GUIDE KNOWLEDGE CENTER VAULT

Guide Real Estate requires all documents that are applicable and listed on DORA’s File Checklist to be included in your office file.

In addition, Guide requires the Definitions of Working Relationships form and the appropriate Buyer or Seller Advisory (available on CTME) on all files where your client has an ERS or ERB.

If the Buyer or Seller is being treated as a Customer rather than a Client, the appropriate disclosure form must also be included in the file:
• BD24 – Brokerage Disclosure to Buyer or Seller (See Instructional Guides)
• BD16 – Brokerage Disclosure to Seller (FSBO) (See Instructional Guides)

Lastly, if there were any additional documents that required signatures from the Buyer, Seller, or both—even if those documents are not specifically listed on DORA’s File Checklist—those signed documents should also be included in the office file.

All Under Contract files should be submitted through the “Transaction Form” as early as possible. As a general guideline, Guide Real Estate recommends submitting files a minimum of 10 days prior to closing during slower market periods and 14+ days prior to closing during busy seasons. Early submission allows time for compliance review, correction of missing items, and processing of your file prior to closing.

If your file is not substantially complete at least 3 days prior to closing, you may risk not having a CDA (Commission Disbursement Agreement) issued in time for closing. Missing signatures, incomplete documents, or missing required disclosures are some of the most common causes of delays.

In addition, DORA requires brokerages and brokers to retain transaction files for a period of four (4) years beginning from:
• The consummation date of the transaction, or
• The expiration date of a listing contract that did not consummate.

Files may be retained in either hard copy or electronic format, provided they can be produced and inspected during the required four-year retention period. Brokers who maintain records electronically are still responsible for producing those records even if technical issues arise with the technology used to store them.

For this reason, it is important that agents ensure all required documents are fully executed, uploaded, and properly retained within the brokerage file system.

Guide’s transaction submission system may look a little different than systems you may have used at other brokerages, but once you see it in action, it is very straightforward and easy to use.

We do highly recommend completing a quick training session with Sean Brown, our Guide Office Manager, for a basic walkthrough of the system. We prefer to do this training once you have your first transaction under contract so you can immediately begin using the system in a real-world scenario while the process is fresh in your mind.

Schedule Training with Sean Brown: Sean's Calendar

Our transaction system has two main pieces:

1. Transaction Submission Form

To submit a new transaction to Guide, you will use our online submission form:

Guide Transaction Submission Form

This form allows you to enter all of the information related to your transaction and upload your required documents.

If you ever need the link again, you can always:

Return to this FAQ section in the Guide Vault, or

Find it quickly in the Guide Agent Portal under the Contracts section.

2. Your Personal Airtable Transaction Portal

Once your transaction has been submitted, you will manage and monitor your files through your personal Airtable transaction link. This link includes a private password for security purposes.

Inside your Airtable portal, you will be able to:

● View all active and closed transactions

● See where your file currently sits in the transaction pipeline

● View document review statuses

● Upload or access documents

● Review compliance notes and updates

● Access previously closed transaction files when needed

What Is the “Kanban View”?

The primary layout you will see in Airtable is called a “Kanban View.”

A Kanban View is simply a visual organization system that groups transactions into columns based on their current stage in the process. Think of it like moving sticky notes across a board from left to right as a transaction progresses through the transaction lifecycle.

Examples of stages you may see include:

● New/Active

● Under Contract

● Closing Soon

● CDA Ready

● Closing Pending

● Archive Completed

● Archive Terminated

Each transaction card displays key information such as:

● Property address

● File review status

This makes it easy to quickly see:

● Where your transactions currently stand

● Which files may need attention

● What items are still pending

● Which transactions are approaching closing

● Which files may still require documents or updates

The Kanban View is intentionally visual and simplified so agents can manage their pipeline efficiently while still having detailed file information available when needed.

A Few Additional Notes

❗Your Airtable transaction link is private and should not be shared. ❗

❗If you have a Transaction Coordinator - they will get their own login that will allow them access to files you allow them to have.❗

● Transactions are updated regularly throughout the file review process.

● If a document or item is needed, you may see status updates or notes added directly to the transaction.

● Closed files remain accessible through your portal for future reference.

The system is designed to help both agents and staff stay organized, reduce email confusion, and create a more transparent transaction process. If you ever have questions or need assistance, please reach out to Sean Brown or the Guide staff and we will be happy to help.

Yes. If you are representing a Buyer or Seller in an Agency relationship (rather than as a Transaction Broker), Guide requires the appropriate Buyer or Seller Advisory, along with the Definitions of Working Relationships form. These documents must be completed and included with your ERS/ERB for file approval.

With DORA removing Section 5.3 from the ERS and ERB, brokerages now need additional informed consent from clients in order for Managing Brokers to discuss transaction issues with Buyers or Sellers if concerns or problems arise during the transaction. The Buyer and Seller Advisory forms provide that informed consent from your client.

In addition, these forms are intended to provide Buyers and Sellers with additional education about the buying and selling process. They should be presented as helpful educational material designed to better prepare the client for the transaction and some of the situations that may arise along the way.

The Advisory forms were prepared by retained legal counsel and are used by many brokerages. They help provide additional knowledge and protection for both you as the Broker and Guide Real Estate as the Brokerage by documenting important disclosures, conversations, and educational information provided to the client.

For these reasons, Guide requires the appropriate Buyer or Seller Advisory form to be completed and included with the ERS or ERB for file approval. However, these forms should not be signed by any party you are treating as a “Customer.”

Yes. Per Guide Real Estate policy, agents must obtain Managing Broker approval prior to engaging in any Transaction Broker role.

The reason for this policy is that Transaction Brokerage can create significant risk for agents if not handled correctly. In an Agency relationship, you are much like a football coach—you are advising, strategizing, and helping your Buyer or Seller decide the next play. However, once you move into a Transaction Broker role, your position changes completely. You are no longer the coach for either side; instead, you become the referee. Your role is to remain neutral and facilitate the transaction without advocating for or advising either party.

The challenge is that many agents unintentionally continue “coaching” after becoming a Transaction Broker. This can include giving advice that favors one side, disclosing confidential information, or taking actions that appear to benefit one party over the other. Even something as common as preparing or delivering an appraisal packet can later be perceived by one party as favoritism. These situations can create serious DORA concerns and potential liability issues for the agent.

Because of these risks, Guide Real Estate requires Managing Brok

er involvement before an agent engages in a Transaction Broker role. In most situations, Guide Real Estate favors keeping the party you began working with—or the party with whom you have the pre-existing relationship—as your Client, while treating the other party as a Customer instead.

See Instructional Guides:
• Customer: Buyer as a Customer Guide
• Customer: Seller (FSBO) as a Customer Guide

If a CDA (Commission Disbursement Agreement) has not been issued prior to closing, the title company will be instructed to send the commission wire or check directly to Guide Real Estate.

Once Guide Real Estate receives the funds, there may be a waiting period for the funds to fully clear the bank before commission splits can be disbursed. After the funds have cleared, Guide Real Estate will issue your commission split either by check or electronic transfer, depending on the brokerage’s payment procedures.

If your CDA was not issued prior to closing and you are waiting to receive your commission split from Guide Real Estate, please follow up directly with Jon Yacovetta.

No. Guide Real Estate does not require you to use a Transaction Coordinator (TC). Whether or not you use a TC is a personal business decision.

If you choose to use a Transaction Coordinator, there are several important things to understand. Unless the Transaction Coordinator’s license is held under Guide Real Estate, they may only perform unlicensed acts in their role assisting you with the transaction (Please See: Commission Position #20). They may not independently perform activities that require a real estate license.

In addition, Guide Real Estate requires a specific clause to be added into your ERS or ERB when using a Transaction Coordinator. (See Transaction Coordinator Clauses in CTME.)

Per Guide Real Estate’s legal counsel, Transaction Coordinators also should not be paid directly through the CDA at closing. Agents will need to pay their Transaction Coordinator separately outside of closing.

Guide Real Estate also requires that any Transaction Coordinator using our system be properly set up and trained on the brokerage’s transaction procedures and systems. We currently have approximately 15 Transaction Coordinators who are already trained and actively using the Guide Real Estate transaction system.

Before using a Transaction Coordinator, please email [email protected] to confirm whether your Transaction Coordinator is already registered and trained within Guide’s system.

If your Transaction Coordinator is not already set up within the system, they will need to be onboarded and trained before working within Guide’s transaction platform. To begin that process, please email both [email protected] and sean,[email protected] and for assistance with setup and training.

No. Receiving a Contract Note does not mean you are “in trouble.” Contract Notes are a normal part of brokerage supervision and are often simply educational in nature.

Guide Real Estate sends Contract Notes on a variety of issues, most commonly related to ERS, ERB, CTBS contracts, Counterproposals, Amendments, missing disclosures, deadlines, or other contract preparation concerns. Many times, the issue may be something that can still be corrected during the transaction through an Amendment or other solution. Other times, the note is simply intended to help you recognize a potential issue so it can be avoided on future transactions.

The purpose of Contract Notes is not to criticize agents, but to help support competent contract preparation, reduce risk, and assist agents in learning from situations as they arise in real-world transactions.

In addition, DORA Rule 6.3 outlines an Employing Broker’s responsibilities regarding supervision of associate brokers. Part of that reasonable level of supervision includes:
• Maintaining a written Office Policy Manual
• Reviewing executed contracts for competent preparation
• Reviewing transaction files for required documents
• Contacting associate brokers if concerns are identified regarding contract preparation or missing documentation

Specifically, DORA states that if an employing broker has concerns about the preparation of a contract, the employing broker should contact the associate broker. Contract Notes are one of the ways Guide Real Estate fulfills that supervisory responsibility while also helping agents continue to grow and improve in their business.