1. Where can I check my contractor details?
Click on your name in the bottom left-hand corner then select Edit Profile, then if you scroll down you will be able to see a field for contract details.
2. Why aren't my company details shown on my agent agreement?
For these details to show, jump back into your profile and ensure ‘Is GST registered’ is ticked Yes. Once you've ticked Yes the details will show on the Agency Agreement.
3. How do I create a new Agency Agreement?
- Either open up an existing campaign and select the sign tab or go to your Sign dashboard.
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Click on the create button in the top left-hand corner, if you are an agent then your name will populate however if you are an admin creating the agreement on behalf of an agent you can simply search for their name.
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In the campaign details section, start typing in the address and the searches that will show are from your CRM and address finder. If you select an address from your CRM, that means there is already an existing appraisal in your CRM and if you select this address it will pull across the vendor details.
- Select Template Type – Agency Agreement.
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Select the property type.
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Click next.
4. Why do I need to fill out all these steps?
Once you have created a new sign document, you will be required to fill out the online form with all the required information. Depending on which type of form you are using you will be required to fill out all the necessary fields to generate your agency agreement.
5. What if I have 2 vendors and they only have one set of contact details?
If you have a situation where a couple or two vendors have the same contact details you will be able to fill out the section for vendor two with those same contact details. However note that if you are sending the agreement to be signed remotely the vendors will receive two emails for signing to the one email inbox.
Note that is it best to advise the vendors that they will be receiving two emails and the links will have the names of the vendor that needs to sign.
Example: John and Janice Smith. Emails that will be received will say John sign here and the other email will say Janice sign here. It's best to coach your vendors in this situation to avoid them signing in each other's required fields.
6. How many vendors can I add at once?
Sign has the availability for up to five vendors on one form.
7. What if my vendors have not appointed solicitors yet?
You can simply hit the auto-fill to be advised. To be advised will drop into the sections leaving no field of the agreement blank.
8. What if I don't want to include a particular section like marketing, comparables, or material facts?
In this situation, you can simply hit submit to skip past this section and it will not bundle into your agreement. Depending on which form you are using, you may need to select N/A then submit.
9. What is verify in person and verify remotely?
The verify feature is simply the proof of ID form. In this feature, the vendors have the option to upload a copy of their drivers license, council rates, water rates, and any other required documents. In this step, you as the user can select secondary and legal ownership options which will make up for 100 points of ID. The vendor has the same ability when verifying remotely however they are required to upload a copy of the item they are selecting. Once this is complete a verification document will bundle into the agreement.
10. Do I still need to send the vendor a copy of the OFT Agency Agreement fact sheet?
The OFT fact sheet will be bundled at the end of the agreement so it is not required you send this fact sheet separately.
11. How do I send the agreement to a vendor to sign?
On the right-hand side of the agreement, you will be able to see a 4 icon bar, if you hover your mouse over the first icon you will see a signature. If you click on the signing options will appear. To send the agreement for signing to a vendor, click on the ‘sign remotely’ button, tick the box of the vendors, and hit send the signature request. The recipients will receive an email with instructions on how to sign.
12. How do I sign an agreement in person?
On the right-hand side of the agreement, you will be able to see a 4 icon bar, if you hover your mouse over the first icon you will see a signature. If you click on the signing options will appear. Click sign in person and hand the device over to the vendor. They will need to consent to sign by way of electronic signature, hit the start button in the top right-hand corner then they will be taken to the signature box where they are required to sign, once they are finishing signing the required fields hit the finish in the top right-hand corner.
13. How do I send a copy of the agreement to the vendor?
Once all parties have signed including the agent, the vendor will receive a completed copy of the signed agreement. In this email, they have a download button where they can download a copy of the signed agreement.
14. How can I edit the Agency agreement prior to getting signed?
Once you have generated your agreement there are a few options to edit prior to signing. On the right-hand corner of the page, you'll see an edit button, and once clicked it will display the following options.
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Edit Whole Form: this will take you back through each section in the online form and apply the necessary edits.
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Advanced edit: this allows you to apply any custom options to edit the generated agreement or add a file that needs to be part of the agreement. Any field that turns blue is an editable field that can be changed and saved.
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Edit Campaign: this will take you to a page to edit the campaign address, property type, agents, and external id.
15. What if I notice a mistake on the Agency Agreement, how can I change it?
Any changes made after the agreement has been signed will void the contract and you will need to resend it to your vendor to sign again. This will all be tracked in the compliance log and completion certificate bundled into the agreement.
16. When creating an Agency Agreement, it is necessary to choose an inclusion. However, when dealing with a property like land, there are no specific inclusions to select.
What steps should be taken in this situation?
When you go to the Sign online form under Property Inclusions, select "Others Inclusions".
Put the Details and Click Submit > Next.
