homeowner “Do Not Disturb” feature

§         Variable Showing Hours

§         Web based customer system for lockbox management

§         Lockbox Connection to listings for listing feedback

§         Quick/simple internet based update process (not phone line based)

§         User changeable batteries

§         6 years warranty per lockbox

 

Where:

 

The location of the conversion for the first week (Jan. 20-23) will be at the Four Points Sheraton near the Battlefield, located near the intersection of Rt. 234 and I-66 across from the Cracker Barrel Restaurant. Weeks 2-4 will mostly likely be at the PWAR Office (check back for updates)

 

How:

 

As many who have been through a conversion before will understand, conversion can be a hectic time. Since this is both a LOCKBOX AND KEYPAD exchange, you will need to remove from all lockboxes your listings in order to exchange.  You will need to bring them along with your keypad (including cradle) to conversion at your assigned time.

 

For appointments held in the first week of conversion, participants will need approximately an hour to process. There will be a brief training session on the new system while lockboxes are being converted. Each session will contain about 125 appointments. You will assist the smooth transition by arriving at your designated time on the designated day. You will receive a check list prior to conversion to help you get organized. If you are a DC/MD licensee, you will need to bring a copy of your license to code your key for reciprocity.

 

All lockbox owners will receive a full inventory list of lockboxes in mid-July.  This list will include the entire inventory of lockboxes assigned to your name in the PWAR inventory.  (see page 3 for further instructions.) Any lockboxes NOT in the PWAR inventory WILL NOT be exchanged.

 

 

Lockbox Inventory

 

How do I find out which of my lockboxes are in PWAR’s inventory?

All lockbox owners will receive an inventory list in mid-July.  You should verify this inventory immediately. At conversion, PWAR will only exchange lockboxes in inventory.  Any lockboxes NOT in inventory must be entered into the PWAR inventory by a PWAR staff between 7/1/08 and 8/31/08.  NO AEIIs (Gray boxes) will be accepted into the system after 8/31/08. Lockboxes must be brought into the PWAR office. After 8/31/08, lockbox registration will cost $10/lockbox. NO LOCKBOXES WILL BE ACCEPTED INTO THE SYSTEM AFTER 12/1/08.

 

The inventory in the PWAR database is not to be confused with whatever listing of lockboxes might be on your Kim/Supra website. Those lockboxes do not necessarily reflect that inventory in the association database.

 

PWAR will offer the following exchange rates for Supra AEIIs and i-Boxes at the various dates indicated (these dates are tentative and must be confirmed by SentriLock):

 

Tentative Dates          Lockbox Exchange      Fee      Tentative Location         Est. Time*

January 20-25	1 for 1	$0	Sheraton Four Points	45min-1 hour
January 26-31	1 for 1	$100	PWAR Office	2+ hours
February 2-6	1 for 2	$100	PWAR Office	1-2+ hours
February 9-14	1 for 2	$100	PWAR Office	1-2+ hours
February 17 & beyond	NO Exchanges will be made

*All Conversions will be done by Appointment Only. However, AFTER the first week of conversion, the estimated time to convert increases dramatically due to reduced staff support by SentriLock.

 

Exchange Specifics

 

Dates - 2009     Additional     Keypad                                                   Add’l          Conversion

                           Lockboxes* Annual  Fee           Card Reader             Readers        Fee

January 20-23	*$82.50	TBD	1 FREE per Primary Office; 1 FREE per member	$60.50 Home $71.50 Office	FREE
January 26-30	*$105	TBD	1 FREE per Primary Office; 1 FREE per member	$77.00 Home $91.00 Office	$100
February 2-6	*$105	TBD	1 FREE per Primary Office; 1 FREE per member	$77.00 Home $91.00 Office	$100
February 9-13	*$105	TBD	1 FREE per Primary Office; 1 FREE per member	$77.00 Home $91.00 Office	$100

*Prices indicated are lower than current prices.

 

Why will there be a price increase for annual keypad service?

There will be a price increase for the SentriLock system over the current Supra annual fee. However, the Board of Directors is continuing to research the financial arrangements in order to identify the correct price point. Keep in mind that the current Supra fee has been in place for six years.  At the very least, a cost of living increase is appropriate at this time for the new system.

 

Does the Lockbox have to be in working order?

Yes. But it doesn’t have to look pretty. We will check the working status/condition of the box prior to issuing a new lockbox. You will not get credit for a non-working lockbox.

 

Why will there be a Conversion Fee after the First Week?

SentriLock will be staffing and running the first week of conversion with all the most efficient systems in place to run the conversion smoothly/quickly. The cost of that first week of conversion is included in the overall financing package. Their staff will return to Ohio after the first week leaving only a few trained temporary staff and the PWAR staff to continue the conversion cleanup.  This cost is born by the association and must be recouped. It is in your best “time management” interest to go to the conversion in the first week and take advantage of that efficiency and cost savings.

 

Conversion Questions

Will you accept AEII lockbox (gray boxes) at the inventory?

YES. AEIIs (gray boxes) will be accepted at the conversion IF the box is registered to your name.  AEIIs boxes MUST be registered in the PWAR inventory by August 31.  NO AEII lockboxes will be accepted into inventory AFTER August 31.

 

Both the AEIIs (gray) and I-box (blue) will be accepted into YOUR inventory until August 31.  AFTER August 31, only I-boxes (blue) will be registered into YOUR inventory at the price of $10/each.

 

NO LOCKBOXES WILL BE ACCEPTED INTO YOUR INVENTORY AFTER 12/1/08.

 

With the conversion being held so close to dues collection time, will I have to have paid my dues for 2009?

YES. In order to attend the 2009 Conversion, you will have to have paid your 2009 dues. But not to worry, we will have a desk at Conversion where you can pay your dues. Keep in mind, this will add to your processing time at conversion and since conversion is being held January 20 (after the January 15 late fee deadline) you will be required to also pay the dues late fee. Bringing your PAID dues receipt to the Conversion will speed up your processing time.

 

Can I split my appointment by bringing in some lockboxes the first week and more in the second week?

NO. You may only have one lockbox appointment and must exchange all lockboxes and keypad/cradle at that time.

 

Do I have to return my Supra Keypad at Conversion?

Yes. You will be required to return your Supra Keypad and Cradle at conversion. Not doing so, will disqualify you for your conversion appointment.

 

Background Questions

Who is SentriLock?

SentriLock is a new company to the lockbox industry.  Created in 2003 with a large investment of the National Association of REALTORS®, they have listened to the REALTOR® Community as it developed its products.

 

Currently their customer base includes 140 associations, 150,000 REALTORS®, 300,000 lockboxes in use.

 

Why was SentriLock chosen? What is the RLC?

In 2006 PWAR joined the Regional Lockbox Box Consortium in order to stay abreast of what the region was planning. After the investigations of the RLC, it was determined that the SentriLock company offered a superior product and at a greater value.

 

The Regional Lockbox Consortium is comprised of 21 REALTOR® boards throughout Maryland, Virginia, Delaware, Pennsylvania and Washington D.C. They organized for the purpose of upgrading their lockbox systems by concentrating their buying power.  These 21 organizations represent approximately 150,000 lockboxes and 50,000 users. In 2007, after interviewing and accepting proposal by both keypad/lockbox vendors, the consortium made the decision to select SentriLock over competing lockbox solutions. In the past, collectively participating in this kind of negotiating was impossible due to dissimilar contract ending dates.

 

The PWAR Board of Directors also investigated both companies separately, received proposals from both, reviewed their products over the course of several years, and visited with representatives from both companies at the various NAR meetings.

 

Reciprocity Questions

If the Dulles and Fredericksburg Associations are not converting to SentriLock, how will I get into their lockboxes?

The Dulles and Fredericksburg Association of REALTORS® are contracted with Supra (through 2011) and so will remain on the Supra system. Therefore, PWAR key holders will need to determine if their business requires carrying a Supra keycard to access listings in those areas. 

 

Can I just keep my current Supra keypad?

Unfortunately, your lease with Supra is currently through PWAR. In order to exchange to the SentriLock system, you will be required to turn in your current Supra keypad at the PWAR Conversion. However, representatives from Fredericksburg and Dulles Associations of REALTORS^® have been invited to attend the PWAR keypad conversion in January. You may visit with them at that time to obtain a new Supra lease.  No application fee will be required but you may be required to pay a non-member key rate.  You may contact them directly:

 

Dulles Area Association of REALTORS^®                 Fredericksburg Area Association of REALTORS^®
803 Sycolin Road, Suite # 222                             7101 Carl D. Silver Pkwy
Leesburg, VA 20175                                           Fredericksburg, VA 22401
Phone: (703) 777-2468                                       Phone: (540) 373-7711
Fax: (703) 771-9787                                           Fax: (540) 736-0301
Email: jnewton@dullesarea.com              Email: pbreme@faarmembers.com

 

Can I keep some Supra Lockboxes to use in these outlying areas?

Yes….BUT. You can ONLY transfer over I-box (blue) to those associations. They DO NOT accept AEII (gray) lockboxes. Plus you MUST transfer these lockboxes within 30 days after the PWAR conversion. We WILL NOT have access to the Supra system after 30 days and transferring of lockboxes will not be possible.

 

If the Dulles and Fredericksburg Associations are not converting to SentriLock, how will they get into my lockboxes?

Non-PWAR key holders will be able to access your listings through the Daycode system. You will learn more about the Daycode process at the conversion training. PWAR will also offer keys to non-members at a non-member rate.

 

How will I know what kind of lockbox is hanging on a listing that I might be taking buyers to see? MRIS requires identification of the type of lockbox on a listing. So your listing printout will indicate which type of box is on a particular listing.