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.

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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.

Offer This!

One of the new updates in dotloop allows an agent to search for listings of other agents!  This is huge because most of the time you do not want the listing agent to know that you are writing an offer until you are ready to send it.  This feature allows the buying agent to write an offer on another agents property and have the system auto-fill the information from the listing loop while also connecting them!

Here are some things to know.  First, for this to work the listing agent must do these things in order in their listing loop: 1. Assign themselves as the “Listing Agent” under the role in the people section. 2. Change the loop to “Active” status.  3. In “Edit Details” enter the MLS # and/or Address and click “Save”.  (I recommend both because sometimes it is hard to search for the address exactly correct.)  Once these 3 things are done, the loop is then searchable for other agents.

For the agent making the offer, you will need to sign into dotloop and create a new loop.  Name it anything you want.  Then go into the “Edit Details” and add the MLS # or address and it will pop up a list of options.  When you find the one you want, click “Yes, link my loop to this listing”.  Enter any other information you want in the edit details and click “Save” before you go back to your loop.  When you start adding documents, it will auto-fill the information from your edit details and the listing loop so you have less to enter!Loop Search

From here, once you have sent things to your client to sign and are ready to send to the listing agent, simply “Share” the documents you want to send to the listing side.  No duplicate loops and you are all connected!!!  *** This works across brokerages and states and makes no difference if they are in your office or MLS.  You can search for any listing with any company as long as they have a loop created in dotloop! ***

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.

It’s Worth a Merge

Merging loops has been a common request and now it is here! There are a few things to know before performing this action. First, this action can not be undone. Second you may have an issue with merging two loops when you have documents that are waiting to be signed. That being said, this can be very useful when you are the listing agent and a selling agent creates a new loop and shares documents to the listing side. The listing side will end out with 2 loops. This is when you want to merge loops together. Another use for this is if you are trying to clean things up and want to put all of your “test” loops or “unaccepted” offers together. From an office perspective this can be used to combine loops on the admin side when you have two agents in the same office working together so you can have all of the “office” or “admin” files in the same loop. Compliance people are usually very excited about this so they are not looking in more than one place for forms and documents needed.Merge Loop Edit Details

So here is how you do it! Go into the loop that is the “secondary” or loop that has the name that you do not want to keep. Once in the loop, click on “Edit Details” under the loop name. Scroll all the way down to the bottom left corner where you see the “Merge” button. Click on the “Merge” and it will open a window and ask you which loop you want to merge it with. The loop you choose and the click “Merge” will then be the loop name when they are combined. That’s it!Merge Loop LinkMerge Loop MenuMerge Warning

One thing to note is that the folders in each loop will remain and if there isa folder in one and not in the other, the system will add the new folder. For Example if one of your loops has a folder named “Buyer Forms” and the other loop has a folder named “Contract Documents”, then the combined loop will now have 2 folders: “Buyer Forms” and “Contract Documents”.Merged Loop

Now you have a new larger loop combined into ONE.  Hope you learned something from “It’s Worth a Merge”.  Come back for more tips and tricks later.

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.

Custom Document Folders

Creating a folder for the documents we use on a regular basis is a way to save time when we are ready to use them.  This applies to the agent and the broker level.  In dotloop, you are able to use your local, state and office forms (as long as you have permission to use them) for your real estate transactions.

Once you are logged into the system (dotloop.com), click on the “templates” at the top right (it’s the one that looks like papers).  To create a new folder, click on “Add Folder” and it will ask you to give it a name and click “Create Folder”.  Once you have the new folder, documents will need to be added to it.  Click on “Add Documents” at the top right.  This gives you the option for uploading them from your computer (PDF’s) or selecting from templates, which are your live forms.  When selecting from templates, select from the office name or “Version Now”.  AGENTS: If you are setting them up from an agent level, you will see the office name (example: Keller Williams Realty Advantage) or board name (example: Greater Tulsa Association of Realtors).  ADMINS: If you are setting them up from an office or admin level, you will see “Version Now” documents, which are the live forms that your office has loaded into the system.  Admin folder will also have to be “shared” with the office so that your agents can use the newly created folder of documents.  ALL: Once you have selected the forms you want to add, click “add documents” and they will now be in your folder.Document Templates Menu

If your forms have changed and new ones are in the system for existing folders, use the same process as listed above with the exception of clicking on the existing folder and modifying the list instead of creating a new one.Select Documents Menu

Now that you have your folders creating and don’t forget you can also set the default information on each form once it is added to your personal folder so that each time you pull in the document from that folder, it will have the defaulted information on it.  To do this, click on the document, edit it and then click “save”.  This is a great way to save time!  Happy Looping!

I can be reached at Carolynt@kw.com, by phone or text at 918-951-9020 or visit my website at www.SearchTulsaHouses.com.