TotalBrokerage

This article explains how Dotloop authentication works with TotalBrokerage, the two available authentication methods, and what data is imported when loops are synchronized.

OVERVIEW

TotalBrokerage supports two methods of authenticating with Dotloop:

1. Brokerage-Level Authentication – Managed at the brokerage level and intended for firm-wide synchronization.

2. Account-Level Authentication – Managed by individual users for their own Dotloop account.

Each method has specific requirements, use cases, and limitations. It is important to choose the correct method based on your brokerage’s setup and goals.

BROKERAGE-LEVEL AUTHENTICATION

Requirements

• The authenticating Dotloop profile must be marked as a COMPANY profile in Dotloop.

• If the profile is not marked as COMPANY, authentication will fail and an error message will be displayed.

Important Notes

• The account used for brokerage-level authentication cannot and should not use account-level authentication.

• Brokerage-level authentication enables automatic syncing for the entire brokerage once properly configured.

NAVIGATION

Setup → Brokerage → Dotloop

• Click Connect to Dotloop

SYNC OPTIONS

To synchronize your agents, 

please contact TotalBrokerage Support using:  Support@TotalBrokerage.com.
Only agents who have been synchronized will have their Loops imported.

1. Sync All Accounts for Brokerage

• Creates or matches a TotalBrokerage account for every Dotloop profile connected to the brokerage-level Dotloop account.

• Matching is done via email address.

• This ensures the system can correctly assign the Transaction Owner when loops are created or updated.

Recommended Use:

• New brokerages onboarding to TotalBrokerage

• Brokerages migrating historical data from Dotloop into TotalBrokerage

2. Sync All Loops for Brokerage

• Imports all existing Dotloop loops into TotalBrokerage.

• This should be run after all accounts have been synced.

Recommended Use:

• New brokerages copying existing Dotloop data into TotalBrokerage

Ongoing Sync Behavior

Once brokerage-level authentication is complete:

• Any loop created or updated in Dotloop will automatically create or update a transaction in TotalBrokerage.

• For the transaction owner to be set correctly:

  • The loop owner must have a matching TotalBrokerage account, and

  • The account must either:

    • Have completed account-level authentication, or

    • Be matched through Sync All Accounts for Brokerage

ACCOUNT-LEVEL AUTHENTICATION

Requirements

• The authenticating Dotloop profile must be marked as an INDIVIDUAL profile in Dotloop.

• If the profile is not marked as INDIVIDUAL, authentication will fail and an error message will be displayed.

NAVIGATION

MyProfile → Dotloop

From the dropdown under your name in the upper-right corner, select My Profile.

Click Connect to Dotloop.

Automatic Loop Sync

After authenticating at the account level, users can enable or disable Automatic Loop Sync:

• Location: Profile → Dotloop

• When enabled, any loop created or updated under the user’s Dotloop account will automatically create or update a transaction in TotalBrokerage.

• This behavior is similar to brokerage-level authentication but applies only to the individual user’s loops.

Synchronize From Loop (Manual Sync)

After account-level authentication, users gain access to Synchronize From Loop within a TotalBrokerage transaction.

• Open the transaction in TotalBrokerage.
• Go to Actions > Synchronize with Dotloop.
• 

WHAT GETS IMPORTED FROM DOTLOOP?

When a loop is synchronized, the following data is imported into TotalBrokerage:

Transaction Details

• Transaction Name → Set to the Dotloop loop name

• Property Information → Copied to the Property tab

Financial Mappings

Date Mappings

Additional Imports

• Loop Participants → Added as contacts on the transaction

• Loop Documents → Added as transaction documents

• Activity Log Entry → Created on the transaction, which may include:

  • Additional financials

  • Additional dates

  • Loop participant details

  • Other information not directly mapped

• 

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Transaction Notes

• Transactions imported or updated via Dotloop will display an “Imported From Dotloop” note in Transaction Search for easy identification.

SUMMARY

• Use Brokerage-Level Authentication for firm-wide syncing and large data migrations.

• Use Account-Level Authentication for individual agent control and manual loop synchronization.

• Ensure Dotloop profiles are correctly marked as COMPANY or INDIVIDUAL before authenticating to avoid errors.

For assistance with brokerage-wide sync options, please contact Support@TotalBrokerage.com.