ADMIN: Transactions Recap 1
Creating Checklists
Checklists within a transaction are where your compliance transaction paperwork lives. Here, when an agent creates a transaction, they can upload the paperwork that their checklist requires.
To create a checklist, go to your Financial tab on your left hand side menu and then select Checklists. This will open your Checklist Dashboard. Here is where you can create a checklist as well as edit any checklists you have already created.
To add a checklist, simply select the Add Checklist icon in the upper right of the screen.
In the box that appears, you can 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 want to designate whether this checklist belongs to a seller side, buyer side, or if it can be designated as both.
The next step would be to say who this checklist is managed by. Below that is where you are going to build your checklist.
There are a couple of different ways that some companies group checklist items. Some companies base them o required documents versus “if applicable” documents. Some companies base them on state required forms, company required forms and MLS required forms. So however you want to create these groups and title them is completely up to you.
Within the Group(s) you create, you can add subgroups which would be the name of the document.
Keep adding Groups and Sub Groups until you have your checklist complete.
Once you are done with the checklist, press save.
From your Checklist Dashboard, you can edit any Checklist by utilizing the three dot Action button.
Main Transaction Dashboard
This is where you can really get an overview of your transactions and what is happening within them. From this screen, there are three main sections that give you that overview. To learn more about what each section means click here.
Starting a Listing Transaction from the Transaction Dashboard
As Admin, if you need to start a transaction for a listing, the LIstings Without Transactions section is an easy way to do so. Simply select the + sign for the listing that needs entered into the system and walk through the New Listings Transaction Entry Window.
Listing Transaction Wizard Walkthrough
When you start a Transaction from the Listings Without Transaction section, a Wizard will help walk you through the Transaction Process.
On the first window:
The left hand side of this screen will have all of the property information. The right side will be all the information about handling the file. The manager of this file is ultimately who is going to be in charge of signing off on this file. The Listing Coordinator and the Buying Coordinator will be your Transaction Coordinators. The agent should be automatically attached to the transaction. Below that you will see two areas for Checklists. For active listings and listing side transactions, you have the ability to attach up to two checklists. Utilize the drop down menu to attach those checklists. Once you have this window filled out, select Save and Continue.
On the second window:
This is where you will fill out all of the financial information of this transaction from the listing contract. This includes and commission percentages, Special Instructions (i.e. seller's bonus), Referrals, Deductions and Additional Income. Press Save and continue when this screen has been filled out.
On the third window:
This is where you are going to fill out the people of the transactions. Because you started this from the Listings Without Transactions section, the listings agent is automatically populated for you. Below that, you can add the buyers and the sellers. You can easily do that by hitting the plus button and filling in their information if they aren't already in the system. If the buyer and seller are already in the Office system, they should start to auto-populate as you type their name(s) in. Once the people of the transaction are entered, press Save and Continue.
On the fourth window:
This will be a review of everything that you have entered in. Double check your work and then press Finish. Once you press Finish, the transaction has officially been started and you will be taken back to the Transaction Details Page of this Transaction.
Transaction Details Tab
This is where you can see all of the information and details for this Transaction.
You can also see the transaction email(s) for this transaction. Every transaction gets an individualized email for it per side of the transaction. Paperwork can be emailed into this email address which will populate those documents into the transaction. An agent can email anything into the transaction with this email address including videos, documents and voicemails.
There is also a sections called Other on this screen. This is where you can input any deadlines in this transaction.
Transaction Financial Tab
This is where you can manipulate all of the financials of the transaction. This is covered in Transaction Recap 4.
Transaction People Tab
Here you will see all the people associated with the transaction. You can easily add extra people to this transaction here if needed.
You can NOT edit an agent of the transaction in this tab because the agent is directly linked to the financial piece of the transaction. If you need to edit the agent, that must be done in the Financial Tab.
Seller Checklist Tab
This will be a checklist of all of the paperwork that is needed for the transaction. You can assign and upload documents by clicking the Assign button and either attaching the already uploaded document to this area or upload a document to attach. Once a document has been attached, it will show as uploaded. This is also where the person reviewing the file can come and accept or reject the document. If it is a document that is being rejected, the person rejecting the document will have a pop up box where they can say why the document is being rejected.
Seller Document Tab
This is where all of the documents for the transaction are stored. If the transactional email address was utilized, you will also see those documents in here. You can also upload documents from this tab. If a document was emailed in as one big document, the document can be split into seperate documents here as well by selecting the Actions button associated with that document and then selecting the Split option. You can find more information on this tab and its feautres covered in Transaction Recap 3.
History Tab
This tab will show everything that has happened with the transaction.
Starting a Buyer Transaction
You can start a buyer's transaction easily from the Transaction tab on your Transaction Dashboard and selecting the +Buyer in the upper right hand corner. This will open the Buyer Transaction Wizard.
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