Creating a Transaction Action Plan : TotalBrokerage

Here, you can create Transaction Action Plan templates that can be imported into your transactions.

Go to Transactions > Action Plans.

+Add New Action Plan.

A drawer will open at the right, prompting you to enter a Name and Description.

As a Manager, you can create Action Plans for the entire brokerage, a specific office, or your personal use.
As an Agent, you can only create Action Plans within your own account.
Name the Action Plan
Enter a Description
Select which Transaction Statuses this Action Plan will apply. If left blank, it can be applied to any status.
Click the Submit button when you are finished.

Here, you can add or edit the General Information for the Action Plan.

Click Add Action.

A drawer will open to the right where you can build the task.

Be sure to click Save when finished creating the task.

Description: Enter notes, suggestions, or a description of the step
Action: Choose the action for this step. The options are: Create Task, Send Email, Send SMS.

Create Task

Task to Perform
- When selecting Create Task, you will be asked to choose the task type.
- Task options can be customized in User Fields. (Click here to learn more about User Fields)
Regarding: You will be asked who the task is regarding. Options include:
- All Contacts – Contacts associated with the transaction.
- All Vendors – Vendors involved in the transaction.
- All Agents – Agents participating in the transaction.
- All Contacts, Vendors, and Agents – Includes all associated contacts.
- All Contacts of Type – Select Buyers, Sellers, Landlords, or Tenants.
- All Contacts of Represented Type – Based on the transaction type (e.g., Buyer’s or Seller’s contacts).
- All Vendors of Type – Choose specific vendor types (e.g., Escrow Agent, Title Company).
- A Single Contact – Select a single contact in the transaction.
- First Contact of Represented Type – The first participant in the transaction (e.g., Buyer 1 or Seller 1).
- A Single Vendor – Select a specific vendor.
- Transaction Owner – The person in charge of the transaction.
- Account with a Specific Role – Choose brokerage, office, or other roles.
- A Specific Account – Assign to a specific person.
Assign to: Assigning the Task. Options include:
- All Agents
- Transaction Owner
- An Account with a specific role
- A specific Account
When: Setting the Task Timeline: Choose when the task should occur:
- Added to Transaction – A set number of days after the Action Plan is added.
- Specific Date – Schedule based on a transaction date (e.g., 15 days after Closing Date).Another Action is Completed – The task begins once a previous action is completed.Transaction Status Changes – Triggers the action based on a transaction status change.

Send Email:

You’ll be prompted to select an email template, which should have been created beforehand in Marketing > Templates.
Specify the Recipients (all contacts, a single vendor, etc.).
Select Send From to define the sender.
Determine When the email should be sent.
If triggered by a Transaction Status Change, select the relevant status.

Send SMS:

To enable SMS, activate your SMS Number. (Click here for SMS setup instructions)
In the Message area, use the Insert button to add contact names dynamically.
Compose the SMS message.
Choose Recipients from available options.
Select Send From to determine the sender.

Click Save when the step is complete.

Deactivate/Activate a Task

To Deactivate an Active task, click the Deactivate button.

To see Inactive tasks, click on the Inactive tab. Select the task, and click Make Active.