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Dotloop Guide(With Checklists)
What is Dotloop?
Dotloop is an online workspace that connects everyone and everything need-
ed to complete a real estate transaction in one place. Dotloop allows you to
edit, complete, sign and share documents without ever needing to print, fax
or email.
Why Dotloop?
Dotloop will allow you to sign and/or
complete documents on the go. It will also function as secure storage for
your important documents. Dotloop is similar to other cloud based services,
allowing you to access your account,
and everything in it, from virtually
anywhere.
Account Setup
You automatically receive a premium account when you
work at Keller Williams Towne Square (KWTS). Simply sign into
your MyKW account and click on My Transactions in
your eEdge control panel. You can always sign in at
www.Dotloop.com using your account email address and
password that was assigned to you by Debbie,
Director of Agent Services for KWTS.
Once in the account the default colors of the background should be red and
black. If they are not, stop and contact the KWTS Technology Coordinator im-
mediately. It simply means that
your account hasn’t been upgraded
to the KW Premium account status.
Customizing Your Account
When you are in your dotloop account, navi-
gate to your My Account page, the link to this
page is located in the drop down menu
displayed when you hover your cursor over the
profile icon, the icon furthest to the right at the
top of any page in dotloop.
Once on the My Account page, you will first
want to verify that Keller Williams Towne
Square is displayed under the Company and
Associations section. If you do not see our
name, there make sure you are viewing the
correct profile, your profiles are listed to the left
on the My Account page. If you are viewing the
correct profile, and you do not see our office in-
formation, please see someone in Technology.
Proceed down the My Account
page, you'll want to fill out as much
of KWTS Information as possible, as
this information will auto-fill onto
documents for you, as appropriate. Below this, you can choose under
which circumstances you will
receive email notifications from
dotloop.
When you've finished with these sections, click
the Save button at the bottom right of the page.
The Settings Page
After saving your changes on the My Account page,
we will now head over to
the Settings page, the link to this page
is located on the left hand side of
the My Account page.
On the Settings page, you have the
ability to edit all of your personal infor-
mation, this includes your e-sign name
and e-sign initials (they will auto popu-
late for you when you need to confirm
your signatures so you don't need to
type them every time you sign).
Complete as much of this page as
you can, you are able to leave
most of the fields blank but we
strongly encourage you to set
your correct time zone. Setting the
correct time zone will ensure your
Activity Log is as organized and
easy to use as possible. Again,
click the Save button on the bot-
tom right of this page.
1) Creating A Loop
Begin by clicking the large plus sign on your
dotloop account home page. You will be
prompted to name your new loop. Name it the
property address. i.e. 123 Main Street, Basking
Ridge, New Jersey. If you want to put the last
name of your client then please do so at the
end of the address. Once you have named
your loop, click the Create Loop button on the bot-
tom right of the prompt.
2) Select Transaction Type
Under the address of the loop, click on the drop
down menu for Select Transaction Type. Select the
appropriate transaction type.
3) Select Loop Status
Under the address of the loop, click on the drop
down menu for Select Loop Status. Select
the appropriate loop status.
4) Viewing and Editing Details
Under the address of the loop, click on View
Details. You will see all of the fields available
that are specific to your transaction, such as the
property address and financials. The more you fill out
on this page, the less manual typing will need to be
done in the interactive documents, as dotloop will
auto-fill this information for you as appropriate. Fill out
as much of the Edit Details page as possible, save
your information by clicking the Save button the bot-
tom or top right of the page. Clicking Back To Loop
on the top left of this page will take you back to your
standard loop page.
5) Adding PeopleIt is important to add all the people necessary to
the People section of the loop.
Click Add Person and begin
entering their information, en-
ter their names as you want
them to appear on the con-
tracts. Remember, anyone
who will be signing electroni-
cally in dotloop will need an
email address, two people are
not able to sign as individuals from a single email ad-
dress. Roles are very important. Be sure to select the
correct role for the individual you are adding, dotloop
will use the role to fill in their information onto docu-
ments for you.
You also have the ability to send an intro email by
checking the box within this window.
5) Adding Person as Team MemberTeam members are individu-
als who are working with you
in this transaction, for exam-
ple a co-agent helping you
sell the home would be a
team member, typically cli-
ents are not team members,
and usually the agent on the
opposite of the transaction is
not a team member. In dot-
loop, team members see eve-
rything you see, this aids in the
flow of information between you and your partners or
admins.
To add another agent as a team member on a trans-
action type in their name, email address
and click the Add To Team box. Once
added they cannot be removed.
6) Adding FoldersAfter you have added all the people to your
loop, click on Save and at top left click on
Back To Loop.
Having designated folders for loops is very im-
portant as it allows our KWTS staff to quickly
review documents for company and NJ State
REC compliance.
The following folders should be added during the set-up of
each loop:
Buyer/Seller Folder
Attorney Letter Folder
Deposit Folder
Mortgage Folder
Closing Folder
Miscellaneous Folder
7) Adding Documents To A LoopNow that you have provided as much information as pos-
sible to dotloop, you can begin adding documents. You
add your documents last so that they will auto-fill with the
information you have previously added.
Begin adding documents by choosing the
method you wish to add documents to your
loop (Templates, Computer, or Email). Docu-
ments added to your loop from your tem-
plates section are often interactive docu-
ments, meaning they will auto-fill for you and
they have fields already placed on them for you to fill in,
and/or sign. These documents are customized and main-
tained by the KWTS Technology staff. Documents added
from your computer or emailed into the loop will need to
be in PDF format, these are flat documents that, by de-
fault, do not have any interactive fields on them and will
not auto-fill.
Adding & Working With Email/Computer Documents
To add a document from a computer simply click on
Add Document -> From Computer, and select the lo-
cation of the PDF you would like to upload. Make sure
you are selecting Add Document from the correct
destination folder.
To add a document from an email simply click on
Add Document ->From Email. You will see a long
black horizontal bar with a long string of letters
and numbers. This is actually an email address
and automatically copies so that you may paste in the
email with the PDF attachment that you want to for-
ward. Paste this string in the To field of your email and
hit send. Within minutes it will appear in the folder you
chose to add it to.
With any of the non template based PDF
documents you added - you can open
them and add text, date, signature, ini-
tial and other fields for you to fill out and
your clients to sign.
You do this by utilizing the tools located at the
top of the document in the black tool bar and
more specifically in the drop down menu under
Other Actions.
Adding & Working With Template Added Documents
Utilizing templates while working within dotloop is funda-
mental in getting the most out of your account. Since
Keller Williams has an agreement with dotloop you can
import all necessary documents for your particular
transaction into the loop. Following the nec-
essary steps when working with templates
will save you countless hours allowing you to
close more deals.
The Templates Section
When logged into your dotloop account clicking the icon sec-
ond furthest from the right will take you to the templates sec-
tion. On the left side of the page all of your KWTS templates
folders are listed with your two default folders, Personal and In-
box, listed at the top. Anything added to your personal folder is
viewable on your account only. The inbox folder will house any
PDF you have sent to your unique dotloop upload email ad-
dress found under Templates on the left
side of the page.
The contract folders that we work with
at KWTS are below the inbox. Clicking
the title of a folder on the left will then
display all documents included in that
folder. You will not be able to modify
any documents shared to you by KWTS
because these are blank copies availa-
ble to everyone associated. In order to fill out these documents
they must first be added to a loop.
Adding Templates To Your Loop
To add templates to your loop click Add
Document to the right of the folder you
wish to add your template to and
choose the Templates option below Add
From. Once clicked a window will then
appear listing all of your template folders
on the left and the documents included
in the folder you have selected on the
right. Just like the templates section you
can select a folder on the right then use
the search bar at the top to locate particular documents.
Click the checkbox or boxes corresponding with the doc-
uments you wish to add then just select Add Docu-
ments on the bottom right.
8) Sharing
Now that you have loaded your documents in your loop and prepared
them according to company policy and NJ REC guidelines, you will need
to send them out to the proper parties to be reviewed and/or signed.
From the actual loop with the list of documents showing - check mark the
document(s) you wish to share, and click the large red Share button
located at the top right of the Documents section. This will open the
Share Document window. In this window you will see two sections, the first
being the Who Has Access portion. This will display who currently has the
most recent version of the document(s) you selected, and what permis-
sions they have when interactive
with the document(s), displayed
to the right. Below this is the Add
People section. Check mark the
people you'd like to share with.
To the right of each selected
individual, you have the abil-
ity to give them permissions for
the document(s). dotloop will
predict the permissions you might
want to give when sharing. For
example, if the document(s) you
are sharing have signature and/
or initial fields assigned to Bob Smith, dotloop will set Can Sign permissions
as the default. If Bob Smith has text fields assigned to him, dotloop will
predict Can Fill and Sign permission. Alternatively, you can read the tool
tips that appear in dotloop when you hover over any share permission.
You have the ability to attach a PDF of the document(s) you are sharing
to the share email that will be sent to the recipients. Click Attach PDF at
the bottom left of the share window.
Upon clicking the the Share button at the bottom right of the window,
the share email will be sent.
Share Statuses
Every document in a loop has a share status.
For example, when you pull a document into
a loop, it will say not shared by default. Any
document that has been shared with another
party and is expecting them to interact with it
and share it back, will have a status of waiting
on others. Hover over any share status to view
additional details. You can view the share sta-
tus of any given document with a particular individual by
simply opening the Share Window, and reading the share sta-
tus, noted between their name and the share permissions.
9) What The Recipient Sees
When you share a document, the recipient will receive an
email notifying them that you have sent a document their
way. After opening the email, the recipient will click View
Document within the email. This will open a new window in the
recipient's browser, displaying the document or documents
you shared. If this person was given Can
Sign or Can Fill and Sign permissions, they will
see a blinking blue bar on their document
asking them to Start Signing. Once clicked,
this bar will guide the viewer down the docu-
ment and aid them in signing and/or filling
out the document.
When the recipient has completed the document, they will be
prompted to Confirm Signing or they can manually click I'm
Done on the top right of the document. This will save the
changes and signatures on the document(s) and send an
email to notify you of these additions or changes. You can
then view the updated version of your document in your
loop, as the document has been automatically shared
back to you.
CHECKLIST FOR LISTINGS
Create a LISTING Loop in Dotloop. The name on the Loop should be the Address of the Property. To ensure all required
documents are in the Loop, please check off items as they are completed.
This list will be used for Compliance for efficient check processing.
DOCUMENTS REQUIRED WITHIN 48 HRS OF THE SIGNING OF THE LISTING BY THE SELLER
CIS – Consumer Information Statement—first time meeting client
Listing Agreement – Must be signed by BROKER prior to GSMLS activation. The Seller should receive a
copy once all is signed.
GSMLS Input sheet or the MLS sheet signed by Seller
Discrimination Law Handout – Attorney General Letter- Mandated
Sellers Disclosure filled out and signed by the Seller
Sellers Disclosure Waiver by the seller – Buyers release
Lead Paint Brochure – Must be given to all Sellers if home was built before 1978
Lead Paint Disclosure – Must be filled out/signed by Seller/Agent if home was built before 1978
Home Warranty Brochure – Must be offered to all Sellers
Home Warranty Order Form – Accept or Decline by Seller
Copy of MLS Sheet
Permission to Advertise
Sellers Name and Telephone Disclosure
Ask for copy of survey
DOCUMENTS REQUIRED WHEN LISTING IS U/C AFTER ATTORNEY REVIEW
Transaction Information Sheet
Executed Contract – Must be submitted within 48 hrs of signing by BUYER AND SELLER
Mortgage Approval Letter
Attorney Letter stating completion of Attorney Review plus additional attorney letters
Documentation of first and second deposit (If Dual Agency)
Sellers Disclosure fully executed by Seller and Buyer
Lead Paint Disclosure fully executed by Seller and Buyer if applicable
Green Sheet (Submit completed Greensheet to MCA)
ADDITONAL DOCUMENTS – AS NEEDED
Exclusive Listing Agreement
Waiver of Broker Cooperation
Informed Consent to Dual Agency
Septic Form
GSMLS Change Form
Delayed Showings Form
Outside Referral Form – Signed by Agent/Broker with W-9 from Referring Company
CLOSING DOCUMENTS
Final check of Green Sheet (Email MCA if correction is needed)
Place PDF Copy of Green Sheet in Loop
CO2, Smoke Detector/Fire Extinguisher Certification
Check and complete all Municipal Requirements to close a property
Closing of all Open Permits
Commission Bill
Closing Disclosure
CHECKLIST FOR SALES
Create a Sales Loop in DOTLOOP. The name on the Loop should be the Address of the Property. To ensure all
required documents are in the Loop, please check off items as they are completed.
This list will be used for Compliance for efficient check processing.
DOCUMENTS REQUIRED WITHIN 48HRS OF SIGNING A CONTRACT BY BUYER AND SELLER
CIS – Consumer Information Statement
Contract of Sale w/Opinion 26
Mortgage Approval Letter
Sellers Disclosure – Fully executed by Buyer and Seller…Buyer’s agent must sign form as well
Sellers Disclosure Waiver – Buyers Release
Home Warranty Brochure – Must be offered to all Buyers
Home Warranty Order Form – Accept or Decline by Buyer
Lead Paint Brochure – Must be given to all Buyers if home was built before 1978
Lead Paint Disclosure – Must be filled out/signed by Buyer/Agent if home was built before 1978
Affiliates Disclosure – Mortgage
Affiliates Disclosure - Title
Permission to Advertise
Copy of the MLS Sheet
Transaction Information Sheet
DOCUMENTS REQUIRED AFTER ATTORNEY REVIEW
Attorney Letter stating completion of Attorney Review
Additional Attorney Letters
Documentation of the First and Second Deposit
Mortgage Commitment Letter
Green Sheet (Submit completed Greensheet to MCA)
ADDITIONAL DOCUMENTS AS NEEDED
Exclusive Buyer Agency Agreement
Informed Consent to Dual Agency
Outside Referral Form – Signed by Agent/Broker and W-9 from Referring Company
CLOSING DOCUMENTS
Final check of Green Sheet (Email MCA if correction is needed)
Place PDF Copy of Green Sheet in Loop
Commission Bill
Closing Disclosure
CHECKLIST FOR RENTAL LISTINGS
Create a Rental Listing Loop in DotLoop. The name of the Loop should be the Address of the Property.
To ensure all required documents are in the Loop, please check off items as they are completed.
This list will be used for Compliance for efficient check processing
DOCUMENTS REQUIRED WITHIN 48 HRS OF SIGNING THE LISTING BY THE LANDLORD
CIS– Consumer Information Statement- first time meeting with Landlord
Opinion 26 – Landlord/Tenant
Listing Agreement - Must be signed by BROKER prior to GSMLS activation. The
Landlord should receive a copy once all signed.
GSMLS Input sheet or the MLS sheet - signed by Landlord
Discrimination Law Handout – Attorney General Letter- Mandated
Truth in Renting Handout – Given to Landlord
Truth in Renting Acknowledgement – Signed by Landlord
Lead Paint Brochure – Must be presented to Landlord if home was built before
1978
Lead Paint Form – Must be filled/signed by Landlord/signed by agent if home is
before 1978
Copy of MLS sheet
Window Guard Notification – must be signed by the Landlord
DOCUMENTS REQUIRED AFTER LEASE IS NEGOTIATED WITH LANDLORD
Fully Executed Lease- Signed by All Parties
Lead Paint Form – Signed by Tenant (If Applicable)
Check and Complete all Municipal Requirements to Lease Rental Property
CO2, Smoke Detector/fire Extinguisher Certification
Commission Statement – Rental Listing
Green Sheet - Complete Green Sheet; Place PDF Copy of Green Sheet in Loop
ADDITIONAL DOCUMENTS – AS NEEDED
Exclusive Listing Agreement
Waiver of Cooperation
Informed Consent to Dual Agency
Delayed showings
Housing for Older Persons Certification Cashier’s Checks or Money Orders are
needed - No Personal Checks
CHECKLIST FOR TENANT
Create a Tenant Lease Loop in DotLoop. The name on the Loop should be the Address of the Property. To
ensure all required documents are in the Loop, please check off items as they are completed.
This list will be used for Compliance of efficient check processing
DOCUMENTS REQUIRED TO COMPLETE A TENANT RENTAL
CIS – Consumer Information Statement- first meeting with the Tenant
Truth in Renting Handout – given to the Tenant
Truth in Renting Acknowledgement – must be signed by the Tenant
Credit Application Form
Inside Credit Instructions
Inside Credit Request Form
Inside Credit Card Authorization
Keller Williams Rental Application
Opinion 26 – Notice to Landlord and Tenant
Residential Lease
Lead Paint Brochure – must be presented to Tenant if home was built before 1978
Lead Paint Form – must be signed by Tenant and Agent
Copy of the MLS sheet
DOCUMENTS REQUIRED WHEN LEASE IS SIGNED BY ALL PARTIES
Fully Executed Lease - Signed by All Parties
Lead Paint Form – Signed by Tenant (If Applicable)
Copies of checks to Landlord – example Security Check and First Month’s Rent Check
W-9 form
Commission Statement – Rental
Copy of Commission Check
Green Sheet - Complete Green Sheet; Place PDF Copy of Green Sheet in Loop
ADDITIONAL DOCUMENTS – AS NEEDED
Exclusive Tenant Agent Agency Agreement
Prequalified Questions for Tenant
Informed Consent to Dual Agency
Window Guard Notification (If not NJAR Lease)
Copy of CO2, Smoke Detector/Fire Extinguisher Certification
Check for any other municipal requirements
Cashier’s Checks or Money Orders are
needed - No Personal Checks
CHECKLIST FOR REFERRAL INCOME
Create a Referral Loop in DotLoop. The name of the Loop should be the Address of the
property. To ensure all required documents are in the Loop, please check off
items as they are completed.
This list will be used for Compliance for efficient check processing
DOCUMENTS REQUIRED FOR REFERRAL INCOME
Signed Referral Form by all parties
Green Sheet - Complete Green Sheet; Place PDF Copy of Green Sheet in Loop
Additional Dotloop Support and Training
1. To Contact Dotloop by phone please call 513.257.0551. It will ask foryour member ID which is located at the bottom right of every page.
2. To Contact Dotloop by email please visit support.dotloop.com andclick on "Message Us" at the top right.
3. For additional training please visit www.SLMTraining.com andsearch for dotloop videos.
4. There is also additional training at www.support.dotloop.com andthis will include Agent Set up, First Loop, People and Contacts,Trusted Service Providers, Working with Templates, ManagingYour Loops, Videos, Webinars, Bootcamps and more.
