Assistants who work in Dotloop

The morning starts with deadlines: every loop with a contingency, financing or appraisal date inside three days, and every signature still outstanding. Signers get chased by text and email, agents get a short list of what needs their voice. Then new loops from yesterday's accepted offers, built from your template with all parties and roles added. Through the day documents arriving by email are filed and renamed, amendments are prepared and sent, and finished files are submitted for review. The end-of-day report shows loops opened, signatures collected, files submitted and anything at risk.

Our transaction assistants are trained on Dotloop before they touch a live file: loop templates, task templates, roles and permissions, document handling, signature preparation, status stages and the compliance review flow. That training is ours. We do not claim Dotloop or Zillow Group certification for our staff, and AssistBPO holds no partner, reseller or affiliate status with either. The product name identifies the software you use. We will happily walk you through the assistant's real file experience, including the state or provincial forms they have worked with, during the match.

Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. A dedicated transaction assistant is priced per person for a monthly block of hours in your time zone rather than per file, which suits teams with steady volume. Lower-volume brokerages sometimes prefer shared coverage sized to files per month. Your Dotloop subscription and agent seats stay on your own account and are billed by the vendor directly. We add nothing to the software cost and never resell seats.

Yes, within the limits you set. They prepare forms from your own library, place signature and initial fields, and send in the order your process requires. What they do not do is give advice on terms, choose between forms where the choice is a judgment call, or sign anything on behalf of a party. Those stay with the licensed agent or the broker. Many teams have the assistant prepare and hold, then release for sending after the agent approves in a message. The review log shows who did what.

Nothing changes about your review process. The assistant submits files for review exactly as an agent would, and your compliance reviewer approves or rejects as usual. What changes is that files arrive complete more often, because someone worked the checklist before submission. The assistant keeps a running log of the items your reviewer rejects most, which usually points at one or two forms with confusing fields. Brokers get a weekly loops-by-status report so nothing sits unseen until the week of closing.

Add them as a user or team member in your own Dotloop account with access to the loops you choose, at the permission level your brokerage uses for admin staff. They sign in from a managed company device with two-factor authentication and no shared passwords. Dotloop records activity against their name on each loop and document, so an audit trail exists for every action. Access can be narrowed to specific teams or removed in seconds, and your broker keeps full ownership of the account.