ASC RESOURCE GUIDE
GET SCHMIDT DONE.
Resource Index Contents
Core Values.................................................................................... 4 Agent Onboarding Process.......................................................... 5 Who to Call?................................................................................... 6 Office Supply Order...................................................................... 8 Personal Expense & Mileage...................................................... 10 Petty Cash Reimbursement.........................................................11 Postage Requests......................................................................... 13 End of Month Reports..................................................................14 DASH..............................................................................................15 CBx Seller Leads..........................................................................20 Adding an Agent to Xpress Docs.............................................. 27 ListTrack Market Reports........................................................... 28 Adding an agent to L2L..............................................................30 Property Owner Data.................................................................. 33 Adding a New Agent to Dotloop.............................................. 34 Adding a Listing to Dotloop...................................................... 35 Entering Showings in ShowingTime......................................... 39 RingCentral Desktop App.......................................................... 48 Timecard & Payroll Procedures.................................................50 Referrals........................................................................................ 55 Schmidt Video Classroom...........................................................71
Core Values
Core Values
LOYALTY INITIATIVE POSTIVE OUTLOOK SERVANT LEADERSHIP COLLABORATION
Agent Onboarding Process
ASC/Manager Notifies RSC of new Agent
RSC gives Agent info to: • Human Resources • Marketing • Training Coordinator
Agent turns paperwork in to Manager/ASC
RSC Checks LARA
RSC enters agent into DASH & Online Office
ASC turns paperwork into RSC
Training Coordinator notifies agent, ASC, manager of passwords & training schedule
Who to Call? Maintenance: NOMI- Rob Gray 231-631-1243 rob.gray@cbgreatlakes.com CEMI- Rob Gray 231-631-1243 rob.gray@cbgreatlakes.com SOMI- William Erickson 616-949-9400 ws4erickson@gmail.com Ring Central: Rich Doher 231-668-1352 rdoher@utilityreduction.com Accounting/Closing Department: Mike Griffith 231-995-8144 mike.griffith@cbgreatlakes.com Brianne Bee 31-995-8187 brianne.bee@cbgreatlakes.com Accounts Payable: Vicky Prough 231-995-7639 vicky.prough@cbgreatlakes.com Kristen Gray 231-668-9111 kristen.gray@cbgreatlakes.com Accounts Receivable: Sue Kelly 231-922-3946 sue.kelly@cbgreatlakes.com Human Resources: Julie Vance
231-995-8169 julie.vance@cbgreatlakes.com
Referrals and Relocation: Kim Fouch 231-995-8163 kim.fouch@cbgreatlakes.com Dayna Feldhauser 231-995-8167 dayna.feldhauser@cbgreatlakes.com IT Services: Larry Duchene
231-313-5246 larryd623@me.com
Moxi: Support Desk 206.388.4789 support@moxiworks.com Coldwell Banker Help Desk: Help Desk 1-877-4-Coldwell
UP: Sarah Bennett ~ sarah.bennett@cbgreatlakes.com ~ 906.828.4059 NOMI: Deb Juday ~ deb.juday@cbgreatlakes.com ~ 231.347.7600 Leelanau County: Jessica Peplinksi ~ Jessica.peplinski@cbgreatlakes. com ~ 231.271.6161 CEMI: Tia Hammar ~ tia.hammar@cbgreatlakes.com ~ 231.775.1737 Lakeshore: Judi Luptak ~ judi.luptak@cbgreatlakes.com ~ 231.288.3335 Grand Rapids: Becky Ewing ~ becky.ewing@cbgreatlakes.com ~ 616.949.9400 For new agent paperwork, please send to the RSC for your office. Sarah Bennett Marquette Escanaba Newberry Naubinway Cedarville St. Ignace Judi Luptak Fremont Newaygo Hart Whitehall Muskegon Grand Haven Holland Saugatuck Sparta Rockford East Grand Rapids Cascade
Deb Juday Cheboygan Indian River Harbor Springs Petoskey Charlevoix Boyne City Bellaire Gaylord Tia Hammar Elk Rapids Kalkaska Traverse City Benzie Cadillac Houghton Lake Higgins Lake Big Rapids Jessica Peplinski Suttons Bay Leland Glen Arbor
Office Supply Order
WHO: ASC METRIC: 20-30 MINUTES OFFICE SUPPLY ORDERS CAN BE DONE QUARTERLY Do an inventory check of the office supplies before filling out the form
1. Log into Staples Business Advantage. Select the “ship to” location. 2. Double check the address to make sure it is correct. 3. Click OK
1. Select “your list” from the task bar on the top of the page. 2. Click on “Approved items to order”
1. Once the product list comes up, you can search what you would like to order in the search bar. 2. Or you can scroll through the approved items list. 3. Once you have found the product to order, select the quantity you will need. 4. Check the box “select item” 5. Then click “add to cart” and continue until all items needed are in the cart. 6. If there is an item needed that is not in the pre-approved supply list, you MUST FIRST email Carrie Skomp and get her approval BEFORE ordering it. She can be reached at carrie@schmidtHQ.com
In the top, right corner click “Review Cart” 1. Once you have reviewed the order, scroll all the way to the bottom and click “Submit Order” and then you are done! The order will be submitted to the accounting department to be approved before it is shipped. You will receive a notification email once the order is submitted, approved and shipped. For the staples help desk please call: 1-877-826-7755 For ordering questions call Kristen Gray at 231-668-9111 or Vicky Prough at 231-995-7639
Personal Expense & Mileage WHO: ASC
METRIC: 5-10 MINUTES
Please ask your RSC for the most current reimbursement form Personal Expense Reimbursement Fill in the name of the person, Office location and contact information, who will be receiving the reimbursement. Enter the last day of the month in the date box. From the receipts that are collected, input each item from the receipts under the corresponding category with one item per line. (i.e. If you have a lunch that work was conducted it would go under meetings and conferences. If there was a supply purchased it would go under “supplies�) Be sure to include the tax into anything that is not exempt. The totals from each category should auto sum in the Totals box. Double check to make sure the totals match receipts. Have the person getting the reimbursement and the manager both sign the form. Scan the signed document and all of the receipts to yourself. Forward the documents and receipts to accountspayable@cbgreatlakes.com, include in the subject line that this is a personal expense reimbursement. Mileage Reimbursement Enter in the name and month end date of the person receiving the reimbursement. Enter the date and location traveled to, along with the reason for going, into the Miscellaneous and Travel Expense Column. Enter in the miles from office to destination. The amount will auto fill once the miles have been inputted. Collect the required signatures of the employee and manager in the signature box. Scan the signed document to yourself and forward to hr@cbgreatlakes.com Mileage reimbursements go through payroll.
Petty Cash Reimbursement WHO: ASC METRIC: 20-30 MINUTES Please ask your RSC for the most current reimbursement form 1. Enter in the cash received amount from the last reimbursement. This and the remaining petty cash balance should equal $100. 2. Enter each itemized purchase from the receipts under the corresponding category. 3. Enter in the total per item, including tax. 4. Enter in the total of the receipts 5. Enter in the total balance. 6. The itemized total, and the remaining cash should add up to $100. 7. Scan all receipts to yourself. 8. Forward the receipts and the petty cash form to accountspayable@cbgreatlakes.com 9. See petty cash guidelines below:
MESSAGE FROM VICKY IN ACCOUNTS PAYABLE Part of my job, is to help minimize cost and help maximize efficiency and profitability for the Corporation, with that being said I am sending a gentle reminder that things like Cleaning supplies, facial tissue, coffee, coffee supplies, bandages, etc., should be purchased through Kristen Gray or me with your Staples order. Petty Cash is to be used for emergency supplies, miscellaneous postage request, sales meetings, etc. We receive a corporate discount through Staples as well as a quarterly rebate so all supplies should be ordered through them via Kristen or me. If it is available (within reason) on the Staples website, we can order it. I have also included a copy of the corporate petty cash guidelines policy. As always, feel free to give myself or Kristen a call if you have questions Thanks for all you do, Vicky
PETTY CASH POLICY PURPOSE Petty cash funds are for small incidental cash purchases by employees for an amount up to $100. Petty cash provides availability for small purchases of products and or services when it is not practical or efficient to make the purchase through the normal process via the weekly supply. Petty cash can be used for unexpected emergencies such as office supplies, coffee supplies, postal expenses, Birthday/Sympathy cards, bank fees, sales meeting goodies, etc. SECURING THE PETTY CASH ACCOUNT The manager is in charge of ensuring the security of petty cash money held by their office. All cash and receipts for expenditures must be held in a secure area with access limited to the BC or Office Manager. The manager is responsible for the petty cash thus access to the funds must be limited. The petty cash fund will be reconciled on a regular basis by the manager. The manager must ensure that the cash on hand plus the receipts are equivalent to the total amount disbursed ($100.00) to the petty cash account. PETTY CASH PURCHASES An employee making a purchase with petty cash must follow this process 1) Obtain approval from the office manager 2) Obtain petty cash funds for the equivalent amount of the anticipated purchase 3) Make the purchase and obtain a receipt 4) Provide the receipt to the BC or manager If an employee does not obtain petty cash funds prior to the purchase, the employee should, submit receipts and receive reimbursement as soon as possible after purchase is made. REIMBURSING PETTY CASH ACCOUNT Reimbursement of the petty cash fund should be completed at least, but not limited to once per month. All reimbursement requests must be made by completing the petty cash log, balancing the petty cash log to the receipts and scanning the log, and receipts and e-mailing them to the Accounting Department accountspayable@cbgreatlakes.com IF YOU HAVE ANY QUESTIONS CONTACT VICKY IN ACCOUNTS PAYABLE AT: 231-995-7639 OR accountspayable@cbgreatlakes.com
Postage Requests WHO: ASC
METRIC: 5 MINUTES
1. Always check the www.USPS.com website for current pricing before placing an order 2. Clarify which office is requesting postage. 3. Enter the date of the request. 4. Enter the denomination of stamp being requested. 5. Enter the quantity of the stamp needed. 6. Enter the total of each denomination. 7. Enter the total of the whole order. 8. Michigan offices send to the accountspayable@cbgreatlakes.com, Florida offices send to accountspayable.fl@cbgreatlakes.com
ADDING POSTAGE TO A POSTAGE METER WHO: ASC METRIC: 5 MINUTES 1. Connect the cable to the back of the meter. 2. Turn on the postage machine and connect the cable to the computer. 3. Press “Add Postage” 4. Press “Add $500” 5. Follow the prompts displayed on the postage meter.
End of Month Reports TRANSACTION LOG (WRITTEN BUSINESS) WHO: ASC METRIC: 3 MINUTES PER INPUT Instructions for entering a sale into the transaction log on the next page EACH UNDER CONTRACT SHOULD BE RECORDED AS THE PAPERWORK IS SUBMITTED TO THE ASC
1. Please add Office Name, Month and Year to the header of the spread sheet. 2. Please name the spreadsheet as Office Name, Month, Year Transaction Log. (Eg. “Suttons Bay February 2019 Transaction Log”) 1. Please delete all extra rows between the final transaction and totals at the bottom of the page so when it is printed, the totals show directly after the last transaction. 2. Email the TR log to amy.miller@ cbgreatlakes.com 3. In the subject line of your email, please include “office name, month, year Transaction Log” (e.g. Suttons Bay February 2019 Transaction Log)
DASH INPUTTING AN “UNDER CONTRACT” INTO DASH: WHO: ASC METRIC: 20-30 MINUTES REPRESENTING THE LISTING AGENT AND SELLING AGENT (All info should be located on the Closing Cover Sheet
1. Click on “Add a Residential Sale Transaction. (Or if you have not customized your dashboard, it can also be found under the left-hand side under Transactions -> Add residential transaction -> Sale.) 1. Click on Already exists in Dash 2. Click YES that you are representing the buyer. 3. Enter the MLS number or property address, and click on the correct one that pops up.
1. Start on the Listing and Terms Tab. 2. Check to make sure all of the listing office information is correct. (This should auto fill) 3. Check to make sure the buying side office is correct. (This should auto fill) 4. Enter the final sale price. 5. Enter the percentage of the commission for the buying side. Gross Commission will auto fill. Gross commission can also be entered, in which case the percentage will autofill. 6. Enter the percentage of the commission for the listing side. Gross Commission will autofill. 7. Enter the Under Contract Date from the closing cover sheet. 8. Estimated Close date should auto populate for 2 months out. Please be sure to change that to one year after the contract date so that it doesn’t expire. 9. Sales Associate for the Listing Side will auto populate. 10. Enter the name of the Sales Associate for the Buying side. 11. Click on the Commission and Deductions Tab.
1. Enter any Referral info in this tab, if there is any. Check to make sure all commission is correct. Then click SELLER at the bottom of the page.
1. Select “Personal Referral” as the seller source. 2. Select “Agent” as the seller lead. 3. Select “Person/Individual” as the type, then enter the First and Last Name. If it is a Trust or LLC then select that option from the “Type” and enter the Entity Name. Scroll down the page and enter the email address. This is how they get their coupons. Select “Add another seller” if there are multiple sellers. If not, click “Buyer” at the bottom of the page.
1. Select “Personal Referral” as the buyer source and “Agent” as the buyer lead. 2. Select “First time Buyer” as the type. 3. Enter in First and Last name. If it is an LLC or Trust, select that as the type and then enter entity name. Then click “Review” at the bottom of the page. Once you have reviewed all information, click “finish”. Your TR# will appear at the top of the page. Enter only the last 4 digits of the number onto the Closing Cover Sheet.
REPRESENTING THE LISTING AGENT ONLY 1. Select “Already Exists in Dash” 2. Select “NO” for representing the buyer 3. Enter the MLS # or the property address. 4. Select the correct property that comes up. 5. Follow all of the previous steps, skipping the “BUYER” section. ( You will need to enter in the “Buying office”. You will NOT need to fill in the selling agent. All required fields will be marked with a red asterisk.
REPRESENTING THE BUYERS AGENT ONLY 1. Select “Not in Dash” 2. Select “Buyer” as who you are representing. 3. Select “GO”
1. Select the Property type, Residential or Vacant land. 2. Select the property sub type. 3. Enter in the Address 4. Enter in the city, the state will auto fill. 5. Enter in the zip code. 6. Select “Listing and Terms” at the bottom of the page.
REPRESENTING THE LISTING AGENT ONLY 1. Scroll to find the outside broker brand. Select “other” if not listed as an option. 2. Fill in the outside broker office. 3. Enter the MLS #. This is not a required task, however it needs to be filled in. 4. Enter the sale price. 5. Enter in the commission on the selling side. 6. Enter the contract date. 7. Enter the estimated close date. Make this a year from contract date so that it doesn’t expire. 8. Enter the Sales Associate on the Buyer side, then click Commission and deductions at the bottom of the page. Enter any referral info on this page, along with double checking the commission. 9. Skip the “Seller” tab, and then enter the buyer info as stated in the above section. Click “Review” and make sure all info is correct. Then click on “finish” and enter the last 4 digits of the TR# on the closing cover sheet as stated in the directions above.
ENTERING A CREATED SALE INTO DASH 1. Click on “Add a Residential Sale Transaction” 2. Click “Not in Dash” and select if you are representing the Seller, Buyer or both. 3. Follow all the previous steps listed above according to who you are representing. Please remember that each office should have a unique TR# per side. Please follow the steps similar to who you are representing when inputting a commercial sale. Dash help desk: 1-800-426-5393 or help@coldwellbanker.com
CBx Seller Leads WHO: ASC
HOW TO ASSIGN LEADS METRIC: 5-10 MINUTES Will vary by office
From the DASHBOARD in ONLINE OFFICE click on CBExchange.
Click on the button icon (known as the Springboard) on the right hand side of the screen.
In the Springboard menu click on CBx Seller Leads.
Log in using your Coldwell Banker email and password
This is the CBx Seller Leads DASHBOARD. #1 Lists all agents in your office #2 #3 #4 and #5 are current stats #6 Prospect Search – by clicking on Prospect Search, you will be directed to the next screen
Enter the zip code for the area you want to pull leads from and from the drop down box click on the town you want to start with
A list of all available leads will pop up in the next window. Choose from one of the available categories: Young Couple, School Age or Young Family Click on the blue file folder to the left of the address for leads that you want to assign Click on Start Assigning
Check the blue folder next to the address Click on the Assign button
A box will pop up that says ASSIGN TO AN AGENT. Start typing in agent name and when this comes up click on the Agent name and click on ASSIGN
Leads have now been assigned to the Agent. If there are more leads to assign, go back to the CBx Seller Leads Dashboard and start over.
Status information that can be found in the CBx Seller Leads DASHBOARD. Click on the Stat Dashboard button and from the Dropdown Menu choose Prospect Grid
In this screen you will see three tabs labeled: RETURNED PROSPECTS, ASSIGNED PROSPECTS and CLAIMED PROSPECTS The RETURNED PROSPECTS tab will show all leads that have been returned. The reason the lead was returned will be in the RETURNED STATUS column
The ASSIGNED PROSPECTS tab will show leads that have been assigned to agents
The CLAIMED PROSPECTS tab shows all leads that have been claimed by Agents.
There is also a short tutorial located in the USER GUIDE which is located at the bottom of the DASHBOARD
Help desk Number: 1-800-4- COLDWELL
Adding an Agent to Xpress Docs
WHO: ASC
METRIC: 5-10 MINUTES Will vary by office At the top of the screen click “My Account”, then click “create user account” under the Account Recourses column. 1. Enter in the Agents First Name as they would like it to appear. 2. Enter in the Agents last name. 3. Enter in the agents phone number , including the area code. Include dashes. 4. Enter in the agents work email address. 5. Enter in the agents work email again. This one will be used as a login. 6. Create a password for the agent. 7. Confirm the password. 8. Send the Login Email and Password to the agent. Enter in any agent info, such as cell number, office number, email address, website etc. The agent can also do this once they log in and set this as default info. Once you have completed filling in all necessary information click on “Create” at the bottom of the page. See schmidtresources.com for videos on how to create mailers etc. Help Desk: 1-866-977-3627 info@xpressdocs.com
ListTrack Market Reports
WHO: ASC
METRIC: 5-10 MINUTES 1. To send a market report to a seller, click on “my listings” on the left hand side. 2. Find the correct listing address and click “Listing Stats”
1. Click the blue “here” button to set up the email to the seller. If you want to preview what the email will look like then click on the green “here”. You can also scroll through the page to look at the views and stats.
1. Enter the first name of the seller. 2. Enter the last name of the seller 3. Enter the Sellers email. You can enter multiple emails separated with a comma. 4. Enter any email addresses you would like CC’d or you can skip this section. 5. Enter any blind copied email address or skip this section. 6. The “reply to” email address will auto populate. Or you can change it if it needs to go to an admin or different email address. Help Desk: 1-800-4-COLDWELL
1. The email subject line uses a default and will auto fill, however you can update this to whatever you would like it to be. 2. The body of the email is a standard description. You can update this to say whatever you would like it to. 3. Choose the delivery options you would prefer. Click on the “send weekly” button to send them out each Monday. Click “send monthly” for the beginning of each month. Click the “off” and “send immediately” to send it as a one-time event. 4. Click the “submit” button when everything has been proof read and you are ready to send.
Adding an agent to L2L
WHO: ASC
METRIC: 5-10 MINUTES
http://listingstoleads.com Highlight the above link Right Click Click on Open Hyperlink You will be redirected to the Log-in page for Listings2Leads Your log-in will be your office name. If you need log-in permissions, contact Carrie Skomp at carrie.skomp@cbgreatlakes.com INPUTTING A NEW AGENT IN L2L (LISTINGS TO LEADS) From the Broker Desktop in Listings2Leads Add Agents Click ‘Agents’ in the horizontal blue (it may be a different color) navigation bar and then the green ‘Add Agents’ button (see the first screenshot below). Enter the agent’s information in the form shown in the second screenshot. When the agent’s information is saved, the agent will get a Welcome Email letting them know that their account is ready to use as shown in the 3rd screenshot! ONCE you add an agent to your account, they will get a Welcome to Listings-to-Leads email (see bottom screenshot) with their: 1. Account log-in information. 2. Invite to our Facebook Mastermind Group that has a TON of tips from our users and us! 3. How to start marketing your listings to generate buyer, seller and referral leads. 4. How to generate seller leads and listings! Please be sure to call them and let them know to open and read the email and to request an invitation to the Facebook mastermind group! It has so much good information in it that it alone is worth good money!
TAKE THIS TIME TO REMIND YOUR AGENTS ABOUT OUR RECURRING TRAINING every Monday and Thursday covering: 1. Facebook Lead Generation 2. Listing Marketing for Buyer, Seller and Referral Leads 3. Essential Landing Pages to Grow Your Business Send them this link and add to your current office training calendar (ask us for the HTML for each training if you would like!): https://www.listingstoleads.com/blog/category/webinar-registrations/
Program Support: support@listingstoleads.com 1-800-788-8508
Property Owner Data
WHO: ASC
METRIC: 2 MINUTES
1. Click on the “Request Access” button.
1. Enter in your First Name 2. Enter in your Last Name 3. Enter “Schmidt Family of Companies” 4. Enter in your work email 5. Click on “Request” 6. Allow for it to be approved. An email will be sent to you shortly. Then follow the instructions in the email to log in.
1. Click on the drop down menu “Select State” 2. Select the State that you would like information from. 3. Next select the county, and click on the green “NEXT” in the top right corner. Enter in the search criteria and hit “Search” 4. Choose whether you want to download an Excel Spreadsheet, CSV Spreadsheet, or Labels. 5. Remember to remove duplicate addresses.
Adding a New Agent to Dotloop
WHO: ASC
METRIC: 1 MINUTE
1. When adding a new agent, start by logging into dotloop and clicking on “People” on the task bar along the top. 1. Click on the office that you are adding them to. The click the “Add Person” button along the office list. 1. Enter the Agents first and last name. 2. Enter their business email address. 3. Type in a “Welcome” that they will receive in an email. 4. Click “Add Person”.
FOR AN INTRO TO YOUR DOTLOOP BUSINESS ACCOUNT CLICK HERE FOR INSTRUCTIONS ON CUSTOMIZING YOUR WORKFLOW CLICK HERE FOR INSTRUCTIONS ON MANAGING YOUR LOOPS CLICK HERE FOR ALL OTHER QUESTIONS CLICK HERE TO VISIT THE RESOURCE CENTER FOR VIDEOS AND TRAINING CLICK HERE
For the dotloop support desk call 1 (888)-368-5667
Adding a Listing to Dotloop
WHO: ASC
METRIC: 5 MINUTES
Click the ADD LOOP button in the top right-hand corner of the main page. Name the loop using the property address. Complete property address should auto fill from google maps. Click the correct address. By selecting this as your loop name, it will auto fill to your forms. Select the correct loop template ONLY IF YOU ARE AN AGENT, whether it is listing or purchase documents for residential or vacant land. (ASC’S WILL GET THE DOCUMENTS FROM THE AGENT. ASC’S CAN JUST CLICK CONTINUE WITHOUT SELECTING A LOOP TEMPLATE) By choosing a loop template, all of your required documents will auto populate into the loop. Click continue. Upload a photo if desired, however it is not required, then click DONE. Then on the next page click VIEW LOOP. REMEMBER IT IS THE AGENT’S RESPONSIBILITY TO COMPLETE THE REQUIRED DOCUMENTS. IF THE AGENT IS NOT USING DOTLOOP IT IS THE ASC’S RESPONSIBILITY TO CREATE THE LOOP USING THE STEPS ABOVE omitting the template section AND ADD THE DOCUMENTS
1. Click the 3 dots to the right of the folder to expose a drop-down menu. 2. Click “RENAME”. Rename the folder to “Listing Documents”. 3. Upload the listing documents provided from the agent into the Listing folder using either the browse or email selection.
Upload the listing documents provided from the agent into the Listing Folder using either the Browse or Email Selection.
Now that you have your listing documents in your listing folder, you will click “submit for review” in the top righthand corner of the page.
Once you have “submitted for review” there will be a bright orange bar at the top. Click “OPEN ALL” then approve all documents. Once all documents are approved, click DONE.
Change the status to “Final Review Approved” 1. Double check and edit if needed the transaction type. 2. Once you have selected the transaction type, the loop status will appear. Change the status to “Active Listing”. The loop will only be searchable if it is active. 3. It is the ASC’s responsibility to add the Sellers Name as a tag. Agents are unable to add tags. The correct format should be “S- Sellers Last Name”
PENDINGS Once you are notified of a pending transaction, (through an email from dotloop or a purchase package from an agent) confirm that all the documents are included and complete. If the transaction is in dotloop, approve the documents using the steps above in the listing section.
If the agent hands you a hard copy, you must upload it into dotloop following the steps listed above outlined in the new listing process, by creating a loop for the purchase and uploading the documents into a PURCHASE FOLDER. Use the appropriate type and status. IF THE LISTING AGENT AND SELLING AGENT ARE THE SAME, YOU NEED TO ADD IT TO THE LISTING LOOP THAT IS ALREADY CREATED. Change the status in the MLS if applicable. Enter the transaction into dash to get the transaction number. See the DASH section of this manual for instructions on getting a transaction number. Add the buyer’s last name to the tag section using the format “B- Buyers Name” Add the Transaction ID number from dash as a tag in the format “T-1234” If we are holding an EMD, upload a copy of the Earnest Money Check and proof of deposit into the loop. CLOSING Deposit the commission check and upload a copy of the check into the closing folder using either the email or browse options in the add document option. Receive the closing documents from either the title company or the agent. If uploading a hard copy put the settlement statement on top and upload them into the loop under a new folder CLOSING DOCUMENTS or the existing one if a loop template was used. Change the status of the loop to Closed. If applicable, change the status in the MLS to SOLD.
Entering Showings in ShowingTime
WHO: ASC
METRIC: 3 MINUTES
How to setup a showing in ShowingTime 1. From the home screen, either click on one of the appointment types or hover over the “New Showing” tab and a dropdown list will appear, Click on the type of appointment you are trying to set up.
OR
2. Enter Full address, partial address, or MLS number. As you begin to type in the information, the list will begin to get smaller according to the listings that match the information you entered. *See Below*
3. When you see the property that you are looking for, Click on it.
4. Enter the Agent, Appraiser, or Inspector’s Name or ID. Again, As you begin to type in the information, the list will begin to get smaller according to the people that match the information you entered. *See Below*
5. When you see the name that you are looking for, Click on it.
6. Click on the Day of the appointment.
7. Click on the Start Time and End Time of the appointment.
8. If you haven’t already chosen the type of appointment or need to change the type of Appointment, you can do it on this page. There is a dropdown box under “Appointment Type” Click on the appropriate appointment type.
9. Click on “Continue: Save Appointment As Shown”.
10. The Appointment is Set! Now you can make phone calls (If there are any to make) or go back to your home screen or dashboard.
WHO: ASC
METRIC: 1 MINUTES
How to re-open an appointment
For more information and help with ShowingTime right click on the following link and click on Open Hyperlink ShowingTime Support 1-800-379-0057
RingCentral Desktop App WHO: ASC
METRIC: 5 MINUTES
VISIT THE LINK HERE TO DOWNLOAD THE APP
Click “DOWNLOAD FOR PC” in the center of your screen For a windows computer, it will download to the bottom left corner of your computer. Click on it when it has finished downloading.
This window will open once it has downloaded. Click “NEXT”
1. 1. Check the box to accept the terms in the license agreement. 2. 2. Click “NEXT”
Click “Install”
Click “Finish”
The app will look like this on your desktop. Double click to open it. You will need to sign in with the company phone number and password that you use for the desk top app. Follow the prompts provided by the app, and select your area code. 1. Click on the contacts button located across the top task bar. 2. Search the contact or scroll to find the person you wish to communicate with. 3. Click the bubble icon to text. Call Rich Doher with any Ring Central questions. 231-668-1352 Click here to visit the user guide with any other questions.
Timecard & Payroll Procedures WHO: ASC
METRIC: 5 Seconds - 5 Minutes
CLOCKING IN AND OUT
Visit the website HERE TO CLOCK IN 1. 1. Type your Username provided by the Human Resource Department. 2. 2. Type your password provided by the Human Resource Department. You will be required to change your password after the first login. You will need to verify it is you either by phone or email. Be sure to check the box “remember me” so you don’t have to do it each time. 3. 3.Click either LOG IN, CLOCK IN or CLOCK OUT 1. Once you have logged in, you can view your current or past time cards by clicking the quick link located on the far-right hand side of the main dashboard. 2. From this Quick Link, you can also access your tax info, pay statements, update passwords, and request time off. 3. 3. If you have an edit to make to your time card, such as a missed punch or correction, click on current timesheet.
WHO: ASC
METRIC: 1-2 Minutes
REQUESTING TIME OFF
Your accumulated balances can be found in the middle of your dashboard. Please keep in mind, that although you may have accumulated hours, you will need to be with the company for a minimum of 6 months before you can use them.
1. Select the “Request� button on the right hand side of the dashboard under Quick Links. 2. Select the type of time off. (Bereavement, PTO, Sick, Unpaid time off or Vacation) 3. For a full day, select the date that you will be taking off. 4. For a partial date: select the date 5. 5. Input the time you will need to start the time off. 6. Input the end time. 7. Make sure the total is correct. You will need to put in AM or PM into the times entered. 8. Add a comment if you would like but it is not required. 9. Follow the same steps for partial days or multiple days. Please remember the company does not allow overtime or compensation time. All work should be done during scheduled work hours. If for some reason there is an exception, the manager must approve it. If you are working longer than 6 hours in a day, you must take an unpaid 30-minute minimum lunch hour. Please contact Julie Vance at 231-995-8169 with any questions.
WHO: ASC
METRIC: 1-2 Minutes
TIME CHANGE REQUESTS
Click on “Change Requests” in the top right corner.
Click on “Add Time Entry”. You can also cancel a time off request, modify a punch in/out, or request a change to your approved time off. 1. Select the date of the time sheet edit. 2. Enter in the correct “time from” that needs to show on your time card, including the AM or PM. 3. Enter in the correct “time to” as well, including the AM or PM. Note that you will need to enter both of these whether they both need to be corrected or not. 4. The total will automatically calculate, double check that it is correct. 5. Select the Office/Department you are in. You will have two choice to choose from, one is the manager and one is the admin. Be sure to select the correct option. 6. Select the Location of your office or department. The easiest way to search this is by state first and then by the first number of the office address. 7. Click Submit Changes. On the next screen enter the reason for the change request and click “Request”
Once the request is submitted you will see this on the dashboard screen. Your manager will then receive an email requesting the change. Once the edit has been made your time sheet will have a little red “e” next to the punch that has been edited. MANAGERS: When your ASC requests a time edit, you will receive an email that looks like this. It will be from donotreply@ workforcepayhub. You will need to click the “login” part of the email and enter your credentials. Click the little “hamburger” located in the top left-hand corner of the dashboard.
Once you are in the Dashboard task bar, click on “Manage Time”, then “Manage Timesheets”, then “Pending Timesheet Change Requests”
Scroll down until you find the correct employee
Scroll over until you find the “New Value” column. The requested edits will show in this column. Once you know the correct values to input, scroll over to the left hand side and click on “time sheet edit” that looks like this:
1. Enter in the “From” time indicated on the previous page under the New Value column 2. Enter in the “To” time indicated on the previous page under the New Value column. 3. Click “Save”
The time card will now show a red “e” indicating that an edit has been made. ASCs will receive an email indicating that the end of a pay period will be coming up. It is your responsibility to make sure that requested edits have been made and that your time card is correct. Please reach out to your manager if they have not fulfilled requested edits. If the manager is unavailable, please reach out to your RSC. You will be required to add a note in the time card section, so that it is documented in the payroll application. If you have any questions please reach out to Julie Vance at 231-995-8169 or Sue Kelly at 231-922-3946
Referrals Incoming Referrals: • Coldwell Banker Schmidt Realtors (CBSR) receives a buyer or seller as the result of a referral from another Broker, Affinity program, Corporation, bank-owned, Relocation company or other third party. • As a result of an incoming referral CBSR will send a referral fee (a portion of our commission) to the referring entity. • Referral commissions vary depending on the source of the referral but are generally between 20% and 40% of referred side. Outgoing Referrals: • CBSR sends a buyer or seller to another Broker. • An outgoing referral is a listing or buying opportunity that is in a market area that our brokerage firm cannot service. • An outgoing referral will result in CBSR receiving a referral commission (fee) from the • destination broker. • Outgoing referral fees vary between 20% and 35%. • As a Principle Broker for the Cartus Network a part of our referral fee may be due to Cartus. • Outgoing Referral Form - Right Click - Click on Open Hyperlink – Click OK Intra-Company Referrals: • One CBSRFC (Coldwell Banker Schmidt Realtors Family of Companies) agent refers a buyer or seller to another CBSRFC agent. • A growing source of referral business for our agents. • Intra-Company Referral Form – Right Click - Click on Open Hyperlink - Click OK Agents are capped at their current level on referrals not to exceed 75%. Even if an agent is at 100% they will be capped at 75% on referrals. Agents need to show all referrals on the closing cover sheet so it can be reflected on the disbursement sheet.
For questions regarding incoming and intra referrals please contact: • Kim Fouch at kim.fouch@cbgreatlakes.com, 231-995-8163 OR • Dayna Feldhauser at dayna.feldhauser@cbgreatlakes.com, 231-995-8167 For questions regarding outgoing referrals please contact: • Samantha Straight at samantha.strait@cbgreatlakes.com, 616-559-7221 Link for digital form click HERE NOTE: There are other agent direct referral programs. Example: Quicken Loans/Rocket Mortgage, InHouse Realty, Veterans United and Referral Exchange. All agent direct referral programs are protected and administered with a master agreement with Coldwell Banker Schmidt Realtors. Referral Agreements must be turned in to Kim Fouch or Dayna Feldhauser. SOURCES OF INCOMING REFERRALS CARTUS USAA CARTUS BROKER2BROKER CARTUS Relocation Other Relocation Companies RNI – Referral Network Opcity CARTUS AFFINITY PROGRAMS (USAA, Navy Federal, etal) Referrals are managed through Kim Fouch and Dayna Feldhauser Clients can be sellers or buyers. When an agent receives a referral and agrees to work with the client, they will receive a copy of the referral agreement (attachment 1). The agent needs to retain a copy of the referral agreement to turn in with the offer documents to their ASC when an offer is bottomlined. On the disbursement sheet (Attachment 2) the referral gets entered at the top (when you enter the referral percentage the amount is automatically calculated for you). Referrals generally run between 30% and 40%. At the bottom please put CARTUS and the file number that is on the agreement. CARTUS RELOCATION Works the same as CARTUS Affinity. However, the referral is 40%. CARTUS BROKER2BROKER Works the same as CARTUS Affinity. However, the referral is typically 35%. NOTE: The $195 Admin Fee is not charged on Cartus referrals.
Include a copy of the agreement with the disbursement to corporate accounting when the transaction closes. Any questions, call or email Kim or Dayna kim.fouch@cbgreatlakes.com or 231-995-8163 dayna.feldhauser@cbgreatlakes.com or 231-995-8167 (Attachment 1)
CARTUS BROKER2BROKER Works the same as CARUS Affinity, however, the referral is typically 35%
(Attachment 2)
Intra-Company An Intra Company is a referral where one CBSRFC agent refers a buyer or seller to another CBSRFC agent. EXAMPLE: Bill Smith with the Appleton office refers a client to an agent in the Berryton office. Intra referrals are handled through Kim Fouch and Dayna Feldhauser Kim Fouch at kim.fouch@cbgreatlakes.com or call 231-995-8163 OR Dayna Feldhauser at dayna.feldhauser@cbgreatlakes.com or call 231-9958167 Attachment 3 is a copy of the Intra Referral Form that can be found in DotLoop and Schmidt Resources and should be sent to Kim or Dayna when completed. When the transaction closes send the disbursement sheet (attachment 4) and a copy of the referral form (attachment 3) to Corporate Accounting. Once Kim has the information from Corporate Accounting, she will fill out the Outgoing Referral Commission Worksheet (attachment 5) and send to the ASC at the referring agents office along with a copy of the check. The Outgoing Referral Commission Worksheet will have all of the information needed to process and pay your agent. This transaction will be entered into DASH under SALES – OTHER INCOME – RESIDENTIAL – REFERRAL (Attachment 3)
(Attachment 4)
(Attachment 5)
Outgoing Referral (Broker to Broker) In this type of referral, the referral can be going to or coming from another real estate company. The agent needs to turn a copy of the referral form (attachment 6) in to their ASC when an offer is being processed. Attachment 7 is an example of a disbursement for a Broker to Broker transaction. PLEASE NOTE that all broker to broker referral forms are not the same (Attachment 6)
(Attachment 7)
RNI - Referral Network If you have an agent who decides to put their license in RNI, they can earn commission by referring potential clients to another agent within your office. There is more than one program that RNI agents can choose. Check with Kim Fouch for more details. The RNI agent will fill out a referral form (attachment 8) and send to Kim Fouch at Kim.fouch@cbgratlakes.com or referralnetworking@gmail.com and also to the agent receiving the referral. When a transaction results for this client, the receiving agent needs to include the referral information on the closing cover sheet and include a copy of the referral agreement when it is turned in to the ASC. On the disbursement sheet (attachment 9) the referral percentage gets entered at the top. Generally, the referral percentage is 25%-30%. At the bottom of the disbursement please put RNI and the RNI agents name. Kim Fouch will make sure the RNI agent gets paid. For any non-Coldwell Banker agents joining RNI please contact Kim Fouch or Dayna Feldhauser. • Kim Fouch at kim.fouch@cbgreatlakes.com, 231-995-8163 or • Dayna Feldhauser at dayna.feldhauser@cbgreatlakes.com, 231-995-8167 (Attachment 8)
(Attachment 9)
OPCITY Referrals Referrals are placed directly with the agent. HOWEVER, these agreements are covered by a master agreement contract between Opcity City and Coldwell Banker Schmidt. Agents have to be signed up with Opcity to receive referrals from them. Referral amounts to Opcity are based on the sales price as follows: • $150,000 and less pays a 30% referral • Over $150,000 pays a 35% referral RSCs receive an email from Opcity showing who is receiving a referral and the client information (attachment 10). The RSC will forward this email to the agent’s office manager and ASC. When an agent receives a referral and agrees to work with a client, they will receive a copy of the referral agreement (attachments 11 and 12). The agent needs to retain a copy of the referral agreement to turn in when an offer is made. On the disbursement sheet (attachment 13) the referral gets entered at the top. At the bottom please put OPCITY and the file number that is on the agreement. We DO NOT PAY a referral fee on the $195 Admin Fee. Include a copy of the referral agreement with the disbursement to corporate accounting when the transaction closes. Also, please send a copy of the referral agreement to Kim Fouch @ kim.fouch@cbgreatlakes. com. On the top of the agreement write the property address, closing date and sales price. This will help Kim in matching checks to transactions and making sure that the referral amount is correct. According to Opcity once the transaction closes, the agent is responsible for sending copies of the signed closing documents to docs@opcity.com. However, the ASC can do this for them but will need to cc the agent in the email. For questions regarding Opcity referrals contact your Regional Service Coordinator.
(Attachment 10)
(Attachment 11)
(Attachment 12)
(Attachment 13)
Schmidt Video Classroom Please visit the schmidtresources.com website for any Schmidt Family of Companies resource you may be looking for. (Video, Paperwork, Information, Websites)
To visit our Schmidt Video Classroom, click here! You can click on “videos�, then search the topic you are looking for. All blue syncs and 1st&3rd trainings have been uploaded.
To visit our CBU Learning Center, CLICK HERE!
FOR MORE INFORMATION ON THIS RESOURCE OR TO SUGGEST ANY CORRECTIONS, PLEASE EMAIL : Jessica.Peplinski@CBGreatLakes.com or Tia.Hammar@CBGreatLakes.com