5-Step Guide to Onboarding New Real Estate Agents with Dotloop

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May 13, 2020 | comments

Streamline Agent Onboarding with the Right Amount of Technology and People

Is your team or brokerage still onboarding agents manually with paper forms? Learn how brokers and team leads are saving time and money by using dotloop to onboard their agents digitally to associations, teams and brokerages.

These 5 game-changing steps will help you simplify the onboarding process with greater accuracy and speed.

1. Streamline the Agent/Association Onboarding Process

There’s an easier way to onboard agents to an association without having to travel to the office to fill out forms and pick up packets. Dotloop’s transaction management system provides brokerages with a front-end system that manages all the paperwork in one streamlined, well-organized automated loop.

With more than 180 relationships with associations and MLS vendors nationwide, dotloop connects agents and associations directly with the MLS. New agents can simply fill out their forms in dotloop, which the association then approves and sends over to the NRDS with a few clicks.

Best of all, because many agents’ “first touch” with real estate tech is often through dotloop, they’ll become more familiar with the technology in which they’re entering their new agent information.

Dotloop’s API allows associations to push the data into their system and send the information directly to NRDS with one or two clicks.

2. Onboard New Agents to Brokerage or Team

Dotloop also offers a fast, easy tool to onboard new agents to a brokerage or team by providing step-by-step guidance with tasks that can be checked off as the onboarding process progresses. Prompts guide the new user through the account creation, and brokers and team leaders can easily add or remove member profiles.

New agents will find all the forms they need to fill out and sign within the Tasks view, including 1099s, non-disclosure agreements and basic personal information. The organized loops allow agents and admins to quickly find contracts, independent contractor agreements and tax forms so there’s no more need to hunt through file cabinets or hard drives.

Even better, brokers and admins can load these lists from preset templates. Consider Coldwell Banker Real Estate Group, which uses dotloop dashboards to onboard their approximate 1,600 agents and employees.

Dotloop can help facilitate the interviewing process too by giving brokers a tool that uploads photographs of each interviewee and their resume to help better manage a panel of candidates.

There are many benefits to using dotloop to onboard agents. One, agents who experience an end-to-end transaction management tool like dotloop on Day One are more likely to perceive the brokerage or team as a tech-forward firm.

Two, they’re more likely to experience the efficiency and time savings on a system that will feel more familiar to them as they open loops and start transacting. The sooner agents begin to use the platform, the greater likelihood brokers will see tech adoption rates rise.

As a case in point: hear Metro Brokers CEO Craig McClelland describe how he uses dotloop to onboard agents to his Atlanta-based brokerage and why it’s “not a tool, but a different way of doing business.”

Additionally, dotloop’s mobile app allows agents to complete their paperwork wherever they are — in their car or at home. They can eSign, submit and store all of the onboarding documents from their phone or tablet.

Virtual brokerage Real Broker with agents in 25+ states, for instance, trusts the dotloop app with their onboarding and transaction management processing for its speed, versatility and end-to-end efficiency.

“This is not just what people are wishing their business interactions were like. This is what they are experiencing in everything from their banking and investing down to hailing an uber,” says Real CEO Tamir Poleg.

3. Get Free Onboarding Training

Brokerages and teams can immediately start onboarding on dotloop’s transaction management process with free video recordings. Beginning to more advanced tutorials for basic functions include:

  • How to add an association in dotloop
  • How to create your first loop
  • How to add interactive documents in a loop
  • How to share documents with other agents
  • How to drag and drop documents between folders
  • How to create Task templates
  • How to create a PDF version of the loop for sharing

These free learnings help improve the “stickiness” of the transaction management platform and thereby enhance agent adoption.

Once a brokerage or team has completed onboarding training with their Success Manager, they can continue to take advantage of other training opportunities such as free webinars, or even become dotloop Certified. Take a look at all our training options here.

4. Set Agents Up for Success with the Listing Presentation

Dotloop is invested in your agents’ future and committed to helping them create the best first impression with customers so they can hit the ground running with your business.

That’s why we created our Ultimate Listing Presentation, a customizable marketing tool that helps agents instantly connect with prospects and spark a two-way conversation about their needs and the agent’s services.

This slick PowerPoint presentation provides customizable pages for agents to provide their bio information, recent sales, testimonials, profile of the listing, current housing market with dynamic bars and graphs, as well as the agent’s digital marketing and listing strategies. The listing presentation can be easily uploaded into dotloop and shared with clients virtually or in-person.

5. Learn Best Practices from Dedicated Success Managers

Dotloop’s best-in-class Success Manager team is here to help take your team or brokerage from novice to expert. Our dedicated success team will help you increase agent engagement, improve efficiencies and ultimately deliver a superior client experience.

Once a brokerage or team signs up with dotloop, we’ll connect you with a dedicated Success Manager who can help set up training, ensure the onboarding process runs smoothly and, in many cases, direct you in customizing the platform to your business’s specific needs.

Next up, meet the dotloop Success Manager team and learn how to get your team or brokerage set up for success.

Meet Your Success Manager

Recently, we asked several dotloop Success Managers to share the best part of their jobs, their favorite dotloop features and key results which they’ve helped clients achieve over the years.

Graham Eastham, Success Manager at Zillow Offers
Graham Eastham
Success Manager
6 Years

quote from real estate pro

Best Part of Your Job?

As a Success Manager at dotloop, we have the opportunity and responsibility to be the voice of the customer and the product, making sure both are being heard.

Favorite Dotloop Feature?

I love the Easy Offer feature. I believe it’s one of our more underutilized features that allows added efficiency for agents whether you’re working with Sellers or Buyers.

One Key Result You’ve Helped a Client Achieve?

Before working with our Zillow Offers Broker Partners, I helped to launch our Team Dashboard product. During that time, I had the opportunity to work with some of our largest team partnerships and those that came to us looking to scale. It was rewarding to see and hear how these teams grew as they found increased efficiency through the unique tools that the dotloop Team Dashboard affords.

David Ernest, Success Manager at dotloop
David Ernest
Success Manager
2 Years

quote from real estate pro

Best Part of Your Job?

I love it when accounts reach that point to where the system clicks for them. It’s great to experience the joy they get when this happens.

Favorite Dotloop Feature?

Loop Templates and Submit for Review.

One Key Result You’ve Helped a Client Achieve?

One brokerage had a very aggressive launch goal of being fully launched in a 3-month span for over 150 agents. They accomplished this goal and are now rocking and rolling!

Amy Lipton, Success Manager at dotloop
Amy Lipton
Success Manager
4 Years

quote from real estate pro

Best Part of Your Job?

I truly enjoy teaching customers how to optimize their accounts and how to best fit their individual needs. Being able to talk through a customer’s processes and coming up with the best solution in dotloop is the highlight of my job and day!

Favorite Dotloop Feature?

My favorite feature has to be the Loop Templates piece. The ability to have a complete turnkey loop to ensure agents not only can access all their documents, tasks, and custom fields with just one click, but it also keeps agents organized and efficient.

One Key Result You’ve Helped a Client Achieve?

The compliance aspect of dotloop really helps customers go completely paperless. This is something I have worked on customizing with multiple customers so that a completely paperless office is achievable.

Evan Peele, Senior Success Manager of Enterprise Accounts at dotloop
Evan Peele
Senior Success Manager, Enterprise
8 Years

quote from real estate pro

Best Part of Your Job?

Helping to create and drive operational efficiencies within large scale brokerages.

Favorite Dotloop Feature?

In-person signing! I love this feature because it encourages agents to continue to be face-to-face with their clients while still being able to fully leverage technology.

One Key Result You’ve Helped a Client Achieve?

I’ve helped streamline the onboarding procedures for a 2,000+ agent brokerage covering 3 states by introducing a dotloop dashboard to their processes.

Mark Prigge, Success Manager at dotloop
Mark Prigge
Success Manager
6 Years

quote from real estate pro

Best Part of Your Job?

Seeing a team of 5 agents grow to a brokerage of over 100. A big part of that growth is their usage of dotloop. Being able to have some hand in seeing account growth is very rewarding.

Favorite Dotloop Feature?

Easy Offer. It allows the listing agent of a loop to share a folder and its documents via a public link. This allows you to quickly and easily share information and documents on your listing to any buying agent interested in making an offer on your listing. This feature is a great way to ensure the privacy of your loop with complete control over what the buying agent sees, and as an added bonus, avoid duplicate loops for your listing!

One Key Result You’ve Helped a Client Achieve?

I had a team who, when they first started using dotloop, were using pen and paper. Within a year, they wanted to be completely paperless, including HR/onboarding paperwork. I was able to help them succeed that goal within 6 months.

Randi Coffey, Success Manager at dotloop
Randi Coffey
Success Manager
4 Years

quote from real estate pro

Best Part of Your Job?

Working through my accounts’ problems and finding a solution is incredibly gratifying!

Favorite Dotloop Feature?

I absolutely LOVE Loop Templates! A turnkey loop is the greatest resource brokers can provide to their agents. They are especially helpful for seasoned agents reluctant to learn dotloop or brand-new agents who need a little extra hand-holding in making sure they have a completed file.

One Key Result You’ve Helped a Client Achieve?

Smoothly transitioning accounts with the use of our wonderful integration partners from using a competing product to dotloop. Providing the seamless transition eases the client’s mind and assures them that they made the right move by choosing dotloop!

Patrick Brossart, Senior Success Manager of Enterprise Accounts at dotloop
Patrick Brossart
Senior Success Manager, Enterprise
6 Years

quote from real estate pro

Best Part of Your Job?

When a customer reaches out with an issue or some sort of flaw in their day-to-day process, and wants to know if dotloop has a feature or something in place that can correct this flaw, I rise to the challenge of creating the most effective and streamlined solution. The trust the customer has in me and the trust the customer puts on the product is very rewarding, everyday.

Favorite Dotloop Feature?

I’d have to say, as an agent, I would be all over the Tasks section. I tend to be forgetful at times and would rely on the reminder emails heavily, letting me know when something is due, or simply what’s next.

One Key Result You’ve Helped a Client Achieve?

A big initiative this past year was the introduction of the HR Dashboard, a standalone dashboard profile, in which brokers can manage their agents’ employment/ICA documents. This allows a brokerage to go 100% paperless, automate their recruiting and hiring processes, and onboard agents faster and more efficiently. This was something in which brokers never had a solution for years. I’m happy to say I’ve personally created around 8 custom onboarding processes for my customers.

Mike Little, Success Manager at dotloop
Mike Little
Senior Success Manager
9 Years

quote from real estate pro

Best Part of Your Job?

Two things – I know what I do every day makes a difference. I don’t think many people have careers as such. The other thing is some of the most amazing people I have ever met are on the Success Team.

Favorite Dotloop Feature?

The revision history! It’s not the most exciting feature, but it has saved countless amounts of brokerages from getting fined when being audited.

One Key Result You’ve Helped a Client Achieve?

Most recently, I was speaking with a brokerage who signed up with 25 users and are now over 300!

Skylar Toups, Success Manager at Dotloop
Skylar Toups
Success Manager
3 Years

quote from real estate pro

Best Part of Your Job?

Empowering our users to better leverage dotloop and its tools!

Favorite Dotloop Feature?

Loop Templates which ‘automagically’ set up each transaction to a preset list of folders and documents. This frees the agents from looking for documents, tasks and workflows, and standardizes the review process for the administration staff for compliance review.

One Key Result You’ve Helped a Client Achieve?

A small boutique brokerage of 5 in Florida grew to over 50 agents and 10 office staff members with the help of dotloop, utilizing both our brokerage Business+ and Teams dashboard options.

 

tracking real estate transactions

Did you know you can tag and track lead sources with dotloop?

With dotloop Business+ and dotloop for Teams you can easily tag transactions with the lead source to create reports that tell you which channels are generating quality leads.

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