Planet RE Agent Training. Berkshire Hathaway HomeServices Nevada Properties

Transcription

1 Planet RE Agent Training Berkshire Hathaway HomeServices Nevada Properties

2 Planet RE Outline Getting Started Log on to Enter User Name: Enter Password: (Be sure to Change your Password Immediately) How to Change / Update your Profile Information Pages 3-4 How to Register a Seller Transaction Pages 5-8 How to Upload Documents Pages 8-11 Custom Cover Sheets Pages Electronic File Upload Pages Creating and Managing Buyer Transactions Pages Transaction Folders Timeline Pages Transaction Folders Documents Pages Transaction Folders Participants Pages Transaction Folders Communication Page SUBMIT FOR FILE REVIEW How to Upload a Change Order, Withdrawal Pages Or Cancellation of Escrow Instructions How to Add Assistants Page 32 Document Inbox Pages Planet RE Agent Training Page 2 of 34

3 How to Change / Update your Personal Information Step 1: Click on Account on the Left Hand Panel Step 2: Under the Manage Account Window, you can View your Profile Information, Upload your Photo, Manage your Signature and Change your Password. It is recommended that you change your password immediately. Step 3: View the information in your Profile. You will not be able to make changes here. If your information is not correct please update your information with the company and the Agent Services department. Planet RE Agent Training Page 3 of 34

4 Step 4: Click on My Picture. Follow the Instructions to upload your picture. Click on Submit to save your information Planet RE Agent Training Page 4 of 34

5 How to Register a Seller Transaction Step 1: Click on New Transaction/Change Status link on your homepage. Step 2: Select whom the agent represents in this transaction. Select Both (Seller & Buyer) only if the same agent is representing both sides of the transaction. Step 3: Do you want to change status of an already registered property: If you are registering a brand new listing or a sale pending transaction, select No. If you are changing status of a listing to Sale Pending, select Yes. Step 4: Select the Current Stage of the transaction and click Proceed. (If you are converting a listing to Sale pending, select Sale Pending here.) Our example below is entering in a new Listing. Planet RE Agent Training Page 5 of 34

6 Step 5: Search by MLS Number OR Step 6: Enter in the Property Address. Enter Zip, Street Number, Street Name, Unit/Lot number (if applicable) and click Proceed. For Unit/Lot, do not enter the # sign. It will be automatically inserted while displaying the property address. Step 7: Select Transaction Type from a drop-down menu. Step 8: Seller s Information: Enter seller s first name, last name, address, phone numbers, etc. If there are 2 sellers with same last name living at the same address, enter both first names with &. Under Mailing Address, if seller s address is same as the property address, select Same as the property address. Or, select Different than the property address and enter the address. Step 9: Price & Commission: Enter Purchase Price and Commission (in %) coming to your office and any Additional Fees paid to your office by the client. Step 10: Transaction Dates: Click on calendar icons and select the Listing Date and Listing Expiration date.. Click Proceed. Shown on next page. Planet RE Agent Training Page 6 of 34

7 Step 11: Tasks: Based on your company s Master setup, you will see the list of tasks. Please review the tasks. You may change the task due date by either changing the number of days displayed or by directly changing the date under Due Date column. Checkmark the tasks you want to delete. (Please note that if you change the number of days, the newly calculated Due Date will not reflect on this page. It will be displayed under the Timeline for the folder. Also, you will be able to change task due dates and delete tasks under Timeline later.) Step 12: Done: When you are done reviewing and making changes to the tasks, click on Done Go to One Click. This will allow you to generate and print bar-coded coversheets needed for uploading the documents. If you do not want to generate the coversheets at this time, you may click on Done Go to Homepage. Planet RE Agent Training Page 7 of 34

8 How to Upload Documents One Click Cover Sheets Step 1: In order to upload hard-copy documents, you need to generate coversheets. Click on One Click Coversheets link on the Documents tab of the transaction folder. (You may also generate coversheets while registering a transaction, by clicking on Done Go the One Click button. See previous section) Step 2: Select the document names you want to generate the coversheets for. You may click Select All link or mark the checkboxes for the documents of your choice. Planet RE Agent Training Page 8 of 34

9 Step 3: Download Coversheets: Click on Download button. Step 4: In the File Download window that opens, click on Open to open and print the PDF document containing the coversheets. Step 5: When the PDF documents containing the coversheets opens, click on File menu button on top left and select Print in order to print the coversheets. Planet RE Agent Training Page 9 of 34

10 Step 6: On the Print dialogue box, click on Ok button to print. Since the PDF document containing coversheets opens as a separate window, close the window once you are done printing. Step 7: Click Done on the main window to go to the Documents tab of the transaction folder. Step 8: Take the first coversheet and place all the pages of the correct document underneath it. Then place the second coversheet underneath the first document. Follow it by second document and so on. Create a stack, alternating between coversheets and documents, making sure that the correct coversheet is on the top of each document. Scan and this stack to doc@planetre.net. Step 9: Please set the scanner or digital copier with the following Scanner Settings and follow the Scanning Tips below to assure correct scanning and uploading of documents: Planet RE Agent Training Page 10 of 34

11 Scanner Settings: Resolution set to 200 dpi. Set default to black & while, instead of color. (This is critical in controlling the file size of your scanned documents to assume delivery through .) Please use scanner with a feeder. The scanner needs to be set to accept all pages in a single stack as a SINGLE file. The scanner cannot consider each scanned page to be a separate file. Please have Document or Text setting for the resolution. Photo Quality setting on the scanner should be OFF. Please set the scanner to give the output as a PDF document. Set the scanner to the scanned documents directly to doc@planetre.net (it s.net, NOT.com ). The s carrying the scanned documents do not need to have any subject or body text. Mixed Originals: Set the scanner to automatically detect and adjust to the letter and legal size of documents. (If the scanner cannot accept, follow the tip under Scanning Tips below.) Scanning Tips: While printing the coversheets, please de-select Grayscale. This option is usually available under Advance features section. Please print the coversheets with Best quality. Watch the orientation of the coversheets and documents placed on the scanner feeder. When you scan the documents, the barcodes need to appear across the top, instead of on the side or at the bottom. Please test the orientation by ing a test document to yourself. If your scanner does not allow you to scan legal-size documents along with letter-size documents (mixed originals), please reduce the size of the legal-size papers to fit on letter-size before scanning. Please do not scan more than 40 pages (including coversheets) in a single stack. When scanned with correct settings, the file size should not exceed 50 KB per scanned page. Please do not scan and any documents without the coversheets. Step 10: Checking scanned documents: Once the scanned documents have been ed, please wait for approximately 30 minutes before checking uploaded documents. Once the documents have been uploaded, you will see the document name links on the Documents tab. Please click on each document name to verify if all the pages of the document have been uploaded correctly. You can also hover over the preview icon to get a quick snap shot of your document. Planet RE Agent Training Page 11 of 34

12 Custom Coversheets One Point Scan Step 1: To upload documents with names that are not present on the list of documents under One Click Coversheets, please click on One Point Scan. Step 2: Select the Document Category and enter the Document Name. Mark the participants who can view the document. Click Submit. Planet RE Agent Training Page 12 of 34

13 Step 3: Click Print to print the coversheet. Step 4: Click Print in the Print dialogue box. Planet RE Agent Training Page 13 of 34

14 Step 5: Click on Generate Next Coversheet to generate additional coversheets. Click on Folder button, when you are done. (Use these coversheets the same way as the coversheets generated with One Click Coversheets ) Soft-Copy Document Uploading Electronic File Upload Step 1: If you have received documents as attachments, please save the attachment on your computer. Click on Electronic File Upload Step 2: Select the Document Category and the Document Name. Mark the Participants who can view the document. Scroll down the page. Planet RE Agent Training Page 14 of 34

15 Step 3: Click on Browse button. In the Choose File dialogue box, select the document file you want to upload and double click on the document file name. Step 4: When the string for the selected document appears in the Document File box, click on Submit. If you are planning to upload next document through Electronic File Upload, click on Submit and Upload Next Document. Planet RE Agent Training Page 15 of 34

16 Step 5: On Documents tab, confirm that the document name link shows up. Click the document name link to view the document. Create and Manage Buyer Contract Folder w/ Documents Step 1: Click on New Transaction/Change Status link on your homepage. Planet RE Agent Training Page 16 of 34

17 Step 2: Select the options Buyer, No, and Pending Sale (or Buyer Contract) on questions 1, 2, and 3, respectively. Click Proceed. Step 3: If you do not know the property address or the client you are setting up is a Prospective Buyer then use the following steps. Step 4: Under Property Information, select TBD option for State. TBD stands for To Be Decided. Select TBD option under County and City. Enter as Zip Code and TBD as Street Name. Keep all non-mandatory fields blank. Step 5: If this is a Pending Sale fill in either the MLS Number or the Property Address for which your Client is purchasing. Click Proceed. Planet RE Agent Training Page 17 of 34

18 Step 6: For Transaction Type, select the type of transaction that is appropriate. Step 7: Buyer s Information: Enter buyer s first name, last name, address, phone numbers, etc. If there are 2 buyers with same last name living at the same address, enter both first names with &. Under Address enter the buyers current Address, City, State and Zip Code. Step 8: Seller Information: Enter the seller s first name, last name, address, phone numbers, etc. If there are 2 sellers with same last name living at the same address, enter both first names with &. Under Address enter the sellers current Address, City, State and Zip Code. Planet RE Agent Training Page 18 of 34

19 Step 9: Price & Commission: Enter Purchase Price and Commission (in %) coming to your office and any Additional Fees paid to your office by the client. Step 10: Under Listing Agent s Information, search for the Seller s Agent by using the drop down box and selecting the Agents Name or if the Agent is not found enter in the appropriate fields below. Step 11: Transaction Dates: Click on calendar icons and select the Acceptance Date and Proposed Closing date.. Click Proceed. Step 12: Confirm that the tasks with due dates are showing up correctly. Click on Done Go to One Click. (Note that planet RE can set tasks with due dates based on the date when the buyer is registered under your master setup.) Planet RE Agent Training Page 19 of 34

20 Step 13: Select the document names for which you would like to print bar-coded cover sheets. Click Download. Follow instructions starting on page 9 of this manual. A Transaction Folder will be created for each of your clients for which you input into Planet RE. Inside the transaction folder you will be able to access the Transaction Timeline, Documents, Participants, Summary Report, Communication Log and Other Tools. Updates to any of these folders can be made here. To access your Transaction Folders, click on a Property Address or Clients Name from your Homepage. Planet RE Agent Training Page 20 of 34

21 Step 1: Timeline is a tab on the transaction folder. Timeline (Transaction Folder) Step 2: Timeline displays the tasks that are scheduled to be completed on the transaction. These tasks are based on the master setup in place for the company. Step 3: Each task has its own due date. The past due dates are displayed in red. The due dates coming up in next 2 days are displayed in green. The due dates beyond next 2 days are in blue. To change a due date, click on the calendar icon next to it. Step 4: Significance of the task is based on the master setup. It s mainly for informational purposes only. Step 5: You may enter Comments in front of several tasks at once. Be sure to click Submit to save the comments. Step 6: To mark the tasks Done, check the boxes and click on Submit. You may mark multiple tasks Done at once. Step 7: Once Submit is clicked, today s date will be displayed as the Completion Date in front of the task. If the completion date is different than today s date, click on the calendar icon to change it. Step 8: If you mark a task Done by mistake, click on the curved arrow to undo your action. Step 9: To Delete a task, click on the trashcan icon in front of the task. Step 10: On Timeline, The tasks are arranged chronologically based on the due dates. To sort the tasks based on any other column, click on the column heading link. Step 11: To print the Timeline, click on Printable Version. Click on Print button. Click on Back to go back. Step 12: To the Timeline, click on Timeline. Step 13: Select participants from the list of participants to receive Timeline by . You may select multiple participants under TO, CC, and BCC. Additionally, you may enter addresses of other people who need to receive the Timeline. Planet RE Agent Training Page 21 of 34

22 Step 14: You may enter Remarks to be included on the body of the . Click Send. These Remarks, along with the addresses to whom the Timeline is being sent will be recorded automatically under Communication Log. Step 15: Once you see the confirmation that the Timeline has been ed successfully, click on Back to get back. Step 16: To view the Timeline as a calendar, click on Calendar View. Step 17: You can view the Timeline in a monthly calendar format. Planet RE Agent Training Page 22 of 34

23 Step 18: To add new tasks, click on Add Tasks on the Timeline page. Step 19: If you have added tasks on various transactions in the past, you will see those in a list under Select from previously added tasks. Step 20: Select the task(s) you want to add. Click on Calendar icon to select the Due Date for the task. Click Add to Transaction. Step 21: To add a brand new task, enter the task name and click on Add to My List button. Documents (Transaction Folder) Step 1: Documents is a tab on the Transaction Folder. Step 2: Uploaded documents are displayed as links that you can click on to open the actual document. The Date and Time is displayed based on when the document was uploaded. Step 3: To view a document, click on the document name link. In the File Download window that opens, click on Open. Planet RE Agent Training Page 23 of 34

24 Step 4: The document opens in a separate window. You may scroll up and down to view the entire document. Once done, you may close the document window. Step 5: To view details on the document, click on the Details link. Step 6: Document Details will open on a separate window. It will display who has already viewed the document with corresponding date and time. Click Close to close the small window. Planet RE Agent Training Page 24 of 34

25 Step 7: Click on Manage link in front of the document to manage the view privileges. Step 8: You may make any changes to the View Privileges and click on Submit & Close. Any changes made here are effective immediately and will impact this document on this transaction only. Step 9: You may individual documents from here as well. Click on the Icon to send this document to an individual recipient. Step 10: Document Chopping allows you to separate one uploaded document into multiple documents. Select the document that you wish to break apart and click on the Document Chopping Icon. Planet RE Agent Training Page 25 of 34

26 Step 11: The Document Chopping window will open and allow you to select the page range that you wish to chop and rename. Once you have separated the document click on upload to save it to this transaction folder. Participants (Transaction Folder) Step 1: Participants is a tab on the Transaction Folder. Step 2: Participants tab displays information on various participants of the transaction. Step 3: To add a new participant, click on Add Participant link. Planet RE Agent Training Page 26 of 34

27 Step 4: You may add various participants, such as Sellers, Buyers, Co-Listing Agents, Co-Buyer s Agents, Agent s Staff, and Service Providers. Step 5: To add a seller or a buyer, enter the seller s or buyer s information. To send a login ID and password to the seller or buyer, mark the Send Login Information checkbox. Click Submit. A new login id and password is created for each new seller or buyer you add. Step 6: To add Co-Listing Agent or Co-Buyer s Agent from your company, select Our Company option and enter one of the search criteria. Click Search. Step 7: When the search results are displayed, click on the agent s name to make your selection. The transaction folder will be made available to the co-agent immediately under his/her own login. Planet RE Agent Training Page 27 of 34

28 Step 8: To add Agent s Staff, click and select the staff member s name in the drop-down box. Click Proceed. All the contact information on the office staff will be viewed by the other participants on their own Participants page. Step 9: To add a Service Provider, click and select the type of the service provider in the drop-down box. Step 10: If there are any Preferred Service Providers set for your company, you will see the selection here. If you select one of Preferred Service Providers, click on Add Selection. (Preferred service providers receive a single login that they can use to access all the transactions where they are selected by any user in your company. They can view only the documents that they have privilege to view. Please note that certain service providers like Home Warranty Co. do not receive login formation.) Step 11: To add a service provider that is not in the list of Preferred Service Providers, click on Add New Service Provider. Step 12: Enter the information on the service provider. Click Submit. This service provider will receive a login id and password that he/she can use to access only this transaction folder. Please note that the service provider can view only the documents that he/she has privilege to view. Also note that certain service providers like Home Warranty Co. do not receive login formation. Planet RE Agent Training Page 28 of 34

29 Step 13: To add an entity under Other category, enter who that entity is. Example: Homeowners Association. Enter the contact information. Select which other participants should have privilege to see this information. Click Submit. Entities are added under Other category for information purposes only. No s are sent to these entities with any login information. Step 14: To update a participant s information, click on the Update icon in front of the Participant s information. Step 15: Update the information and click on Submit. Step 16: To send login information to a participants, click on the Send Login Info icon. Please note that, while initiating a new transaction folder, if you provide the seller s, buyer s, and co-op agent s address, an with the login information gets sent automatically to these participants. You may click on Send Login Info icon to re-send the login at any time. Step 17: To delete a participant, click on the Delete icon. If the participant was given a login to access the transaction folder, they will no longer be able to access the folder. Step 18: To order service online from a service provider, click on the Service Order icon. Step 19: Verify the contact person s name and address for the service provider s company. Enter your instructions/message under Additional Message section. Click Proceed. Step 20: Click on Now to send the to the service provider. All the pertaining information regarding the transaction, along with the additional message you entered, will be sent in an . The message you entered, along with the address to whom the Service Order is being sent will be recorded automatically under Communication Log. Communication Log (Transaction Folder) Step 1: The Communication Log is where an Agent will submit their completed Transaction Folder to the Office BTA for Review. You can also use this Communication Log to communicate with the active participants involved in the transaction. Planet RE Agent Training Page 29 of 34

30 Step 2: When your Transaction is complete and ready to be reviewed, simply type in a note to be ed to your office BTA. This could simply say, FILE READY FOR REVIEW. Step 3: In the Subject Line of the you send to your BTA please indicate LISTING, LISTING SOLD, SALE, or CLOSING, this will help the admin (BTA) to separate your s by their level of importance. For example CLOSINGS are always reviewed first. Step 4: Input your BTA s Address as follows: Use your office Code for your Branch TO: Step 5: Click on Save Note and your will be sent to your Office BTA. How to Submit a Change Order For Price, Terms or Date Step 1: Following the directions on pages 13-15, create a custom Cover Sheet for the Change Order to be uploaded. Follow all directions on how to upload the form. Agents will be responsible for uploading the Change Order form to their transaction folder. This includes changing a List Price, Listing Date Extensions and any additional Terms. How to Submit a Listing Withdrawal Or Cancellation of Escrow Only Brokerage will have the access and be able to Withdrawal a Listing or Cancel an Escrow out of Planet RE. Step 1: Following the directions on pages 13-15, create a custom Cover Sheet for the Withdrawal/Termination Form or the Escrow Cancellation Document to be uploaded. Follow all Planet RE Agent Training Page 30 of 34

31 directions on how to upload. Agents will be responsible for uploading the form or document to their transaction folder. Step 2: Open your Uploaded Documents through the Transaction Folder Documents Tab. Step 3: Click on Documents and select the Document (Withdrawal/Termination Form or Escrow Cancellation Instructions) that you wish to submit to Brokerage. Step 4: Simply type into the remarks: LISTING WITHDRAWAL ATTACHED OR CANCELLATION OF CURRENT ESCROW. Step 3: Input Brokerages Address as follows: TO: Planet RE Agent Training Page 31 of 34

32 Step 4: Click on Selected Documents to Send to Brokerage. How to Add Assistants Step 1: From My Homepage click on Manage Assistants. Step 2: Fill in all of the appropriate information as requested and then Click on Submit. Planet RE Agent Training Page 32 of 34

33 Document Inbox The Document Inbox can be accessed from the link displayed on left side panel. It is a central inbox where you and others can documents. A special address has been created and displayed at the top of your Document Inbox page. Please give this address to anyone who needs to documents/reports to you. As you or others start ing attachments to the above mentioned address, the attachments are displayed in the Document Inbox. Please note that you may scan several documents together and to yourself as a single attachment. Alternatively, you may send multiple attachments with a single . How to File your Received Documents Step 1: Open the received document by clicking on the Attachment Name or Preview the document using the Preview Icon. To file this document in it s appropriate transaction folder click on File Step 2: Enter a Partial or Full Property Address and click on Search. Step 3: When the search results are displayed, click on the property address to select. The selected property address will be shown in green text. Also the numbers of pages on the attachment are displayed. Planet RE Agent Training Page 33 of 34

34 Step 4: Scroll through the pages of the opened attachment to determine if the entire attachment is a single document or multiple documents scanned together. If it is a single document, then select or create the document name to file it to. Multiple documents, you must Chop the document into different files following the directions on page 30 of this manual. Step 5: Click on the File Button to save your documents. When you file the last document, we will automatically delete the attachment and display the confirmation message for you. Viewing Your Filed Documents If you would like to check what documents you have filed recently, click on Filed Documents link on the Document Inbox page. 29 Here you can access the logs of documents that were filed today and over past 2 days. You may click on the links to view the information on the Filed Documents. When you open the log for a specific day, you can view the document names, along with property address of the transaction folder and date/time when the documents were filed. Planet RE Agent Training Page 34 of 34