25915-WP1T. mytransactions

Transcription

1 mytransactions

2 Preface Notes TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY, INC. ii

3 Preface 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. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY, INC. iii

4 Preface TABLE OF CONTENTS INTRODUCTION... 1 CHAPTER 1: REGISTRATION / LOGIN... 5 CHAPTER 2: DASHBOARD CHAPTER 3: CREATING A LOOP CHAPTER 4: CLIENT S VIEW CHAPTER 5: INVITING A CO-OP AGENT CHAPTER 6: ADDING ATTACHMENTS CHAPTER 7: SUBMIT FOR REVIEW CHAPTER 8: ADVANCED FEATURES AND FAQ TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY, INC. iv

5 Introduction TRAIN THE PRESENTER Introduction TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY, INC. 1

6 Introduction 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 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. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 2

7 What is eedge? Introduction 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 TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 3

8 Introduction TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 4

9 Chapter 2 TRAINING MYTRANSACTIONS Chapter 1: Registration/ Login TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 5

10 Chapter 2 Registration/Login Go to and click Login in the top right-hand corner. Select Join Now. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 6

11 Registration/Login Chapter 2 Enter your information. The system will try to find a match. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 7

12 Registration/Login Chapter 2 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. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 8

13 Registration/Login Chapter 2 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 TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 9

14 Chapter 2 TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 10

15 . Chapter 2 TRAINING MYTRANSACTIONS Chapter 2: Dashboard TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 11

16 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. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 12

17 Chapter 3 TRAINING MYTRANSACTIONS Chapter 3: Creating a Loop TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 13

18 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. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 14

19 Creating a Loop Chapter 3 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). TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 15

20 Chapter 3 TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 16

21 Creating a Loop Chapter 3 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. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 17

22 Chapter 3 TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 18

23 Creating a Loop Chapter 3 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 address. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 19

24 Creating a Loop Chapter 3 Each client must be added separately. For a client to sign electronically, they must each have a unique address. Reality Check Some clients may say they only use one account. It s important that each client needing to sign a document has their own address. Each electronic signature is confirmed with the use of an login and unique password the client creates. This adds an additional layer of compliance. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 20

25 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 ing of PDFs as well as the faxing of documents, but the core of the system and integrated electronic signatures function through this sharing concept.) TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 21

26 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. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 22

27 Completing forms Chapter 3 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. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 23

28 Completing forms Chapter 3 You can send online using the DotLoop system ( sharing concept ), you can send a fax, or create a pdf to . Select Send Online. You receive a list of forms ready to be sent to your client. Select OK. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 24

29 Completing forms Chapter 3 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. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 25

30 Chapter 4 TRAINING MYTRANSACTIONS Chapter 4: Client s View TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 26

31 Chapter 4 Client s View Your client will receive an from you, the agent stating they have forms to review. The is also branded with your information, so if the client replies, they reply to you; not a random donotreply 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. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 27

32 Client s View Chapter 4 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. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 28

33 Client s View Chapter 4 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. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 29

34 Client s View Chapter 4 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. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 30

35 Client s View Chapter 4 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. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 31

36 Chapter 5 TRAINING MYTRANSACTIONS Chapter 5: Inviting a Co-op Agent TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 32

37 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. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 33

38 Inviting a co-op agent Chapter 5 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: Agent Agent Client Client 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. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 34

39 Chapter 5 TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 35

40 Chapter 6 TRAINING MYTRANSACTIONS Chapter 6: Adding Attachments TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 36

41 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. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 37

42 Adding Attachments Chapter 6 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. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 38

43 Adding Attachments Chapter 6 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. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 39

44 Adding Attachments Chapter 6 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 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. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 40

45 Chapter 6 TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 41

46 Chapter 7 TRAIN THE PRESENTER Chapter 7: Submit for Review TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 42

47 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. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 43

48 Submit for Review Chapter 7 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. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 44

49 Chapter 7 TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 45

50 Chapter 7 TRAIN THE PRESENTER Chapter 8: Advanced Features and FAQ TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 46

51 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 Form o Only involves agent and client o No address required o Accommodates electronic signatures o Common forms for Basic Loop o No address required o No client required o Does NOT accommodate electronic signatures TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 47

52 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. TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 48

53 Chapter 7 My Aha s TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 49

54 Chapter 7 My Aha s TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 50

55 Chapter 7 My Aha s TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 51

56 TRAINING MYTRANSACTIONS 2010 KELLER WILLIAMS REALTY INTERNATIONAL 52