If you are an agent that has been given access to Open To Close, you have your own free portal to sign in to. This allows you to view any transactions you are assigned to, add or view contacts, submit Intake Forms, connect to any of our integrations, enter your credit card information (optional), and control your personal settings.
Invitation to Open To Close
After you've been invited as a portal user to Open To Close you will receive an email from us with your user login information and password.
The next step is to log into Open to Close for the first time. You'll be prompted to create a new password, add a phone number and verify by text notification, and lastly select your timezone. Timezones can be updated after your Agent Portal Account is created.
Properties
Once you are signed into your Agent Portal View, you will see the navigation menu on the left side, starting with the house icon. This represents the Properties page where you can view any transaction assigned to you. You can submit a transaction through an Intake Form, or an admin on the main Open To Close account can assign one to you.
If you're trying to see a specific set of transactions, you can use the filter options on the left side of the Properties page to create Tables. Tables allow you to quickly view different transactions based on what you filtered by.
For example, you can filter the transactions by the Contract Status of Closed and save the filtered view as a table. Now that you have the Closed Table created, you can switch to that view any time to see your closed transactions.
You can create Segments inside of the Table you are viewing to filter your transactions even further. Using the example above with the Closed Table, you can filter it down by Date Range to see a set of closed transactions within a certain timeframe. Once you have the new filter applied, you can click on Segments and then Create New Segment.
Clicking on the Property Title (typically the address) will take you to the overall status of the transaction. Here, you can see the timeline based on the dates that were added when the property was created or updated, as well as the details, documents, contacts, tasks, emails, and notes.
The Documents section is important because you will upload documents for your transaction here. These documents will be sent to your Transaction Coordinator for approval once the intake form has been submitted.
You can also use the Property Document Email Address to email the documents directly to the Transaction Coordinator's side of the transaction. This email address can be used at any time during the transaction.
If you need to download any documents that have been uploaded for a transaction, you can click on the document name to download it.
Contacts
The next option in the navigation menu is Contacts, where you can add a new contact or view any existing contact.
To add a new contact, click on the green Add Contact button in the upper left corner, and enter the information you have for that contact. The contact will then show up on the right side of the Contacts page.
Similar to the Properties page, you can create Tables and Segments to filter your contacts.
Intake Form
After Contacts, you will find the Intake Form page where you can either see any intake forms assigned to you or any of your pending submissions.
Intake forms are incredibly helpful when it comes to gathering information about any new transaction. Not only do you enter all the information about the property for your Transaction Coordinator, but you can also add documents and contacts if your admin has those options set up in your intake form.
To submit a new transaction, click on Start Form. If you have multiple intake forms, be sure you are starting the correct one.
The first page to complete will be the Details for the transaction. Any section that has red text or an asterisk next to it are required fields. If there are other fields that aren't required that you have the information for, go ahead and fill those fields out as well. The more information you can provide, the better it is for your Transaction Coordinator.
If your admin has included the Documents section in your intake form, you can upload any requested files to the transaction. You can also add a note to any documents to let the Transaction Coordinator know something specific about the document.
After you upload your documents, you'll move on to the Contacts page. This page might not be part of your intake form, depending on how the admin set up your form.
Here, you can either upload an existing contact or create a new one for the transaction. If you only see the option to create a new contact, it is likely because you don't have any contacts in your account yet or the admin on the account has settings in place to prevent contacts from being shared.
Once you get to the Review page, you can look over what you entered and either make edits or submit the form. If there is any missing information that is required, you will need to edit that section before submitting the form.
Before submitting the intake form, you can add any additional notes for the Transaction Coordinator. This is really helpful in case there are some one-off details about the transaction that should be known.
Important: If at any time you need to cancel the intake form, you can click on Cancel Form in the bottom right corner of any page. Please be aware that if you cancel an intake form, there is not a way to pick up where you left off. You will need to restart the intake form from the beginning. |
Once you have submitted the form, you can keep track of it by viewing the Pending Submissions section of the Intake From page.
After the transaction has been approved by the Transaction Coordinator, it will show on your Properties page.
API Connections
Next on the navigation menu is the lock icon which represents the different API connections you can have. Click on Add New Credential to start the process of connecting a new credential to Open To Close.
You can either use the username and password to the other website, or if they have an API key, you can use that instead. All you will need to do is go to the account you want to connect and find the API key. Paste the key in the designated spot in Open To Close to connect the two.
For example, if you use Follow Up Boss, you can either add your login credentials to connect Follow Up Boss to Open To Close, or you can find your API key in Follow Up Boss and add it to the corresponding section in Open To Close.
Important: If you are using your username and password from the software you are connecting, you'll want to keep your credentials in a secure place in case you need them at a later time. We don't keep records of any login details for the integration. |
Billing
After you have configured any API connections, click on the credit card icon to review your billing information. The Billing section allows you to enter your credit card information so that your Transaction Coordinator can process payments for the transaction you submitted if that is something your organization's admin has set up for you. If your admin does have this set up, you will provide your credit card information and use Stripe to pay any of your invoices.
Settings
Lastly is your Settings. This is where you can configure your personal settings for your time zone, your currency type, and if you want the How It Works tips to be visible.
