Doing Business at the Speed of Zoom


No business tool has seen the explosive popularity that Zoom has seen, with shelter-in-place orders keeping millions of Americans working from home. We’ve embraced it at HIS, from internal meetings to member events and training.

Zoom is incredibly easy to use, compared to traditional videoconferencing applications, and since its basic features are free, it’s a compelling option, for work and for play!

Zoom Security in the Headlines

Zoom has also been in the news for a variety of security issues, from security flaws to ‘zoombombing‘ pranksters, with some large companies banning its use altogether.

Unfortunately, any popular piece of software will be the target of hackers and scammers, be it an operating system, game, or web service.

If you choose to use Zoom, there are some steps you can take to ensure that you’re as protected as possible while using the software.

What is Zoom Doing?

Zoom has moved quickly to fix these problems, from changing default settings to creating a dedicated web page for Zoom security information. For event organizers, there is also a new, dedicated ‘Security’ control panel to put all related settings in one place:

What can you do to ensure security?

1. Keep your Zoom software up to date.

To take advantage of improvements and bugfixes, you need to make sure you’re running the latest version of Zoom. In the past week alone, there have been four updates.

When you launch Zoom, you should be prompted to upgrade if there’s an update available. If you’re unsure or feel you’ve missed a prompt, you can always download the latest version directly from Zoom.

2. Use a meeting password.

This is now the default setting for Zoom, but it’s still a good idea to check that it’s in place for your events. “Zoombombing” was the result of pranksters being able to find meeting numbers generated by Zoom. and joining any active meeting.

Fortunately, your attendees will most likely not need to know or enter your meeting password. It is encrypted automatically into the “Join” link they receive from Zoom, so all they need to do is click the link. A password simply adds a second factor that would be much harder to guess than a meeting number alone.

3. Use a ‘Waiting Room’

Zoom allows you to set up a ‘Waiting Room’ where people joining your event are held until you approve their entry. This is a great feature for small meetings of people you know personally, or for meetings discussing sensitive information, because nobody can join your event by surprise. Learn more about this feature here!

4. Don’t re-use passwords.

You may have read that Zoom account passwords were being sold online. This was not the result of a data breach, but of a technique known as credential stuffing. Hackers take usernames (usually email addresses) and passwords from larger data breaches, and then systematically test them on other websites. If you re-use a password on multiple sites, all of your accounts are vulnerable, not just your Zoom account.

What are alternatives to Zoom?

If you don’t want to use Zoom, or your company has a policy specifically preventing its use, here are a few of the most commonly used alternatives.

  • Google Meet: If you and your colleagues are comfortable with Google products, Google Meet is the most widely used alternative to Zoom.
  • Microsoft Teams: Similarly, if your company uses Office 365, Microsoft Teams is a solid option. (A consumer version is coming soon.)
  • GoToMeeting: Part of the Citrix family of products, this is an extremely popular paid option among businesses, with a lot of robust options. We use GoToWebinar for our REsearch training classes each month.
  • Group Facetime: If everyone you meet with uses Apple hardware, Group Facetime is a solid, simple option.

Remember, no system is 100 percent secure, and there will always be tradeoffs between convenience, security, and price. But we hope this overview helps you feel more confident and safe as you work #safeathome!

More to come from Hawaii Information Service!

Hawaii Information Service is committed to keeping the market moving and supporting you in your work. We will be showcasing a variety of tips and tools to help you run your business virtually, setting the stage for success while #safeathome!


Updated MLS Rules & Regulations

The Board of Directors has adopted changes to the Rules and Regulations of our MLS, last updated in March 2019.

Changes effective May 1, 2020 include implementing NAR’s Clear Cooperation Policy, requiring status changes within one business day, and requiring disclosure of Leasehold status at the start of public remarks.

Summary of Changes

The changes cover three main topics:

1. NAR’s Clear Cooperation Policy

All MLSs are required to adopt this policy, which effectively requires that any property that is marketed to the public be listed in the MLS within one business day. You can review our introduction to this policy from earlier this month.

2. Status Changes Required Within One Business Day

The Clear Cooperation Policy sets a one-business-day deadline to list a property that’s being publicly marketed. To reduce confusion over different deadlines for different actions, and to ensure that our members always have the most current and accurate information available, all status changes must also be reported in the MLS within one business day.

3. Disclosure of Leasehold Status Required at Beginning of Public Remarks

In January, to ensure compliance with Hawaii state law, we introduced a feature wherein a Leasehold property listing would have the phrase, “This is a Leasehold property,” inserted at the beginning of its public remarks. This rule change makes this disclosure a requirement.

Review Rule Changes in Detail

To review an annotated version of the updated MLS Rules and Regulations, click here.

The sections specific to the Clear Cooperation Policy are as follows:

Article III Listing procedures.

Section 3.00. Clear cooperation. Within one (1) business day of marketing a property to the public, the listing broker must submit the listing to the MLS for cooperation with other MLS Participants. Public marketing includes, but is not limited to, flyers displayed in windows, yard signs, digital marketing on public facing websites, brokerage website displays (including IDX and VOW), digital communications marketing (email blasts), multi-brokerage listing sharing networks, and applications available to the general public.

NOTE: Exclusive listing information for required property types must be filed and distributed to other MLS Participants for cooperation under the Clear Cooperation Policy. This applies to listings filed under Article III and listings exempt from distribution under Section 3.03 of the Rules, and any other situation where the listing broker is publicly marketing an exclusive listing that is required to be filed with the service and is not currently available to other MLS Participants. […]

Section 3.03. Exempted listings. If the seller refuses to permit a required listing to be disseminated by the service, the participant may take the listing as an office exclusive, provided the seller shall sign the service’s approved “Certification to Withhold from MLS” form or another written certification requesting the listing to be withheld from MLS. The listing broker shall deliver to the service the Certification to Withhold from MLS form, signed by the listing broker certifying that the listing broker provided the form to the seller, and the seller’s written certification (whether on the service’s form or in another form chosen by the seller), signed by the seller within the time specified as the time for submission of required listings.

NOTE: MLS Participants must distribute exempt listings within (1) one business day once the listing is publicly marketed. See Section 3.00 Clear Cooperation. Note that direct promotion of the listing between the brokers and licensees affiliated with the listing brokerage, and one-to-one promotion between these licensees and their clients, is not considered public marketing.

The sections specific to timely updates are as follows:

Section 3.07. Time of submission. The participant must submit a required listing within one (1) business day after execution of the contractual agreement, unless the participant publicly markets the listing in which case it must be submitted in accordance with Section 3.00.

Section 3.15. Change of status of listing. The listing broker must submit all status changes, including change in list price or terms, pending sale, withdrawal, or extension, to the service within one (1) business day of the time they become effective.

Section 5.11. Reporting resolutions of contingencies. The listing broker must submit notice to the service that a contingency on a listing record has been fulfilled or renewed, or the agreement cancelled, by putting the listing back into an active status according to the service’s “back-on-market” procedure, if the listing agreement has not expired. This notice is due within one (1) business day of the time the change becomes effective.

Section 5.12. Reporting cancellation of pending sale. The listing broker must submit notice to the service of the cancellation of any pending sale and reinstate the subject listing immediately according to the service’s “back-on-market” procedure. This notice is due within one (1) business day of the time the change becomes effective.

And sections specific to Leasehold property disclosure are as follows:

Section 3.12. Required listing elements. The listing broker shall include the following elements in each listing record when submitting it, so that potential cooperating brokers will have advance, unambiguous notice of them. […]

j. Disclosure that the property is a leasehold property, if applicable, in the public remarks. For all leasehold property listings, the listing broker must begin the public remarks with the following phrase: “This is a leasehold property.”

These updated MLS Rules and Regulations will be posted to the REsearch login page for easy reference. If you have questions, please contact us!

Displaying Designations in REsearch

We have updated Research to change where designations are shown to limit the impact that extra-long lists of designations or other text have on the display and printing of formats.

Designations are still shown on the MLS Full, Brochure, and Brand formats, on emails sent from REsearch, on the Client Portal, and are displayed when agent names are clicked in REsearch. Your brokerage and license number will still be shown in one-line formats.


The designations field is an open text field to allow agents to include their professional designations beyond the Salesperson Broker designations, such as GRI, ABR, CRS, etc., for display in REsearch.

On the one-liner, a long list of designations would often cause the display to span several lines, as shown below. In addition, the field’s prominent display within Research (such as in the one-liner format) prompted many agents to place marketing messages in this area.

This change allows more listings to be shown in one-line formats and improves display and printing on many agent formats.

Improved Display and Printing


You can continue to see your fellow agent’s designations when you click on their names:

And designations continue to appear in client-facing formats such as the MLS Full, Brochure, and Brand format (below), email signatures, and on the Client Portal:

Note: There has been no change to the distribution of designations outside Research, such as to third-party portals or IDX.

Introducing the Clear Cooperation Policy

The Hawaii Information Service Board of Directors, under a mandate from the National Association of REALTORS® (NAR) and with the guidance of its MLS attorneys, is preparing to approve amendments to its MLS Rules & Regulations to reflect NAR’s “Clear Cooperation Policy.”

These changes, made to address off-market listings and the marketing of them, are being adopted by MLSs across the country. While we will soon distribute and publish our revised rules, effective May 1, 2020, this email will help introduce you to the policy and answer the most common questions.


NAR adopted the Clear Cooperation Policy (also known as MLS Policy Statement 8.0) at its annual meeting in November of last year. The policy requires properties for sale to be listed in the MLS once they are being marketed to the public.

What do these changes mean, in one sentence?

Once a property is being publicly marketed, it must be made available to other members of the MLS within one business day, unless a “certificate to withhold” is signed by the seller.
What qualifies as public marketing?

Public marketing includes, but is not limited to, flyers displayed in windows, yard signs, digital marketing on public facing websites, brokerage website displays (including IDX and VOW), social media, digital communications marketing (email blasts), multi-brokerage listing sharing networks, and applications available to the general public.

Does this policy prohibit office exclusives?

No. “Office exclusive” listings are an important option for sellers concerned about privacy and wide exposure of their property being for sale. In an office exclusive listing, direct promotion of the listing between the brokers and licensees affiliated with the listing brokerage, and one-to-one promotion between these licensees and their clients, is not considered public advertising.

Common examples include divorce situations and celebrity clients. It allows the listing broker to market a property among the brokers and licensees affiliated with the listing brokerage. If office exclusive listings are displayed or advertised to the general public, however, those listings must also be submitted to the MLS for cooperation.

Does the policy require listings to be submitted to the MLS if they are advertised to a select group of brokers outside the listing broker’s office?

Yes. “Private listing networks” that include more brokers or licensees than those affiliated with the listing brokerage qualify as public advertising under Policy Statement 8.0. Listings shared in multi-brokerage networks by participants must be submitted to the MLS for cooperation.

Does a listing in ‘Preview’ (‘Coming Soon’) status meet the cooperation requirements of the policy?

Yes, as this pre-marketing solution shares listing data with all MLSs participants and subscribers prior to a listing going active. Listings in ‘Preview’ status are exempt from the photo requirement and the 72-hour showing request requirement. However, listings in ‘Preview’ status cannot be publicly marketed, and listings can only be in ‘Preview’ status for 30 days before going ‘Active,’ or they will be automatically withdrawn.

More questions? We have answers!

Even when adopted by the Board of Directors, the Clear Cooperation Policy does not go into effect until May 1, 2020. As we approach that date, we will be providing additional information on the policy itself, our specific rule changes, and how it may affect our valued members. We will also answer your questions, and provide a summary of the answers, in a future bulletin!

Please don’t hesitate to contact us with your questions and concerns. You can email us at, or just reach out to customer support, and we’ll make sure you receive an answer.

April 2020 Training Schedule

gotomeeting-logo-orangeThis is the schedule of online training classes for the month of April. Even if you’ve participated in a session before, it’s often a good idea to get a refresher. Our live trainers can answer your questions and help you get the most out of REsearch. Descriptions of each HIS webinar can be found here.

To sign up immediately, simply click on the links below. If you are going to attend online classes as a group, only one person needs to sign up. We recommend registering for classes even if you cannot attend live, as many are recorded and made available the next day.

This Week

April 6-10, 2020

April 13-17, 2020

April 20-24, 2020

April 27-30, 2020

Remember, after you have participated, please make sure to fill out the survey or e-mail us your feedback so we can continue to improve upon our training efforts!

System requirements for online classes:

    • PC-based attendees – Required: Microsoft Windows® Vista or newer
    • Macintosh®-based attendees – Required: Mac OS® X 10.8 (Mountain Lion) or newer
    • Mobile attendees – Required: Apple iOS 10 or newer, Google Android 4.4 or newer

System requirements apply only to the GoToMeeting webinar service, not to the REsearch system.

Questions? Comments? Please feel free to contact us via or call (808) 599-4224 or (800) 628-3121.