Shortcut Your iOS Device

I was recently at Family Reunion, which is a conference for Keller Williams agents and staff to network and LEARN!!  This year I was asked to serve on a panel to share some tips and tricks.  One of the tricks I mentioned was how to create an iOS Keyboard Shortcut.  Several have asked for some directions on how to do this, so here we go.

iOS ShortcutsGo into your “Settings” and scroll down to “General” then “Keyboard”.  Once you are in the “Keyboard” area scroll down to “Shortcuts” and then click on the “+” at the top right.  The “phrase” at the top is what you want the keyboard to type for you for example your name and company (Carolyn Thompson, Keller Williams Realty Advantage).  The second item says “shortcut” and this is where you put the letters and/or numbers you want to type to make it insert (cdtkw) and don’t forget to click “save” at the top right.

iOS Shortcuts 2The cool part is that when you create the shortcut on your phone it will also translate on your MAC as an example, it added the shortcut above when I typed those letters and I had to “undo”.  You can use this for many things.  I have the shortcut above and several others.  What about a shortcut for requesting a showing or sending a list of lenders, sharing your mobile app or any phrase that you repeat on a regular basis.  Don’t make it a single word or you will end up with creating a shortcut that will replace words you are actually trying to type.

iOS Shortcuts 3How many shortcuts and phrases can you create?  What are your ideas?  I hope these iOS Keyboard Shortcuts can help you!

I can be reached at Carolyn@icarolyn.com, by phone or text at 918-951-9020 or visit my website at http://www.SearchTulsaHouses.com.  For technology training or consulting assistance visit http://www.iCarolyn.com.

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Task Mastery

Many agents and admin overlook the power of the “task lists” in dotloop.  Everyone has a list of items that need to be done to list a house or close a transaction, even if it is only currently in your head.  Now is the time to make those lists work for you!

First sign into your dotloop account.  There are two ways to create a task list and I recommend creating it in a loop because you can rearrange the order of the tasks, where currently in the templates section, you can not.  Create a loop called “Task List Loop” or use a sample loop you already have.  At the bottom of the loop, click “Add Task” and a new list will be started.  Start typing the items you want on your list.  Drag and drop them to the order you want them.  I also suggest that you keep all of your task lists in the same loop incase you accidentally delete it, you have a place you can load it from again.  Task Lists Options

Rename the task list to what it is, for example: “My Listing Checklist” or “My Contract Checklist”, etc.  To do this, click on the down arrow next to the folder name and select “rename”.  This is also where you will see the option to “Create Template”.  Once you have clicked on the “Create Template”, it will ask you to name the new template and create template.

The most unused portion of this feature is that you can add live links to the task lists and when you do it becomes a live link that the client can click on and go to your website or other webpage you have linked to.  The most common use for this would be using your website as a reference with a page that has the local utility companies or local inspectors listed so they can easily access the information.  This also creates SEO (Search Engine Optimization) for your website (if you are running the link to your website).  Task List Options

Think of having a task list for your client to complete items for a transaction!  You can also “share” or “hide” the task lists from clients.  The admins for your office also have the option to “lock” the task list from the agents.  This is used for compliance because let’s face it, agents sometimes think they have completed something correctly, and the office thinks differently.  🙂  The task lists are directly connected to the loop percentage so if you have 4 tasks and you complete 2 of them, you have 2 left which gives you a percentage of completion of 50%.

Task %

As a quick reminder, “Urgent Tasks” are automatically added to a loop when there is a from that requires your signature or initials.  They are also automatically checked when you sign or initial where needed and document name is a “link” that takes you into the document if you click on the name.

Once the task lists are created and you want to load them into a new loop, click on the “Load Template” on the bottom right of the loop and select the template decided for that loop.  Reuse them as many times as you want because you are now a task master!

I can be reached at Carolyn@icarolyn.com, by phone or text at 918-951-9020 or visit my website at http://www.SearchTulsaHouses.com.  For technology training or consulting assistance visit http://www.iCarolyn.com.

Loop Template Timesavers!

Loop Templates are something that an office can set up and help their agents me more efficient and turn in the files in a proper order.  This blog post is going to focus on office or brokerage options in Loop Templates.  Agents if your office is not using these, feel free to forward this to them so they can utilize their tools in dotloop.

Loop Templates can be found under “Templates” on the brokerage admin profile.  The top option on the left says “Loops”.  If you have not set up any loop templates, you will see a screen that says “Try it now”.  If you have, then you will see all of your loop templates on the left below “Loops”.  Click on the “New Template” or “Try it now” and get started.  It will pop up a screen that asks you to name the loop template.  You can use anything and some examples are: Residential Listing Package, Residential Sale Documents, Rental Listing, Referral (Sending, not receiving).  Once you have named it, you will also have a drop down below that asks you what kind of loop, if you are setting up a real estate transaction, you will want to select “sale”.  This will automatically add the correct fields and roles needed for that type of transaction.Loop Templates Start

At the top is where you add a folder for the documents and then add the documents.  If we are working on a “Residential Listing Package”, then we might add folders with the names: “Listing Documents”, “Offer Documents (1 per folder)”, “Inspections, Reports & Other”.  By adding the folder names the way the office wants to receive them, they are more likely to come in complete in the correct format according to your office needs.  Now that you have folders, add the documents or placeholders that you want in each folder.  I should note that you can only create placeholders in the document section and not on the loop templates, but once you create them in your document templates, you can load them into your loop templates.  If you leave your loop templates page to go create and organize the documents in the document templates, don’t forget to “save” at the bottom so you don’t loose what you have done.Loop Templates

The next section is for the “people”.  Offices typically don’t add many people in this section, but if you have a title company or attorney that everyone uses, then this is where you would add them.  Below people are the “Tasks”.  This is where you can add any compliance or task lists that you want to appear on every loop using this template.  The negative is that you will have to type them out and can not load from your task list templates, but you only have to type it once.  This will save you time from adding the task lists later when doing compliance.Loop Templates People & Tasks

The “Roles” section is interesting because you cad add roles that you might have wanted to use before, but were not able to edit.  A good example of this is to add “Referral Agent”.  Many times referrals are sent and received and we don’t have a standard “role” in the loop.   Along with adding roles, you can add fields of information that you want for each of these roles, for example the referral agent’s address or phone number.Loop Templates Roles 2

The bottom is my favorite part of the loop templates, which are the “Fields”.  What is cool about this section is that you can now require information to be input before an agent can submit their file.  For example, if they are turning in a listing, you can require the agent to enter the “List Date” and “Expiration Date” and “Original List Price”.  By requiring this information, you insure that you get exactly what you need completed, filled out.  It also allows you to sort for this information as well.  If it is blank you won’t find the loops sorting by the price, list date or expiration date in this example.  New fields can also be added in any of these categories or create a new category.  Some offices have certain forms that they want the agent to complete and maybe that information has to be put into another system like MLS or franchise system.  You could add a field to ask the agent “Greensheet Completed?” and make that a multiple choice, fill in the blank or an amount.Loop Templates Fields

Last but certainly not least, don’t forget to “SAVE” and in order for your agents to see these, you will need to “Enable Template” at the top of each.  Until you enable them, the agents can not see them.  This gives you time to get them the way you want them and the activate them for all to see.  There are endless possibilities with these loop templets.  Happy looping and enjoy creating new possibilities of organization for your office!

I can be reached at Carolyn@icarolyn.com, by phone or text at 918-951-9020 or visit my website at http://www.SearchTulsaHouses.com.  For technology training or consulting assistance visit http://www.iCarolyn.com.

Who do you Trust?

As a REALTOR®, we know many service providers.  The question is “Who do you trust to provide a great service to your clients?”  A great way to include those providers into your transactions as a Trusted Service Provider or TSP.  If you work with the same title representative, closing coordinator, or lender you can add them as your TSP so it is easier to “connect” to them, so here is how it works.Get Started with TSP's

Once logged into your dotloop account, click on the “People” section and the top one on the list to the left says “Trusted Service Providers” right above the “Contacts”.  If you do not see TSP’s then you are not a premium dotloop user and this is necessary for this feature.  If you have no TSP’s added it will show a button at the bottom that says “Get Started for Free”, click on that button and it will pop up a window that asks the field the TSP is in, for example: Mortgage, Escrow/Title, Attorney, Home Warranty, etc.  Then you will enter the Name and email of the TSP.  More than one TSP can be added at a time.  They will not display in the loops until the TSP becomes a premium user.TSP Add Options

The cool thing about the TSP becoming a premium user is that it is not just for 1 agent or office.  If trusted service provider is a premium user that allows them to be seen as a TSP for any agent or office, on all of their loops and there is no limit!  Adding TSP’s do not automatically share any documents or people with the TSP.  They only know that they have been added to a loop so you will still need to share any information that you want them to seas with any other person you add to the loop.

I can be reached at Carolyn@icarolyn.com, by phone or text at 918-951-9020 or visit my website at http://www.SearchTulsaHouses.com.  For technology training or consulting assistance visit http://www.iCarolyn.com.

Paperless REALTOR®

My normal posts and articles are about tips and tricks and a lot of how-to’s.  This is great and many people follow my blog for that reason, however sometimes it’s good to take another perspective.  I typically right about things based on questions that I get from people about how to do things and this is no exception.  When I tell people that “I am a paperless REALTOR®”, they look at me a little funny with skepticism in their eyes so I felt it was time to explain what that really means.

Carolyn iPadFirst, I have to tell you that becoming a paperless agent was a choice that had to be made.  I’m sure many agents still have the very first file they ever closed XX years ago and I am no exception!  I still have in my garage the first real estate transaction I ever closed in 1998, which my family is not overly thrilled about.  They look at me and say “Do you really need that?” or “When was the last time you used that?”  I get it and so I had to move forward and in my case that was “paperless”.  You see if I have the paper, I will want to keep it, store it and not throw it away and THAT is not an option any more!

Here is how it works from a listing side where I represent the seller.  I may give the seller a printed listing presentation, if they want one to keep but mine is always on my iPad.  When it comes time to list the house, I send all of the documents through dotloop, provided they have an email address.  I will be perfectly honest, I don’t work as well with clients that do not have email, but I can.  The client can sign, print and view the documents for 7 years online.  If they request me to print things, I will!  When they receive offers, that also comes via dotloop and is presented to the client with full explanation.  This does not mean I send them an email and say “here you go”, but I TALK to my clients and explain what I sent and walk them through each part of a document.

Buyer sides of the transaction tend to accumulate more paper than the seller’s side.  This is because you are showing them listings and looking at homes.  I have cut that out as well.  I always meet with a new buyer and present them with a “Buyer Packet” of information, yes in paper format in a binder.  Once we meet and I review this within about an hour and a half, I tell them “this is all the paper you will receive from me unless you request more.”  Most people are fine with that and the ones that do want paper, I print it for them.  I have a buyer sign an agreement with a pen, also known as “wet sign” and then I scan the copies of hand written items and email them to myself.  I also end the appointment with “I will send you a digital version (via dotloop) of the same documents you have already signed so you get an opportunity to experience e-signing and online documents.”  Most clients think it is cool and can’t wait to try it.  Even when we are looking at homes, I print my MLS sheets to PDF and load them on my iPad via dropbox.  I can still write on, highlight and organize them in any way I want.  The difference is I don’t have lots of useless papers later, it’s a simple “delete” to get rid of them.

Any papers I am given like a termite report at an inspection or a copy of the receipt of earnest money, I simply scan into the computer and load it into my dotloop file as a PDF.  The ONLY paper I keep are checks because until they accept wired funds for earnest money, I will have to have at least 1 thing.  I keep them in a safe place (with my iPad which also features a GPS for tracking).  The originals of some things get given to others like the closing company or the client.  If no one needs the originals, they are shredded.  Even the people that I work with regularly, like my title/closing officer knows I don’t want paper.  She has stopped making copies for me at closing and just scans and emails them to me!  I love it, less mess and fuss.

DotLoop - Light Blue Tagline White SpaceNow when you hear me say, “I’m a paperless REALTOR®”, know that I mean every word of that.  Don’t drown in your paperwork, it’s time to convert to PeopleWork in the digital age.  Dotloop is the major tool I use in order to make that happen in my business.  Look for more tips next time and until then, try going paperless, it’s can be a freeing experience!

I can be reached at Carolynt@kw.com, by phone or text at 918-951-9020 or visit my website at http://www.SearchTulsaHouses.com.  For technology training or consulting assistance visit http://www.iCarolyn.com.

Templates for Everything!

There is a template for everything! With the recent update to dotloop, you can now use any document and create a “template” to overlay onto another document. For example, if you receive a disclosure that is already completed and signed by a seller and you only need the buyer’s initials and/or signature you can load that document and save the fields that you have overlaid as a “template” to use again. Another use for this would be states that do not have documents in dotloop and this allows an agent or office to create an “overlay” template to allow the agents or clients to complete and sign them. Let me show you how to do it.Form Template

There are two ways this can be done, and I’m going to tell you about creating it from your “templates”.  First sign-into dotloop and go to “Templates”.  Once there, click on your documents and the folder (or create a new folder, for example: Form Templates).  Then click “Add Document” at the top right and select your document from your computer.  For this example I’m using a property disclosure.  With your document added, click on the document to edit it.  Using your menu options at the top, drag and drop the field that you want on the document for example: Initials and Signatures.  It also helps to assign the “roles” of who should be signing there.  Once you have the document the way you want it, click “Save” at the top right.  It will take you back to your templates and now your form template is ready for use.Form Fields

In order to apply the template, go into any loop.  Add the document that is part signed by the other side, in this case a disclosure.  Open the document and click on “more” at the top and then select “Apply Template”.  You will notice that you can also create a template from any form as well, but please note that specific document will then be stored in your templates.  Select the correct template and voila! The boxes could be a little off based on if the new document was scanned straight or is the same size as the original, but even if you need to make a few adjustments, this still saves you time!More Form Options

I can be reached at Carolynt@kw.com, by phone or text at 918-951-9020 or visit my website at http://www.SearchTulsaHouses.com.  For technology training or consulting assistance visit http://www.iCarolyn.com.

Adding People to dotloop

Adding people to your dotloop account is pretty easy and a great way to have your clients and agents entered when you are ready to do business with them.  Keep in mind that you can add a person to any loop and they will automatically be added to your “people” in your account.  This is for adding someone that you have not done a loop with yet.

First sign into your account through dotloop.com and click on the “People” icon at the top 3rd one from the right (middle one).  If you are on your agent profile (not admin), you will see a title to the left that says “contacts”.  If you are on an admin profile for an office, you will see your office name and if you have multiple locations you will also see them listed below.  Have the one you want to add someone to highlighted/selected.Add Person Agent View

Click “Add Person” in the bar at the top right.  Enter their name (First, Middle, & Last) and email address.  If you are adding someone to the office, you will also have the option to type a message and make them an admin.  Checking the admin box allows them all admin privileges for the office you selected.  Offices can “Remove” or “Add/Remove Admin Rights” on the same people section by selecting the down arrow next to the person.  Admin’s can also see who is an admin and who is not by sorting the people which will also show you the last time your agents accessed their account.Add Person to Office

I can be reached at Carolynt@kw.com, by phone or text at 918-951-9020 or visit my website at http://www.SearchTulsaHouses.com.  For technology training or consulting assistance visit http://www.iCarolyn.com.