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RECO open house sign-in log retention

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RECO open house sign-in log retention

The sign-in clipboard lived in your trunk for three weeks. Someone later asks who attended the open house where a disclosure dispute started. You have Instagram stories — not a log.

Direct answer

File open house sign-in records with the listing file, digitize the same day when possible, and retain per brokerage policy aligned to TRESA / O. Reg. 579/05. Ontario regulations do not create a dedicated “open house log” form. RECO open-house guidance does list registering attendees among example steps in the seller’s risk-minimization plan, and the seller’s written open-house direction (date, time, hosting agent, access restrictions) belongs in the file. Once you collect visitor details, they are personal information and, in practice, part of how many brokerages evidence listing activity. Logs are evidence — not souvenirs.

Practical retention workflow

StepAction
Before open houseSeller informed consent + written direction; risk plan (valuables, PII removal, attendee registration if used)
During open houseSign-in per brokerage form or approved digital tool
Same dayScan paper or export the digital log to PDF
File locationListing / trading record the brokerage can retrieve (not only a personal phone or car trunk)
Retention clockFollow Broker of Record policy — often tied to trade-file retention

Under O. Reg. 579/05, brokerages retain documents and records they are required to make for at least six years unless the registrar specifies otherwise (main-office default location). The regulation also requires brokerages to make additional records reasonably required for conducting the business of trading in real estate — if your brokerage uses sign-in logs as part of open-house practice, BOR policy often keeps them on the same long retention clock. Unaccepted written offers have a shorter separate retention rule. Confirm exact periods with your Broker of Record.

Privacy note

Visitor names, emails, and phones are PII. Store on systems your brokerage approves — not personal Gmail indefinitely. Limit collection to what your open-house process actually needs, and handle under PIPEDA and brokerage privacy policy.

Tie to lead handoff

Retention without follow-up wastes leads. Pair filing with open house lead handoff.

How Hivi-X helps

Optional Open house sign-in log line on listing checklists, secure upload of the exported PDF, package export with the transaction file, and co-agent access for team leads.

Not a sign-in kiosk, CRM, or automated lead-nurture engine.

Related guides

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Request a demo and keep open house logs where your brokerage can find them.

General information only. Not legal or privacy advice. Open-house logs are not a named standalone statutory form — once collected they are personal information and may form part of listing/trading evidence. Confirm retention (O. Reg. 579/05 themes) and privacy handling with your Broker of Record and counsel. Hivi-X is document-collection software — not a licensed brokerage. Not affiliated with or endorsed by RECO. Hivi-X does not auto-remind retention destruction dates.

Answers are general operational information only — not legal, tax, regulatory, clinical, privacy, immigration, or professional advice. Requirements vary by matter, client, and regulator.

Frequently asked questions

Must every open house use a sign-in sheet?
There is no dedicated ‘open house log’ form in the regulations. RECO Bulletin 7.6 lists registering attendees as an example safeguard when planning risk minimization with the seller. Follow brokerage policy and the seller’s written open-house direction.
Must open house logs stay in the client file?
Treat collected logs as part of the listing/trading record per brokerage policy. They document who attended and when — useful if a dispute later asks who was on site.
How long should logs be retained?
O. Reg. 579/05 generally requires brokerages to retain documents and records they must make under TRESA for at least six years (unless the registrar specifies otherwise), typically at the main office. Confirm with your Broker of Record whether open-house logs sit on that schedule.
Are digital sign-in apps enough?
Export and file the record in the brokerage system — app login alone is not a brokerage file if nobody downloads it.
Does Hivi-X host open house apps?
No. Upload exported sign-in PDFs to the listing checklist if your process includes them.

Collect complete client documents without the chase

hivi-x helps Ontario realtors and teams request ID, income proof, references, consent, and forms in one secure Canadian-hosted workflow — with reusable checklists, client uploads, missing-item tracking, AI summaries, and PDF package export.

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RECO Open House Sign-In Log Retention | hivi-x Docs