My transaction guide

myTransactions

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Preface

TRAINING MYTRANSACTIONS © 2010 KELLER WILLIAMS REALTY, INC. ii

Notes…

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Preface

TRAINING MYTRANSACTIONS © 2010 KELLER WILLIAMS REALTY, INC. iii

Acknowledgments Special thanks to:

Austin Allison

Susan Cook

Jennifer Littlefield

Alexis MacIntyre

Mike Malinowski

Brenda Marshall

Dan McKeehan

Linda Ramsey

Joelle Senter

Notices

While Keller Williams Realty, Inc. (KWRI) has taken due care in the preparation of all

course materials, we do not guarantee its accuracy now or in the future. KWRI makes no

warranties either expressed or implied with regard to the information, programs presented in

the course, or in this manual, and reserves the right to make changes from time to time.

This manual and any course it’s used as a part of may contain hypothetical exercises that are

designed to help you understand how Keller Williams calculates profit sharing contributions

and distributions under the MORE System, how Keller Williams determines agents

compensation under the Keller Williams Compensation System, and how other aspects of a

Keller Williams Market Center’s financial results are determined and evaluated. Any

exercises are entirely hypothetical. They are not intended to enable you to determine how

much money you are likely to make as a Keller Williams Licensee or to predict the amount

or range of sales or profits your Market Center is likely to achieve. Keller Williams

therefore cautions you not to assume that the results of the exercises bear any relation to the

financial performance you can expect as a Keller Williams Licensee and not to consider or

rely on the results of the exercises in deciding whether to invest in a Keller Williams Market

Center. If any part of this notice is unclear, please contact Keller Williams’ legal

Copyright notice All other materials are copyright © 2010 Keller Williams Realty, Inc. All

rights reserved. Printed December 2010

No part of this publication and its associated materials may be reproduced or transmitted in

any form or by any means without the prior permission of Keller Williams Realty, Inc.

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Preface

TRAINING MYTRANSACTIONS © 2010 KELLER WILLIAMS REALTY, INC. iv

TABLE OF CONTENTS

INTRODUCTION ............................................................................................. 1

CHAPTER 1: REGISTRATION / LOGIN .......................................................... 5

CHAPTER 2: DASHBOARD ............................................................................. 11

CHAPTER 3: CREATING A LOOP .................................................................. 13

CHAPTER 4: CLIENT’S VIEW ....................................................................... 26

CHAPTER 5: INVITING A CO-OP AGENT .................................................... 32

CHAPTER 6: ADDING ATTACHMENTS .......................................................... 36

CHAPTER 7: SUBMIT FOR REVIEW ............................................................... 42

CHAPTER 8: ADVANCED FEATURES AND FAQ ............................................ 46

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Introduction

TRAINING MYTRANSACTIONS © 2010 KELLER WILLIAMS REALTY, INC. 1

TRAIN THE PRESENTER

Introduction

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Introduction

TRAINING MYTRANSACTIONS © 2010 KELLER WILLIAMS REALTY INTERNATIONAL 2

eEdge In the great Keller Williams tradition of agents building a world-class company for agents, there is a vision for a system that far surpasses any other. Nearly a decade ago, Keller Williams Associate Leadership Councils resoundingly approved eAgentC. This program has fueled a solid email and website presence. It’s fueled kw.com and the KWLS.

Today we have the same opportunity to change how we do business. It’s a system envisioned by your Associate Technology Council—by your fellow associates—to save you a significant amount of time and to make you significantly more money.

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Introduction


What is eEdge?

myLeads

• Lead dashboard integrated with agent database

• Listing lead alerts, KW.com lead alerts

• Consumer behavior alerts

• Market Center lead router

• Site Activity Reports

myContacts

• Full feature contact database

• Integrated print fulfillment

• Task Manager Calendar

• Social Media Manager

myMarketing

• Turnkey or customizable

• Automated 33 touch

• Pre-Listing, Listing and Buyer presentations

• Social media campaign

• Flyers- for Property and Open House

• Post cards with integrated print fulfillment

• Additional personalized website

myTransactions

• Seamless from lead to appointment to close

• Online forms, document management, electronic signatures and storage

• Agent branded portal

• Reduce liability and E&O insurance

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Introduction


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Chapter 2


TRAINING MYTRANSACTIONS

Chapter 1: Registration/

Login

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Chapter 2


Registration/Login Go to www.DotLoop.com and click “Login” in the top right-hand corner.

Select “Join Now.”

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Chapter 2


Registration/Login

Enter your information.

The system will try to find a match.

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Chapter 2


Registration/Login

After creating a login, you will be taken to your Dashboard. A video will appear. Click “OK” or close.

It is important that you attach yourself to your market center. To complete the registration, click “Start Loop.”

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Chapter 2


Registration/Login

Select your brokerage.

Click “Save and Continue.”

Special Note: if your market center has a business center, you will select your location.

A confirmation page will let you know you’ve successfully been attached to your brokerage

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Chapter 2


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Chapter 2


.


Chapter 2: Dashboard

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Chapter 2


Agent Home Agent Home is the snapshot of a virtual office. A “Loop” is a transaction, or a file. It will contain all the agents, clients, and forms associated with a transaction. Buying Loops are therefore offers, and Listing Loops are listings. There are orange tabs at the top of the page that contain all of your Loops. You can also manage your clients by selecting “My Clients,” see your notifications and activity log by clicking “Messages,” and manage various aspects of your account by clicking “My Account.”

The rest of Agent Home is split into four sections.

Recent Loops

Lists the most recent Loops. You can go to the specific Loop type at the top for a comprehensive list of all the Loops.

Calendar

Reflects tasks and reminders set up.

Search Your Clients

Allows you to quickly access client information.

Activity Log

Displays all recent activity.

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Chapter 3



Chapter 3: Creating a Loop

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Chapter 3


Creating a Loop Click on “Start Loop” at the top corner.

Select the Loop type.

Other Loop types include Basic and Forms Loops (these are discussed further in the Feature Focus class).

Reality Check

The 80/20 rule: Remember 80% of your results come from 20% of your tasks. The same can be said for the tools you leverage. 80% of your process can be found using 20% of the system.

There are additional features found under various tabs and “more option” selections.

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Chapter 3


Creating a Loop

You can search by Listing Agent’s Name, MLS #, or property address. The property addresses will be integrated with KWLS. If the address does not come back with a match, select continue to proceed to the next step (the system still captures the information and is able to populate it throughout the forms).

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Chapter 3


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Chapter 3


Creating a Loop

Add Forms

Using the forms library, you can search, select and re-order the forms. You can also hover over a form name to see an image of the form.

Forms on the left are all the forms available to you. The forms on the right are the forms you are using on this transaction.

NOTE: You can always add and remove forms after the Loop is created.

Once you have all the forms you need, select “Save & Continue.”

TRAINING TIP OF THE DAY: The next action button is located in the bottom right hand corner of page over 90% of the time on DotLoop. If you ever feel lost on the system, remember to scroll down and check the bottom right hand corner.

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Chapter 3


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Chapter 3


Creating a Loop

Add Clients

Add the clients. The client database is integrated with eEdge. If this is a new client, select “New Client – Add & Attach.”

Enter the client’s first name, last name, and email address.

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Chapter 3


Creating a Loop

Each client must be added separately. For a client to sign electronically, they must each have a unique email address.

Reality Check

Some clients may say they only use one email account. It’s important that each client needing to sign a document has their own email address. Each electronic signature is confirmed with the use of an email login and unique password the client creates.

This adds an additional layer of compliance.

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Chapter 3


Viewing loop forms

After adding forms and saving, you see a summary of the loop forms.

Notice at the top, there are buying and listing forms. These are the live, interactive forms.

Select “start form” to begin entering information.

THE DIFFERENCE – with PDF documents, the end result after creating the form is that it will be sent somewhere. With live, interactive forms, the document is shared and the only thing sent is a link that invites others to view/sign the document.

The system does accommodate the traditional emailing of PDFs as well as the faxing of documents, but the core of the system and integrated electronic signatures function through this ‘sharing’ concept.)

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Chapter 3


Completing forms

Each field is interactive. This allows for online collaboration, compliance tracking of changes and final documents as clean as the original.

Confirmation that form is complete

Black “Xs” represent a field that has been assigned to a party for an electronic signature. If you hover your mouse over the field, the system will tell you who is supposed to sign there (buying agent, buying client, listing agent, listing client)

Special Note: You must review and save each page in order for the client to be able to sign.

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Chapter 3


Completing forms

A confirmation screen will appear once a form is completed. Click “Continue” to move to the next form. Click “Buying Forms” to return to the Loop.

Once you have completed the forms, you can select the forms to send to your clients. Click the box next to each form that needs to be sent to your client

Click “Send.”

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Chapter 3


Completing forms

You can send online using the DotLoop system (‘sharing concept’), you can send a fax, or create a pdf to email. Select “Send Online.”

You receive a list of forms ready to be sent to your client. Select “OK.”

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Chapter 3


Completing forms

Select “Send Online.”

After sending the forms, you receive a confirmation screen that outlines the next steps.

Reality Check

After training, an agent made a call on an expired listing. The client wanted to relist his home, but was on spending the week at the beach. The agent asked if he had internet access. He did and the agent was able to create a loop, send it to the client for review and esignatures and the house was back on the market the next

day.

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Chapter 4



Chapter 4: Client’s View

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Chapter 4


Client’s View Your client will receive an email from you, the agent stating they have forms to review. The email is also branded with your information, so if the client replies, they reply to you; not a random “donotreply” email address.

Forms are NOT sent as an attachment. The client is invited to view the documents that you have shared with them online.

The client clicks “Go Now” to view their documents.

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Chapter 4


Client’s View

A new window opens showing the client the documents. They can choose to print, or respond online and e-sign the documents.

The client selects a secret question and a password. At no time will you set up or have access to a client’s password.

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Chapter 4


Client’s View

Once they have registered, the client sees a dashboard. If they have multiple transactions, they will see a line for each transaction.

The client will have access to their transactions for 7 years, or however long your state allows. Throughout the transaction you can attach documents to the loop and give access to your client (Survey, Settlement Statement).

When your client selects the transaction they wish to review, a video pops up explaining how to review and sign the document.

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Chapter 4


Client’s View

To sign the document, your client will look for the pink fields and click in the field. A drop down box will appear. They will select their name/initials and then click on “Continue.”

When reviewing a multi page document, the client will review and sign/initial each page.

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Chapter 4


Client’s View

Once your client has reached the end of a document, they will need to lock in their signature by entering their password

After clicking “eSign,” the client receives a confirmation screen. They can either go back to their dashboard or continue to the next form.

Reality Check

Typically an agent sends the client the invite and then calls them to help the client walk through the registration process. By the time the client answers the phone, they usually have half of the

documents signed.

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Chapter 5



Chapter 5: Inviting a Co-op

Agent

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Chapter 5


The other side After the forms are eSigned and returned to you, you can now send these forms to another agent. Select the forms you wish to send and select “send” in the bottom right corner.

Select how you are going to send the forms.

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Chapter 5


Inviting a co-op agent

If you select “Send Online” you are inviting the other agent to theLoop, instead of sending the documents to them.

You can include a custom message.

When an agent decides to come into the loop, you have the ability to negotiate online. It looks like this:

If your client accepts and signs a contract, you send it to the co-op agent. If their client asks for changes, the agent makes the changes. Your client’s signature is removed and the change is highlighted in yellow. The agent’s client signs and sends back to you. You now have a clean copy (version 2). If your client agrees, they will sign and the document is locked. If they do not, you make the change (it’s highlighted in yellow) and the other agent’s client’s signature is removed (version 3). This continues until all parties agree.

There is always a revision history and these can be changes can be reviewed at anytime.

Agent Agent

Client

Client

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Chapter 5


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Chapter 6



Chapter 6: Adding

Attachments

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Chapter 6


Jump Out, Jump In DotLoop has the ability to accommodate transactions even when the client or other agent doesn’t use DotLoop’s interactive forms. The system accommodates these situations by using the Attachments Feature. This feature allows you to attach PDF documents to a Loop and add electronic signature/initial spots so that clients can still receive the benefits of electronic signatures even if the other agent doesn’t utilize DotLoop.

Each Loop has a section that stores attachments called “Attached Documents.”

To add an attachment, click the “Add Attachment Link” in the bottom left hand corner.

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Chapter 6


Adding Attachments

Browse for the PDF, name the file, and select “Save & Continue.”

The system then gives you the option to add signature/initial fields and notes to the attachment. If you select “No,” it will take you back to the screen where you can view all the forms and attachments associated with a Loop. If you select “Yes,” however, it will load the document and give you a toolbox to utilize.

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Chapter 6


Adding Attachments

This toolbar includes signature blocks, initial blocks, and notes fields. If you click on a tool and drag it onto the document, you can set up the form as needed. Once you drop signature or initials fields, the system will ask you who needs to sign in that particular spot. Click “Save and Continue” to go through each page of the attachment and modify as necessary.

Once you go through each page, the system will ask you if you’d like to sign now.

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Chapter 6


Adding Attachments

After either signing (if you needed to), or selecting “No,” you will be taken to a screen where you can decide who has permission to view the document.

Reality Check

While in class, a buyer dropped off documents for an agent. After class, the agent realized there was one document the buyer didn’t sign. She dreaded driving the hour out to the buyer’s home just to get one signature. With eEdge, she was able to upload the missing document, drag a signature line and email it to her client. She had it back in less than 5 minutes and was able to go home and have

dinner with her family.

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Chapter 6


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Chapter 7


TRAIN THE PRESENTER

Chapter 7: Submit for Review

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Chapter 7


Compliance Anytime a form is saved in a Loop OR an attachment is uploaded to a Loop, you will see a light blue box entitled “Additional Options Available.” This is how you will submit forms to your Compliance Coordinator for review.

First, you need to “Archive” any forms that you do not want your Compliance Coordinator to see. To do this, check the box to the left of the forms you wish to archive and select “More Options, “Archive Selected.”

Those forms will then be removed from view.

NOTE: The forms are not deleted. They can be found in the sub-navigation bar under “Archive.”

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Chapter 7


Submit for Review

Now that you are left with the forms that need to be submitted for review, click the blue arrow. A drop down appears explaining that by hitting “Next” you will be submitting the Loop for review.

After selecting “Next,” you will have the ability to reorder the forms. Once the forms are in the desired order, select “Send.”

Your market center will then be able to review your documents.

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Chapter 7


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Chapter 7


TRAIN THE PRESENTER

Chapter 8: Advanced Features and

FAQ

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Chapter 7


Form Sets and Templates

• Shows you how to save bundles of forms that automatically populate on the when you create a Loop (so you don’t have to constantly add and remove forms when creating a Loop).

o EX: Saving the 4 forms that you always use on short sales so that they are grouped together every time you choose the form set.

• Shows you how to save default values on forms that will populate whenever you use a specific form within a form set.

o EX: Having a listing contract that is already 40% filled out with terms that are commonly used.

Additional Loop Types • DotLoop has 2 additional Loop types

• Basic

o Only involves agent and client

o No address required

o Accommodates electronic signatures

o Common forms for Basic Loop

• Form

o No address required

o No client required

o Does NOT accommodate electronic signatures

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Chapter 7


More Options

• Archiving

o You cannot delete forms or Loops on the DotLoop system. You can, however, archive forms or Loops. To do so, they must select the check box next to the Loop or Form, select “More Options,” and choose “Archive”

o Archived forms and Loops can be “unarchived” at any time

o Archived forms and Loop are accessible under the “Archive” tab in the sub navigation bar.

• Adding Tasks

o You can assign tasks to Loops or clients by selecting “More Options” and choosing “Add Task.”

• Withdraw Button

o Anytime a form has been submitted to the other side of the transaction (buying agent -> listing agent or vice versa), you can withdraw the form back into your court by opening the document, scrolling to the bottom right hand corner, selecting “More Options,” and selecting “Withdraw.”

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Chapter 7


My Aha’s

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Chapter 7


My Aha’s

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Chapter 7


My Aha’s

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Date post:	17-Jul-2015
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My transaction guide

Education