Compliance Initial Made Easy

Compliance initial

com and you said it was classes so forward slash classes library live not classes just library let me show you awhb yeah.com yeah oh okay this is the home screen sure if you just scroll down the very first pop-up this class library okay perfect thank you that takes you out to our youtube channel and then all of our classes are supposed to be posted there wonderful thank you very much that's very useful to know okay so it's 3 32 so we might as well go get started with the two of you so um this i wanted to do a very basic compliance in command so like a real beginner level um where are you as far as how much time have you spent playing with it do you have opportunities created at this point what's your comfort level in the context um in in in compliance in command i mean it always starts with a contact so um you know well i've just had my car i've just got my contacts in i haven't got any opportunities or anything yet oh you're a very very basic beginner then that's right it's taking a taking time is what i would say that's okay that's you got to start somewhere right so i'm i'm just going to start the very beginning and cr i know chris you have some um you have some files that you've already done and submitted and so on so um what's what so something that you'd like to get out of this particular class i just want to make sure that i have everything covered and i don't know it's um just review everything and i'm sure that there are things that i'm missing i mean i know how to do the files and get those to y'all but um yeah just looking forward to a good overview again okay i'm you know what i'm i'm gonna really uh make sure that i go over the sticking points you know for the most part it's pretty straightforward but there's a couple of things that people get wrong all the time that they just don't seem to understand about the how the opportunities are set up so i want to make sure that i uh know that i cover those types of things so that um you know the frequently asked questions so to speak so um so all right just the two of you um go i'm gonna turn off my camera but you guys feel free to um if you have a question just stop and interrupt and now i can go over something because it's a small group so that's always nice okay great thank you yeah thanks to start at the very beginning i'm going to create a contact so the very first thing you should do and when you're you know when you're getting working with a client you should always be coming to command first and creating your contact so that you can can link that opportunity out to docusign or if you're using dot loop we prefer that you're using docusign at this point because we really want to transition over um and you want to be able to hook that opportunity up so it's important that you start here in command that you have your client in and that you get your opportunity set up even if you haven't identified a property yet say you're working with a buyer so and to do that it doesn't you don't have to take a lot of time well there's just a couple of things required of course you have to have a name [Music] anticipation of february we'll put punxi fill in as our our contact name you should typically have an email it's important you know when obviously when you're communicating with your contacts that you at least have an email address in but it's not even required [Music] for setting up your contacts so the what's required is what has the little asterisks next to it um and for a contact really just a name is all you have to put in in order to get started okay i've already got a question laurie you see if you go back to the previous screen it's you have highlighted select from list rather than select from in the contact itself sorry you have see well it's not there that's different if you go to well now i don't know quite how to yeah okay here yeah see it says select from list select from contacts this is a lead source okay that's really outside of the scope of this particular um of this okay signed this little drop down menu are where you're getting your leads so you can go ahead and click on one of these that are pre-set up to say where you got your lead from so that that's all that's doing as opposed to select from from your a lead contact again you have the drop down menu if somebody referred this person to you then you would put that name in there okay again not required this this is your contact card you you'll want to take that class with eileen she go through all of you know the the different fields here um and how you're keeping track how you're adding them to pipelines marking them as leads tagging them and so on for purposes of compliance we're just talking about getting that contact name in there so we can create an opportunity okay okay so i have punks you fill in it's got an email address the first thing i'm going to do is come over this i'm in my contact card now so i've just searched him i've opened his card i'll come over here i'm going to click on opportunities because for compliance i have to have an opportunity you'll see there's no opportunities here so the little plus create i'm going to create one and i'm already in his contact card so this is going to create an opportunity for punxsutawney phil you're gonna get uh it's gonna default to your particular market center very important the opportunity type so you'll see again the little red asterisks is what you have to put in when you're creating an opportunity it's very important the opportunity type that you choose either you're getting ready to list this house or you're going to sell him a house or rent a house or he's a tenant looking for a home those are the four types of opportunities it's important that you choose the correct opportunity here because this is the one thing that you cannot change you cannot change the opportunity type if you do create it and you say oh crap he was supposed to be a buyer you have to archive this opportunity and create another one okay so we'll put them in as a listing so i can demonstrate the different phases of listing opportunity and your clients name defaults here you are the owner of the opportunity you'll see that the name defaults to the name of your client and the type of opportunity this is editable and we do like that you add or you can just use the property address or add the property address here just for to be able to easily identify these when we're searching them in compliance [Music] if you don't know it you can always come back like i said if it's a buyer and you have an identifier identified a uh actual property yet this is an editable field but for now this is a listing i'm going to go ahead and throw an address in there again the opportunity name for compliance purposes we really prefer that it at least includes the address of the property it is going to ask you for a commission rate again you're not sure you're working with a buyer put something in it can always be edited but that's going to require it because this is going to run some algorithms for you in terms of what your potential income could be for the year the opportunity phase and stage are important the phase in particular it starts out in cultivate and this is along your pipeline of cultivating appointment active under contract and closed we prefer that you that you go ahead and mark this as active right away you can if you're still in the appointment stage you can leave it there but when you finally get to compliance and you're submitting this it should be at least in the active phase or it's very difficult again for us to find it so you're putting them in you're going to be working with them i suggest that you just go ahead and put them in the active phase the stage is not so important you can pick whatever you want if you're just talking with them now they may be in the staging phase that's fine but the phase is important for compliance just from a strict search standpoint make sure you hit create and now you'll see that that opportunity has popped up here on the right hand side so excuse me so i've created my contact and now i've created an opportunity for him now as you're going along you may end up with multiple opportunities to say amongst the tony phil is going to sell his house and then he's going to buy another house through me i'm going to comment his contact card come over create opportunity and create another opportunity for the buyers so you know there i may have multiple opportunities under this particular eight client if you click on the name it takes you to the home screen of your opportunity all right so this is where the the compliance part of the process happens it takes you to the original tab so you'll see you've got tabs across the top so these are the details and this is the stuff that we just put in right remember i said this was editable so for example if you didn't uh the commission rate change um you could come in here and edit it these little pencils here those pencil icons here they're a little bit light but if you click on them this opens this up it makes it a editable form you'll notice that i cannot actually edit the type of opportunity but i can edit the opportunity name i can edit edit contact information i can change the face here i can add some additional information okay again we're in the details section this is very important too as you're working along you will not be able to complete your offer your commission without putting a property address here this just works off a gps so again if you know the property address already you can go ahead and pull it in if it's a listing once it gets into kwls you can actually pull it down from there if it's um a buyer i'm going to cancel this i'm not going to put it in right now but if it's a buyer and you and you identify the property later you're going to want to come in here click the little pencil start typing in that address and gps that in here you will not be able to complete again your commission unless you unless you fill in this field so again the property details once you've identified your property make sure you've got that filled in as well for compliance we're going to next click click over here to documents okay so this is when we've started working with our client we're getting ready to um to get our documents together the very first thing you'll notice is there's nothing here so if you just look around a little bit it's asking you to pick a checklist type to start work with the opportunity please select a checklist type so this little drop down menu will have different types of checklist types and these do depend on your market center as well so for example in north it's going to say columbia green northern duchess it's going to say ulster because the ulster mls and columbia green have different document requirements if you're working with a piece of vacant land versus a residential property then there are different document requirements so we have these little checklists that you're going to pick so let's say we're this is a residential listing we're going to pick that and that's going to drop in a bunch of information about what type of documents we're actually looking for okay on the left hand side you're going to notice that there's three phases in a listing opportunity now if we were looking at a buyer opportunity it would look different but for a listing opportunity we have three phases the original phase where we are looking for our listing documents these are the placeholders this is telling us what documents that we're going to be needing for our listing okay so we have a new listing we're looking for an exclusive right to sell an agency disclosure we're looking for a fair housing housing discrimination disclosure of course our kova disclosures and health questionnaires are conditionally required documents if it's subject to lead paint we're looking for that say you're you're putting it in hudson gateway mls you can do it coming soon so these are the most um required and conditionally required documents that you're in general you're going to be looking for now there could be other documents that you might have to add here but for the most part you know that you're going to at least start with these okay if you see a little line underneath this particular were the words under the name of the document you'll notice that that is an interactive clickable link and if you click there you'll notice that there's a document so it could be a sample document in this case i have listing folder checklist for all of the different types of opportunities so it's a really good resource to help you to know what it is that you need um in in terms of the workflow so um you know take go ahead you can click on that you can take a look at it you can download it or print it from here use it to help you with your workflow to see you know what's going on what we're expecting and to help you get through the transaction okay question in the chat oh no problem yeah sorry i hope that it's more it's going to stay on now but if i go away it's i'll come back not a problem at all appreciate it um so and so anyway where those if you see a line for example the exclusive right to sell i've got a sample document here especially for the newer agents um it's filled in it gives you an idea of what you should be putting where a couple of tips and pointers on how to get this filled out and what some of these particular you know different blanks mean so i'm trying to build those out as time goes on again depending on which market center you may have uh may or may not have you know some of these documents uploaded yet but i'm working on that so in our listen stage the the first thing the second thing now that you've picked out you're doing your residential listing here you'll notice this is a clickable link as well these are the documents we're looking for now the next stage is under contract and this is one of the things people got a little confused about when a listing goes under contract we require additional documents okay so you're gonna do your listed stage you're gonna start your transaction get all your documents filled out add them all submit to the market center you're gonna see a big green approved here hopefully when all is said and done but then when your listing goes under contract you're required to to add additional documents and a lot of the agents seem to miss this step for some reason you're going to want to come back in once it's officially under contract in mls and add a copy of your purchase offer or your contract again especially in up north you guys write contracts you're going to have your formal contract and then any of your fully executed disclosures like lead like your carbon smoke or your ag if you're using either of those obviously any of your coven disclosures for people that have been in the home are going to be added and again those are typically all outlined here for you what it is we're looking for okay [Music] so in order to hook your opportunity up so that you can go out and start working with your actual documents you're going to use the start a transaction button so you have to have your docusign and or dot loop hooked up to your command on this so if you haven't done that that's an aside get with me and make sure that we go over that um so that you have those options here and we are really encouraging everyone to use docusign if you're not familiar with the program and you haven't been using dot loop and you're having to learn something we're encouraging docusign eventually we would like everyone to be switched back over to docusign it doesn't really make any sense to learn dot loop right now if you don't know it okay so i'm going to pick docusign and then she's going to ask me to sign in my docusign account so you have to make sure you know what your login information is for docusign and then you'll notice it's going to take me right out and it's going to create an actual room in docusign that's named exactly the same name as my opportunity in command and i have i have a question lori sorry to interrupt you do you do this do you click on the transaction button before you submit them to the market center or do you wait for the market center to approve them and then do this no there's nothing to approve oh okay this is the under contract okay go sorry yeah got it no listed stage there are no documents here these are just placeholders you have to start that transaction button to be able to go and get your documents to begin with okay okay now if you're doing paper documents and you're just going out and having them sign that's perfectly okay because you can add them manually but if you're using an e-signature platform you want to go ahead yeah that started transaction to create that one-to-one connection got it so this is to create the documents which obviously you have to do before you can submit them yeah and that's that's a whole other class but so for now i'm just going to grab a couple of documents in here just so i can demonstrate yeah what that looks like when as we're pulling our documents in so i'm just going to very quickly go to my listing group i don't even know why it's asking me for 694 it should be 909 because that's my account but let's not even go there so so these are i'm going to grab an exclusive right and an agency disclosure and a fair housing disclosure for my seller and i'm going to add are those automatically in docusign or does one have to upload those all these are here in the libraries again that if you come to one of my docusign classes i'll go over this in great detail okay i'll be doing that that's a little bit later in the month and i spend the whole time in docusign you know i don't want to spend a lot of time there now because this is really about command no trouble please get these forms in so that i can demonstrate okay so you know sometimes gone by i've pulled my forms in i've sent them out for signature everything's signed and it's my time for me to download these documents so that i can submit this file because it's gone live in mls now i've put it up and it's been 48 hours and i have to submit my documents for review because all your documents have to be submitted on your new listings within 48 hours of going live under contract live in mls and then again on your listings or your buyer files there's just one compliance event where you're submitting them within 48 hours of that listing changing to under contract status in mls so you'll notice that i have my go to transaction and my sync transaction here now which means that i have this hooked up to my account i'm going to click sync and that's just going to update those forms that i had just downloaded into that room so now when i'm ready to bring my forms in i'm looking for my exclusive right there's two ways i can do this i can click add a file and i can do them one at a time or i can attach multiple files okay so i'm just going to bring in my exclusive right and i click add a file you'll see it gives me a couple of options manually and that's where i said if you did for some reason have you know go out physically to your appointment and have your site your form signed you can upload them manually you're just going to click browse on your computer you obviously have to have them somewhere on your computer your computer you click on them and it will upload that into that slot for you docusign is an option because i book this particular opportunity up to docusign i'm going to click docusign and it's telling me i have no documents to display so that's a problem it should they should be there because i synced my transaction so let's try one more time [Music] interesting so these documents should be showing up let me just refresh this all right so there's some sort of a glitch so what a perfect world what's going to happen instead of no documents to display it's going to show those documents and i think what this is is this is an issue that i think i personally have because when i signed in i signed in as laurie burns but yeah so this is this is um this is a docusign issue that i have because i have so many accounts and it didn't sign me in properly so let me just try again um it signed me into 694 into the new city market center for some reason um which i don't actually need to um so let me just click on this and see then if okay now i'm in my account in my punxsutawney fill my documents are not here can i try one more time and then we're gonna move on because this is live technology people so let me see okay now this looks better because at least i have an opportunity to pick the proper forms from my market center um not just pulling in a couple more forms again sorry guys oh now if i refresh hopefully this time it's going to be work like a chunk all right let's sneak in here okay here we go so it's working now and that that was just that won't happen you guys that's because i have access to all the market centers and to my own personal docusign and it for some reason it signed me into the wrong one so i got that all fixed now i have my opportunity hooked up in my lori burns account you can see i have the documents here in my punxsutawney phil account i'm ready to download them i'm going to come here i'm going to click add a file and i'm going to say i want to get them from docusign and there are the documents that i just downloaded into my docusign account okay so assume that i've taken the time sent these out got them all he signed and now i'm just taking these these signed forms and i'm pulling them in i'm going to click the exclusive right to sell because that's the placeholder that i'm on and i'm going to click assign and then i see that the document shows up here okay now i have a physical document here these are just placeholders this is an actual physical document if i click on it i should be able to see it it should be completed it should be signed there's some information if i do want to print or download it from here i can but when i have that little green there you'll notice that there is a physical document i want to attach the rest of the documents as multiple files all at the same time i can click here again if i have something on my computer i can go out and get it there i want to go to docusign again you'll notice it will spin and then these little windows pop up you'll see the exclusive right is grayed out i've already downloaded it so it's not going to ask me for that one again i don't need a listing folder checklist obviously so i'm going to shoot down here to agency i'm going to click and in my root folder my agency disclosure should be there because i downloaded it so i'm going to wait until it highlights in green and click on it i need my housing discrimination notice so i'm going to scroll down and look where that is and i believe i pulled in across the form that i'm not as you can see now i didn't lead paint okay so i don't have a covered form but i do have my lid paint disclosure completed so i'm going to pull that in so i've selected now three more documents into this attached file so i can do multiples at a time i click attach i get a little spinning and you'll see the rest of my documents have shown up here okay any questions about yes i've got a question if they populate in a group why did you bring that one in individually or was that just to show us that was just to demonstrate that you can download one at a time okay or you can pull them all in you know how you're working your files you may not be getting them all signed at once you know i i typically will go out and get everything done and just bring it all in when i'm ready to go right right you don't have to you can so you know now if you have one you're still waiting waiting waiting on your cover disclosure and you finally get it yeah you can just use the add a file to end one at a time okay and i have a quick question i guess i usually just do it manually um i'm excited to see this sync transaction and that you can just do it through um docusign does that when you then linked it link it to the docusign the the assigned files will show up automatically as opposed to just the blank one well well you have to get them signed i mean yeah of course but when you know when you send these out so you know you have your blue forms yeah what drops in next is the uh the exact form with the green signed next to it right right right once those are all in here and you've synced this up and you click that add a file yeah those sign files will be there the only thing i would caution is if you have them all in the same folder they all show up here so you want to make sure you're looking at the one that says signed yeah and you know in a way again it's a more of a docusign class but you can create additional folders and forms so that when you do click you're looking for your particular folder where your sign forms are totally thankful yeah so you're you should not be so many people are doing that extra step where they're going to docusign they're getting all the forms done they're clicking the form they're downloading the form or copying it onto their computer then they're going back to command they're manually uploading you just don't have to do that and that's why that started transaction is so important because it hooks them together so when you're clicking that add a file it's always going to take you to this space where all of your documents are located for a very simple download process okay a couple things to notice here this is marked as open so it's very important to pay attention to that because a lot of the agents are putting putting all the files in and then just leaving it when you're ready to go you have to submit to market center in order for us to be able to review it for compliance okay so if you've got your forms in that's great if you're not ready to submit but say you're still waiting on your cove in your health questionnaire once you get all your documents in and you do want to submit this for compliance review then you have to hit submit to market center in order for us to um to get and you know a message that you've asked us to check your file and then you'll see that this status will change to submitted okay the add a comment button is super important for communication so um you know for especially for us in compliance we don't always know what's going on with your files so for example say this is a vacant home and you don't need your covid disclosure it's really great if you can type in the at button and pick me um all the admins will be here and obviously i'm not here because i'm in my account but you will be able to see me you'll be able to highlight me and type me a message and say you know hey no coven required because this is a vacant home and click add reply so let me show you what that looks click add reply okay and there's my message and what i'm going to get is this little box here that shows me that i have a message and you'll see the little red dot in my bell that means that i have an active message where i've been added if you don't act me i don't get the little message in the bell and i can believe it i can't go through thousands of files to see who's trying to communicate with me obviously we're checking the files we're looking at these messages but the at button indicates to me here in my bell that i have a message and you guys should be checking your bell too um to see you know if we're if we've communicated with you okay and that was under add comment you put the message in yeah okay it's here it's right here it's in and then if you click on it and then you can answer back and we can have a little conversation and each one of these so you can add additional comments under the different stages so that if it's an under contract issue you click under contract add comment that will show up here as opposed to on the listed stage okay so you can kind of keep us informed about what's going on as we're going through after this is submitted to the market center what you're going to get is your file status will change to submitted and then once we check it what's going to happen here where it says uploaded and we've checked your files you're going to get an a message that says approved or returned right if it's returned there'll be another little message box right here next to the file and if you hover over that it's going to tell you why the file was returned you could also click on it and if you notice on the right hand side it says rejection reasons and the if you click on rejection reasons in this box here it will tell you why the file is returned because i do get a lot of people saying hey the file's returned i have no idea why that's the way to find out click on the file open it up and go over here to rejection reason and you'll see in the box here um or there'll be again a little one of these little message boxes will show up right here if you hover over it a little message will pop up in the box that says hey you forgot to initial part f of the lead page or whatever it is excuse me any questions about that i have a question about the the um little note next to listed that says open you pointed that out when does it change to closed or something at some point then or not yeah yeah that this is going to change when you submit it so okay enter the status is going to turn to change to submitted okay once we have checked it if this is approved and compliance approved it this is going to turn into a big green approved okay returned it's going to be a red return okay got it that's when you look over there and find out why okay yeah let me just see quickly if i i think i'm archived i had so many files but i had some of them that i had labeled that i've done yeah here we go compliance check so we'll take a quick look at this one and give you an idea okay yeah so there you go so if you get if you if you log back into your documents section and this is what you're looking at you have a problem something's missing okay so you can click on your little button here um and see if we've left you a note um or you can come down here you'll notice the statuses have changed on the far left hand side the exclusive right to sell is approved it's good okay so there's no problem with that ah i got to my agency disclosure it says rejected when they did move my little note so here's the part where i hover over the little note that says please complete part c and sign so the agency disclosure although you uploaded it was not properly completed okay again if i click on it and i don't think i have the right document here but it's irrelevant i come if i come over and i click on rejection reason you'll see please complete part c and sign so you'll know by looking at this the clues this is rejected this is y or i can open it and see why okay so now i have to go ahead and complete my agency disclosure properly i'm gonna click on the three little boxes when i get my new agency disclosure ready to go i'm gonna click replace and it brings me right back to that same screen where i'm gonna go to docusign or manually wherever it is i'm going to re-upload the document i'm going to click replace and it's going to show up and then it's going to be this purple replace button if rejected it's going to return is going to return change to replace okay okay and then again it's very important once you make those changes the resubmit button will light back up and then you're going to want to resubmit it for compliance to check it again okay more information this particular document is missing okay so i have one approved i have one that's been returned i have one that's just missing i never uploaded the whole harmless and and say okay this is i totally forgot i'm going to go ahead and add that file this one i went ahead and replaced already so you can get an idea of what that looks like and again once i've got all my documents added that i need added i'm going to go ahead and resubmit my file to compliance for review we're going to go back over it ideally what you're looking for is all of these little placeholders on the left to look green approved and to have this here say green approved and that means that your listing file is approved and ready to go okay when you go under contract you come you go through the whole process over again and you submit it to the market center and you're looking for the same thing again your purchase offer your fully executed disclosures we're going to submit to the market center if you have two green approved here on your listing you are approved and ready for closing that we we do not require unless you're in pennsylvania we don't these these particular documents on the closed stage you are more than welcome to upload your commission statement for the file and we always recommend that you're updating your mls listing status but if you'll notice they are optional so they do not need to be in the file in order for us to approve it so if you have a green approved here and a green approved here and you're getting ready to close you know you're all ready to go and your that file will be approved through compliance when the check comes in okay any questions i just want to show you a buyer file quickly because again it is just a little bit different in terms of what it looks like [Music] so this when you click on a buyer file and you create a brand new buyer file again this is a residential we have one for vacant land this is uh pennsylvania and commercial because it's united but it might be columbia green northern duchess or it might say ulster it's defaults to the consultation so there's still three phases and keller williams created this we didn't so we can't change this but what you'll notice is when you pick your checklist type and these items drop down they all say optional there's only two and i've put a note here because again i have people adding items you can use the add item to add additional documents additional placeholders there's people adding all their files here because they don't see them please see under contract on the left side menu okay only thing you might be putting here is an exclusive right to represent buyer agreement which is optional when you're working with the buyer you're starting at the under contract phase so even though it defaults to consultation you want to click under contract to see based on your checklist what documents are required from you okay you're coming right here that needs to be submitted to the market center within 48 hours of the file going under contracting mls before that we have no information about your buyers we don't know who you're you're working with uh or that you even have a buyer file until it goes under contract okay so but you don't do that until they actually are under contract prior to that you're under consultation yes right so if you're but again nothing required remember this is strictly from a compliance perspective we don't require you to submit any documents here in the consultation phase right it's under contract and then you're going to download your purchase contract or your purchase offer agency property condition disclosure acknowledgement for housing led pain if applicable remember lead paint should always be fully executed by all parties prior to signing of contracts so if you're working with a buyer you should be asking the listing agent for the copy of their lead paint disclosure take it to your home inspection with you and have your buyer sign it there it's an excellent time to talk about red paint okay so for your buyer files once that's submitted for review if you have a green approved here just one approval your file is compliant and ready to go again for closed we have a spot for you to put a commission statement and uh your ml a copy of your mls listing but again these are optional documents so while in your listing folder files you're looking for two green approves when we're working with a buyer it's only one green approval in order for you to get beginning page okay and that's really it for the basics or you do have any questions at that up to this point anything else that you'd like me to cover not so far i'm good so far myself yeah i'm good thanks okay so you know again that's you know the basic you know parts that are you know that tend to trick people um that i really wanted to cover and go over as far as um you know what it looked like when it was finally approved or not the statuses the stages and how you're getting those documents in all right kind of all right yeah okay no well and that's all i'm going to do today so unless you have questions ask ask away otherwise we are done here um is there anything we need to know nothing no documents in the seller profile oh no okay details yeah i think it was i think it was clear the seller profile is all about the seller right has to do with again you know have you um sent them your app where are they are they registered where are they looking and so on the details as i said if you're working with a buyer once you finally get a property address you're going to want to come over here and and drop that in here [Music] but the documents is where all the magic happens in terms of actually initially getting everything submitted for compliance got it okay later in the week on thursday about adding offers so um if you want to come and hang out that would be the next stage once you get your um your under contract and your offers accepted and you're going to want to go ahead and put an offer in and we're going to go through that it's also a very powerful listing tool because um you can put multiple offers and create grids and reports for your seller so i'm going to go over all that i'm going to go over the basics of what you absolutely have to do to get paid in terms of your offer but i'm also going to show um the benefit of that as a real powerful tool on a listing appointment or in a multiple offer situation that's thursday you said yeah thursday and when is the docusign class please um or do i just look out for it it's on the um let's see uh basic document next thursday next thursday the 21st at two o'clock okay great thank you all right thank you lori you're very welcome thanks