ADMIN: Setting Up Transaction Tools

ADMIN: Setting Up Transaction Tools

Creating Checklists

Checklists within Transactions are where your compliance transaction paperwork lives. When an agent creates a transaction, they can upload the necessary paperwork for that transaction.

Checklists can be organized within Folders.  If you conduct business across multiple states, you may wish to have a folder for each state.  Other companies have Folders that are organized based

on Property Type.  For example, they will have all their Commercial Checklists in one folder and their Residential Checklists in another. Sometimes, smaller companies just have one Main folder
that all of their checklists live in.   You can organize them any way you wish. 

Creating a Folder

You will need at least one Folder to organize your checklist. We recommend creating a Main Folder to start with; you can create additional folders as needed. 
To begin creating your Checklists and Folders, go to the Settings gear icon in the upper right corner of your screen. Then, from the Financial section, select Checklists. 
To create a Folder, simply select the "Create New" icon in the upper-right corner of the screen. Then choose to Create a Folder. 
A pop-up box will appear, allowing you to create a folder. Begin by assigning a name and description to your folder.  If you want the checklists in this folder to be filtered based on
City, County, or State, you will need to first set up lookups for the specific city, county, state, or a combination of these.  When a transaction is created in the city, county, or state, the dropdown box to 
Assign a checklist to display the Checklists within that folder.  

Creating a Checklist

To create a checklist, click the Settings gear icon located at the top right-hand side of your ClientBAY. Go to the Financial Section and then click Checklists. This will open your Checklist Dashboard.
Here, you can create a checklist or edit any existing checklists. To add a checklist, simply select the "Create New" icon in the upper right corner of the screen. Then choose to create either a Checklist.

A pop-up box will appear, allowing you to start creating your checklist. Start by naming the Checklist and adding a description so you and your agents can easily identify what type of transaction this

checklist should belong to (i.e., New Residential Listing Checklist). Then, you need to determine whether this checklist belongs to the seller's side, the buyer's side, or if it can be designated as applicable to both.

The next step would be to say who manages this checklist. Below, you will build your checklist.

There are several ways that companies group checklist items. Some companies base them on required documents versus “if applicable” documents. Some companies base them on

state-required forms, company-required forms, and MLS-required forms. However, you can create these groups and title them as you see fit.

Within the Group(s) you create, you can add subgroups, which would be the name of the document. Continue adding Groups and Subgroups until you have a complete checklist.

Once you have completed the checklist, press "Save".

From your Checklist Dashboard, you can edit any Checklist by utilizing the three-dot Action button.


Message Templates

Message Templates are a tool that allows you to save time when sending multiple emails regarding daily transactions. To create a message template, go to the Settings gear icon in the upper right corner of your screen. Then, from the Financial section, select Message Templates. This will open your Message Template Dashboard. Here, you can create a template for an email that you frequently send, so you don’t have to constantly type or copy and paste it. With just a couple of clicks of your mouse, you can have those messages autofill for you and send out your templated message, saving you that time. To build a Message Template, select the +Add Template button. Name your Template and designate the Usage. Below that, you can create the email and also utilize the Add to Text drop-down menu to have fields automatically fill in for you.

Once you have created your email template, press the Save button.

From your Message Template Dashboard, you can edit or delete any created templates.


Lookups

Lookups are used to create dropdown menu items in your transactions.  Lookups essentially enable you to create customizable fields. Some Lookups are available to be used in different reports.

To see the list of Look Ups, go to the Settings gear icon in the upper right corner of your screen. Then, from the Financial section, select Lookups.  On this next screen you can choose the type of 
Lookup you want to create. 


After you have selected the type of Lookup item you want to create, a screen will open, and you can add the Lookup by choosing the +Lookup icon in the upper right-hand corner. The two that we highly suggest creating are the Buyer/Seller Source and the Agent Fee Type Lookups.

You likely won't need to utilize all the Lookups since not all companies use the Deposits portion of the software. Others don't have Deductions.  


Attaching Commission Plans

It is simple to attach Commission Plans to your agents. Go to your User Management tab on the left-hand side menu and select Users.  Find the user you want to assign a plan to and open the user's profile by clicking on their name.

Once the profile is open, scroll down to the Accounting Info section. Here you will see a drop-down menu for Commission Plans. Select the Commission Plan the agent needs to be on and then press Save in the upper right-hand corner.



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