Chapter 3
High-Rise - Lease Agreement
!! Not the type of Agreement you need? Check out our other two Chapters for High-Rise Projects:
Chapter 1: Finalize High-Rise Purchase Agreements with Firm Offers
Chapter 2: Finalize High-Rise Purchase Agreements with Conditional Offers
Or Our Chapters for Low-Rise Projects
Chapter 4: Finalize Low-Rise Purchase Agreements with Firm Offers
Chapter 5: Finalize Low-Rise Purchase Agreements with Conditional Offers
Chapter 6: Finalize Low-Rise Lease Agreements
Introduction:
The Transaction Management App allows users to finalize, sign, act and manage Agreements (Lease, Purchase and Sale) in a very efficient way.
Bildhive’s Transaction Management App makes the process more efficient because it:
Integrates with the rest of the Bildhive Apps, allowing the sales agent to pull information automatically from the other applications to populate contracts
Integrates with DocuSign for Real Estate SKU to easily route, sign and securely store all agreements
Complies with the most stringent global security standards
Generates agreements that are lawful and admissible in a court of law
!! The Transaction Management App, Condo Unit Configurator, and Contract Configurator, all work together.
In the Condo Unit Configurator, you enter all the Details about your condo unit (including floorplans and add-ons).
The Contract Configurator allows you to configure all the Contract fields.
The Transaction Management App pulls in Information about the Unit and the Contract that contains all the fields. Then you Fill the Contract with the transaction information. Finally, you Send the contract to all parties for their Approval, Signature, or Review.
!! Heads-Up
Our Table of Contents links might occasionally land you Just Below The Target Section. If this happens, a Simple Scroll Up to the Previous Section will get you right where you need to be.
TABLE OF CONTENTS
- Get Started
- Define your Settings
- Integrate with DocuSign
- Add, Edit, and Delete Default Participants or Signers
- Adjust a Default Participant’s Info After You’ve Sent the Document
- Seller’s Agents – Complete or Adjust RECO Information Guide and Self-Represent Form
- About Inclusion Information
- Add an Inclusion to the List
- Transaction Default Settings- Irrevocable and Cooling Off Days
- Set Irrevocable Date Limits
- Add a Transaction
- E-Signature and Combined E-Signature+In-Person (signing method)
- Lease Agreement (type of agreement)
- Step 1 – Provide Transaction Information
- Step 2 - Provide Participant Information
- Step 3 - Provide Product Details
- The 15-Minute Unit Timer
- Step 4 – Finalize the Document
- Step 5 – Set Up Signing Order
- Introduction:
- Enable the Sales Rep to Redline the Contract Before Sending it to Signers
- Review and Adjust the Signing Order
- Define Each Participant’s Action when Receiving the Contract
- Create an Access Code to Add an Extra Layer of Security
- Define Who Signs Online and Who Signs in Person
- Add More Recipients
- Preview the Sign Route
- Review and Send
- Signing E-Signature and Combined Transactions Electronically
- Signing Combined Transactions in Person
- Add a Tenant After a Contract has Been Signed
- Navigate to Your Transactions
- Actions Permitted by Transaction Status
- View Transactions Details on the Details Screen
- Details Tab
- Tenant’s and Rep’s Tab
- Documents Tab
- Transaction Documents Tab
- Review the Transaction’s Information and Documents
- Add Amendments and Additional Documents that Require Approval or Signature
- The Residential Tenancy Agreement Form
- How to Upload a Signed Amendment or Document
- Create Add-Ons Contracts
- How to Upload a Signed Contract
- Add, Download, and Delete Additional Supporting Document Templates
- Upload, Download, Print, Delete, or Preview Additional Supporting Documents
- Internal Participants Tab
- Notes Tab
- Timeline Tab
- Edit Transactions
- Print & Sign (signing method)
- Any Type of Agreement
- Any Type of Offer
- Access Your Transactions From the Left Navigation Bar
Get Started
Launch the Transaction Management (TM) App
Go to the project’s Workplace,
Under Customer & Transaction Management, find the Transaction Management App
Click on it
Info: When you enter the app, you land on the All Transactions List. The first time you use the App, you will not see any transactions.
Define your Settings
!! Define your Settings Before Adding Your First Transaction.
This isn't mandatory, but it's a good idea. In Settings, you can Integrate with DocuSign (required only for signing with E-signature and Combined E-Signature + In-Person), add Default Participants or Signers, add Inclusion Information.
Integrate with DocuSign
If the Left Navigation Bar is not open, go to the top-left of the page under the Bildhive logo and Click the Hamburger Icon (Three horizontal lines)
From the Navigation Bar, select Settings
On the Settings Submenu, select Integration
If you are not Linked to DocuSign, Click on the Integrate with DocuSign button
If you already have an Account, Log Into DocuSign
Otherwise, Create an account and Log In
To Disconnect, go to the bottom of the DocuSign Integration Section and click Remove Integration
!! Warning: You MUST READ this before Using the E-Signature Signing Method.
E-signature transactions WILL FAIL if the recipient's Email Address is Invalid, so always double-check it.
We advise those who wish to use Bildhive's E-signature Signing Method to do two things after creating a DocuSign account:
First, Log Into their DocuSign account and create a Ticket to Enable Event Recipient Autoresponded to receive Notifications in Bildhive when a transaction fails due to a Bad Email Address.
Next, contact their DocuSign Account Manager and ask them to allow the Envelope Correct Function so that changes to the Purchasers’ and the Reps' Information can be made directly from Bildhive (only while the transaction is Pending).
Add, Edit, and Delete Default Participants or Signers
!! Who are Considered Default Participants?
Default Participants are those on the vendor's side whose signatures are Always required for a transaction to proceed (CEO, Accountant, etc.). If you already know who they are, enter their names.
If the Left Navigation Bar is not open, go to the top-left of the page under the Bildhive logo and Click the Hamburger Icon
From the Navigation Bar, select Settings
On the Settings Screen, select Default Participants
At the Bottom of the New Participant section, click Add New Participant
In the Edit Participant pop-up, fill-In the information of the First Default Participant: Name*, Email Address*, Company, and Role
Click Create
Repeat the steps to add the rest of the Default Participants
To Edit or Delete a Participant, go to the Action Column to the Right of the Participant and click the Pencil or Delete icon
Make the edits and click Update or Delete
* Mandatory fields.
!! The fields that you see differ based on the contract template.
Adjust a Default Participant’s Info After You’ve Sent the Document
Info: Default Participants who are Signers in a document are considered Internal Participants in that transaction. It is possible to edit an Internal Participant's information from the Settings, but there are restrictions.
The TRANSACTION OWNER is the ONLY person who can Edit the Internal Participant’s Information
DocuSign has to have the Envelope Correct Function enabled
Transactions need to be Pending and have No Signatures
You can’t adjust Transactions that are Completed or that are Pending and already have Signatures
To Adjust the Information, go to the top-left of the page under the Bildhive logo and Click the Hamburger Icon (Three horizontal lines)
Once the Left Navigation Bar opens, select Settings
From the Submenu, select Default Participants
Go to the Action Column to the Right of the Participant and click the Pencil or Delete icon
Make the edits and click Update or Delete
As long as you followed the restrictions, the Participant should receive a New Document from DocuSign with the Adjusted information
Seller’s Agents – Complete or Adjust RECO Information Guide and Self-Represent Form
If the Left Navigation Bar is not open, go to the top-left of the page under the Bildhive logo and Click the Hamburger Icon (Three horizontal lines)
From the Navigation Bar, select Settings
From the Submenu, under Customization, select Seller’s Agents
At the Bottom of the Seller’s Agents section, click Add Seller’s Agents
In the pop-up, fill in the information: Name,* Email Address,* Company, and Reco Registration Number*
Click Create
Repeat the steps to add the rest of the Default Participants
To Edit or Delete a Seller’s Agent, go to the Action Column to the Right of the Seller’s Agent and click the Pencil or Delete icon
Make the edits and click Update or Delete
* Mandatory fields.
About Inclusion Information
Info: The Inclusion Information lists any Upgrades, unique elements, or services included in the Contract.
Examples of inclusions are Internet, Hydro, or Alarm Systems
To Add Inclusions to a contract in the Transaction Management App, you must first set up a Field for inclusions in the Contract Template (using the Contract Configurator).
Add an Inclusion to the List
If the Left Navigation Bar is not open, go to the top-left of the page under the Bildhive logo and Click the Hamburger Icon (Three horizontal lines)
From the Navigation Bar, select Settings
On the Settings Submenu, select Inclusion Information
To Add your first Inclusion, go to the bottom of the section and click Add Inclusion
Give the inclusion a Title* and a Legal Text or Body*
Click Create
Repeat these steps per each Inclusion, up to 20 in Total
To Edit or Delete an Inclusion, go to the Action Column to the Right of the Inclusion and click the Pencil or Delete icon
Make the edits and click Update or Delete
* Mandatory field.
!! Do you need to Add Inclusions to your Contract Template?
Follow These Steps
Transaction Default Settings- Irrevocable and Cooling Off Days
The Transaction Default Settings include Irrevocable Days and Cooling Off Days
If the Left Navigation Bar is not open, go to the top-left of the page under the Bildhive logo and Click the Hamburger Icon (Three horizontal lines)
From the Navigation Bar, select Settings
From the Submenu, under Customization, select Transaction Default Settings
In the Days field, type the Number of Days after which the Transaction will become Irrevocable
The Irrevocable Date will be Automatically Calculated by Adding the Number of Days you entered to the Contract Creation Date
Save the information
To Edit the number of Days, Repeat the Steps and enter a New Number
To Define the number of Cooling Off Days, enter a Number in the field
To Switch Off the Irrevocable Date, Termination Date, Closing Date, and Outside Closing Date, move the Sliders to the Right
!! This is a Global Setting.
Once you define it, it populates accordingly in your transactions.
Set Irrevocable Date Limits
If the Left Navigation Bar is not open, go to the top-left of the page under the Bildhive logo and Click the Hamburger Icon (Three horizontal lines)
From the Navigation Bar, select Settings
From the Submenu, under Customization, select Irrevocable Date
In the Days field, type the Number of Days after which the Transaction will become Irrevocable
The Irrevocable Date will be Automatically Calculated using this information
Save the information
To Edit the number of Days, Repeat the steps and enter a New Number
Add a Transaction
Start a New Transaction
If the Left Navigation Bar is not open, go to the top-left of the page under the Bildhive logo and Click the Hamburger Icon (Three horizontal lines)
From the Navigation Bar, select All Transactions
To add your first transaction, on the All Transactions Screen, go to the top right and click Add New Transaction
Info: About Types of Transactions.
The Signing Method (E-Signature or Print and Sign), whether it is a Purchase of Sale transaction or a Lease transaction, and the Offer Type (Firm or Conditional) determine the Type of Transaction. There are four types, and we describe each in a separate article:
E-Signature and Combined E-Signature+In-Person (signing method) Lease Agreement (type of agreement)
Read this Before you Start your E-Signature Transaction.
!! Integrate with DocuSign before using E-Signature Signing.
For instructions on how to integrate with DocuSign, Click Here.
!! We advise you to do these two things when using DocuSign:
Log into your DocuSign Account and Activate Event Recipient Autoresponded to receive Notifications in Bildhive when a transaction fails due to a Bad Email Address.
Contact your DocuSign Account Manager and ask them to allow the Envelope Correct Function so that changes to the Purchasers’ and the Reps' Information can be made directly from Bildhive (only while the transaction is pending).
!! WARNING. Double Check the Recipient's Email Address.
If the recipient's email address is Invalid, the E-signature Transaction WILL FAIL.
Step 1 – Provide Transaction Information
!! Can some Participants Sign Digitally and Some in Person?
Yes, but you MUST select E-Signature as your Signing Method and then, in Step 5, indicate Who Signs Online through DocuSign and Who Signs in Person when you Identify the Participant’s Action concerning the Contract.
Provide Signing Method and Transaction Type
In the Signing Method*, Select E-Signature
From the Transaction Type dropdown, select Lease Agreement
From the Agreement of Lease Contract Template dropdown, select a Contract Template*
Click Next
* Mandatory field.
!! WARNING: Make sure your contract has all the fields you need.
When using DocuSign, the Contract Template that you set up through the Contract Configurator will be automatically Populated with the data you input into the Transaction Manager. Keep in mind that any fields that are not configured in the template will not appear in the contract, even if you fill out the information in the Transaction Manager.
!! Can’t Find Your Purchase Contract Template in the Dropdown?
You will only see contracts that were added with the Contract Configurator.
Step 2 - Provide Participant Information
Introduction
Info: There are Three Types of Participants
In this step, you add the Tenant(s) Information, the Tenant(s) Lawyer Information (if applicable), and the Tenant(s) Agent Information (if applicable).
!! To Auto-populate the Tenant's information, you can scan their Driver's License or Passport.
You can Scan it on a Tablet using the tablet's Camera.
If you are on a Computer, you can Upload a Picture of the License or Passport, and Bildhive will auto-fill the fields.
If scanning isn't possible, you can always Enter the Information Manually.
!! WARNING. The E-signature Transaction WILL FAIL if the recipient's email address is invalid, so double-check it. There are two Actions users are advised to take:
Log into their DocuSign Account and Activate Event Recipient Autoresponded to receive Notifications in Bildhive when a transaction fails due to a Bad Email Address.
Contact their DocuSign Account Manager and ask them to allow the Envelope Correct Function so that changes to the Purchasers’ and the Reps' Information can be made directly from Bildhive but only while the transaction is Pending.
Scan the Tenant’s License or Passport on a Tablet:
Click Add Primary Tenant
From the Dropdown menu, select Scan Driver’s License or Scan Passport
For the License, click on the Front Photo Scan Button
Once the Tablet’s Camera opens up, Scan the Front and upload it
Repeat this process with the Back of the License
For Passports, scan the Page where the Photo appears
Click Next
Review the Information in the Add Primary Tenant’s field and manually adjust or fill in any missing fields
Click Add
Repeat the Process until you have the Purchasers that you Need
The Number of Purchasers you can add is Limited to the same Number of Purchasers included in your Contract Template
To Increase the Number of Purchasers, the Contract Configurator and Add the necessary Fields
!! You don’t have a license or passport on hand? It's no problem.
Follow these steps to Manually Enter License, Passport, or Other ID Information.
!! Is the information not coming in Properly?
!! WARNING. The E-signature Transaction WILL FAIL if the recipient's email address is invalid, so double-check it. There are two Actions users are advised to take:
Log into their DocuSign Account and Activate Event Recipient Autoresponded to receive Notifications in Bildhive when a transaction fails due to a Bad Email Address.
Contact their DocuSign Account Manager and ask them to allow the Envelope Correct Function so that changes to the Purchasers’ and the Reps' Information can be made directly from Bildhive (only while the transaction is Pending).
Try Rebooting the tablet.
Upload a Picture of the Tenant’s License or Passport from a Computer
Click Add Primary Tenant
From the Dropdown Menu, select Scan Driver’s License or Scan Passport
For the License, click the Front Photo Scan Button
Once your File Finder opens up, Locate the image of the Front of the License, Select it, and Click Open
Repeat this process with the Back of the License
For Passports, upload a picture of the Photo page
Click Next
Review the Information in the Add Primary Tenant’s form and manually adjust or fill in any missing fields
Click Add
Repeat the Process until you have the Purchasers you Need
The Number of Purchasers you can add is Limited to the same Number of Purchasers included in your Contract Template
To Increase the Number of Purchasers, the Contract Configurator and Add the necessary Fields
!! You don’t have a license or passport on hand? It's no problem.
Follow these steps to Manually Enter License, Passport, or Other ID Information.
!! WARNING. The E-signature Transaction WILL FAIL if the recipient's email address is invalid, so double-check it. There are two Actions users are advised to take:
Log into their DocuSign Account and Activate Event Recipient Autoresponded to receive Notifications in Bildhive when a transaction fails due to a Bad Email Address.
Contact their DocuSign Account Manager and ask them to allow the Envelope Correct Function so that changes to the Purchasers’ and the Reps' Information can be made directly from Bildhive (only while the transaction is Pending).
Manually Enter the Tenant’s License, Passport, or other ID Information
Click Add Primary Tenant
From the Dropdown menu, select Create Manually
Fill in all the (mandatory) Fields in the Form
Enter a Driver’s License or a Passport
If these are from a Foreign Country, you will need to add a Birth Certificate, PR, Work Permit, or Other Documents
Below the Driver License fields, find the US/CA Passport, Birth Certificate, PR, Work Permit, or Other tabs
Select one and fill in the Information
Click Next
If you have Secondary Tenants, repeat these steps to add them
Click Next
Follow these steps to Upload a Copy of the ID to the Supporting Documents
Repeat the Process until you have the Tenants that you Need
The Number of Tenants you can add is Limited to the same Number of Tenants included in your Contract Template
To Increase the Numbers, Add the necessary Fields in the Contract Configurator
!! If the Tenant’s Data is already in the CRM, you can Autofill their Information.
Just enter the first few letters of their name into the Search For a Contact field, then select the Name from the Dropdown Menu.
!! WARNING. The E-signature Transaction WILL FAIL if the recipient's email address is invalid, so double-check it. There are two Actions users are advised to take:
Log into their DocuSign Account and Activate Event Recipient Autoresponded to receive Notifications in Bildhive when a transaction fails due to a Bad Email Address.
Contact their DocuSign Account Manager and ask them to allow the Envelope Correct Function so that changes to the Purchasers’ and the Reps' Information can be made directly from Bildhive (only while the transaction is Pending).
Info: What is the purpose of Tenant's Tags?
A tag allows you to Target a specific Email Broadcast to a group of Tenants or potential tenants.
Step 3 - Provide Product Details
Provide Product Details, Inclusions, and Dates
From the Select Floor Dropdown, Select a Floor*
From the Select Unit Dropdown, Select the Unit*
Select a Tenancy Start Date* from the Calendar
Select Tenancy End Date * from the Calendar
Save as Draft or click Next
The 15-minute Unit Timer gets activated, and you have 15 Minutes to complete your Transaction before the Unit becomes Available again
The 15-minute Unit Timer appears at the Top of your Screen
If it is Not Possible to Complete your Transaction in the Allotted 15 Minutes, Save it as a Draft
* Mandatory field.
Info: About Navigation in the Calendar,
The Single Arrow next to the date Advances the calendar One month at a time. The Double Arrow Advances the calendar One year at a time.
Save the Transaction as a Draft
You can Save your Transaction as a Draft at any point after you enter the Tenant’s Information (Step 2)
To Save your Transaction, go to the Bottom of the Screen and click Save As Draft
A Notification appears indicating the Draft was Successfully Saved
Once the Transaction Window closes, you are redirected to the All Transactions List, where your Transaction Draft is Listed
If you saved a transaction as a Draft after Step 3, the 15-minute Unit Timer is Activated
Complete, Edit, or Void a Saved Draft
To Edit, or Void a Saved Draft, Locate your transaction on the All Transactions List or the Drafts List
To Open the Lists, go to the Top Left of your screen, Click the Hamburger Icon (three horizontal lines), then select All Transactions or Draft
Locate the Draft on the List, and select it to Complete the Transaction
Otherwise, click the Three-Dot Action Menu, and select Edit, Archive, or Void Transaction
If the rep can’t complete the transaction, they MUST VOID the saved transaction, Releasing the Property
!! TIP: You Can’t Complete Your Saved Transaction Within 15 Minutes? Do this.
Open the Transaction Draft
At the Bottom of the screen, click Next until you get to Step 3
Save it as a Draft again
The 15-minute Timer will re-Activate
The 15-Minute Unit Timer
About the 15-Minute Unit Timer
As soon as a Salesperson completes Step 3 of a transaction, the 15-minute Unit Timer gets Activated
Once the Timer starts, the UNIT IS PUT ON HOLD FOR 15 MINUTES giving the Sales Team time to Finalize the Transaction
Any member of the team trying to Transact a Unit ON HOLD will receive a Notification message indicating another member of the team is transacting that Unit
After 15 minutes, even if the Status still appears as ON HOLD, if the salesperson Did Not Complete the Transaction, the unit becomes Available Again
Step 4 – Finalize the Document
Review Details, Select Inclusions, and Check Custom Fields
If applicable, Checkmark the Inclusions that apply to this transaction
The Inclusion Options that appear in this Section were set up in the Contract Configurator as Field #1, Field #2, etc.
If you have added Custom Fields to your contract template, they will show here
You can also select the inclusions that apply to this transaction from the Dropdown located in the Custom Fields Section
The Inclusions Dropdown that appears in this Section was created as a Custom Field / Inclusion List in the contract Configurator
Once you are done entering all the information, click Next: Signing Order
!! Would you like to Add more options to your Inclusions List?
Follow these steps to Add an Extra Inclusion.
Step 5 – Set Up Signing Order
Introduction:
In this section you see
The option to allow a Sales Rep to review the contract before it is sent
A list of cards, one per Participant
A number to the left of each card, indicating the order in which the participants will sign the contract
The Additional Recipients button that allows you to add more Recipients
The Sign Route Preview. The icon on the top right of each circle indicates the Action each participant needs to take when they receive the contract. Roll over the icon to see each person’s role
!! Do you have Additional Tenants?
The number of tenant’s signing fields is determined when the contract is configured.
To allow additional signers, add more signing fields in the Contract Configurator.
Enable the Sales Rep to Redline the Contract Before Sending it to Signers
To allow a Sales Rep to Review and Make any Final Adjustments to the contract BEFORE sending to the Signers, go to the top of the section and select Requires Rep to Review Contract
Once you select this option, the Sales Rep is placed at the Top of the Signing Route and is assigned Number Zero in the Signing Order
The Sales Rep gets the contract through their DocuSign account
They can make the necessary Adjustments and then send it to the rest of the Participants to be Signed
!! Heads Up
To Redline the Contract, you MUST have DocuSign’s E-Signature for Real Estate License, be Logged into your Billdhive Account, and Integrated with Docusign using the SAME EMAIL ACCOUNT.
Review and Adjust the Signing Order
Locate the Number to the Left of each signer’s card
If the order needs to Change, Roll Over the number and use the up or down Arrows to adjust it
Define Each Participant’s Action when Receiving the Contract
Use the Dropdown menu to the Right of the participant's Name to select the action they need to take once they receive the contract, including, Sign, Receive a Copy, Approve or Don’t Send a Copy to this Participant
Create an Access Code to Add an Extra Layer of Security
Locate the Card of the Participant to whom you want to assign an Access Code
In the Access Code field, enter a Code, such as a series of numbers, a word(s), or a combination of letters and numbers
Share the code with the Participant
To Skip this step, Leave the Access code field Blank
Participants who have been Assigned a Code must Enter it to Access the contract
Participants who Don’t Receive the Code will get a Notification to Contact the Sender (Rep) to request it
Define Who Signs Online and Who Signs in Person
At the bottom of each signer’s card, Locate the Signing Process buttons
!! Can some Participants Sign Online and Some in Person?
Yes, but ONLY If you selected E-Signature as your Signing Method in Step 1. Make sure to indicate Who Signs Online and Who Signs in Person when you Define each Participant’s Action in Step 5.
Add More Recipients
Scroll to the bottom of the Signing Order section, click Additional Recipients, and Repeat the previous steps
Preview the Sign Route
The signing route appears on the right side of the screen
Roll over the icon on the top right of each circle to see what Action each participant needs to take once they receive the contract
Changes to any information in this preview must be made on the Participants' Card to the left of the signing order
Once the information is correct, Scroll to the Bottom Right and click Next: Review and Send
Review and Send
!! STOP. Review Your Contract’s Size Before Sending
DocuSign has file size restrictions. Please ensure your document is under 25 MB and no more than 2,000 pages before sending it. If your contract exceeds these limits, it will fail to send.
For more information, click this link to DocuSign’s file size limitations or contact your Admin Team at Bildhive for help reducing or optimizing the file.
Review the Contract’s Size, Preview it, and Send it to All the Recipients
!! Be Patient; it Takes a Few Minutes to Generate the Preview of the Contract.
Once ready, the preview might open in a new tab. Make sure to Review the Contract Carefully. To Navigate the pages, click the Thumbnails on the Left Navigation Bar.
Once the Preview of the contract Opens, make sure the Number of Pages is LESS than 2,000
Check the File Size by going to the top right corner, and clicking the Three-Dot Action Menu
Once the menu Opens, select Document Properties
On the Document’s Properties pop-up, find File Size
If the Number Is Lower Than 25 Mb, or 25,000 KB, then the file is Within DocuSign’s Limits
Then, navigate through the pages to Review the Contract
Once you are done, close the Preview Tab
To Email the contract to All Recipients, click Send Contract
To make Adjustments, scroll to the bottom of the screen and click Back
!! Heads-Up When Using a Tablet
When using a Tablet, the Review and Send Screen opens up in a new Tab. Once you finish reviewing, you can close the tab.
A Safari or Chrome browser will provide better Performance.
Signing E-Signature and Combined Transactions Electronically
How to Sign Electronically
Once the contract is sent, Participants should go to their Inbox
Open the email with the words Via DocuSign contained in the subject line, and click the Button inviting them to Sign, Review, Approve, etc.
They will be redirected to DocuSign
They must Sign in if they haven’t done so and then follow the Prompts to complete their required Action (Sign, Review, etc.)
!! Emails are sent according to the Sign Route that was defined in Step 5.
In the Detail Tab, under the Progress Column, you can see who has signed, reviewed, etc., and who still needs to sign, review, etc.
Signing Combined Transactions in Person
Select the Participants Who Need to Sign in Person
Once you send out the contracts, you are redirected to the Transaction’s Detail Page with the Documents tab open
If one or more of your participants need to sign in person, find the Action column to the right of the Document, and click the Three-Dot Action Menu
From the Dropdown, select Process in Person Signing
The In-Person Signing Pop-up opens
From the Select Signer dropdown, select the Name of the person who needs to Sign, then click Process
You are Redirected to DocuSign
Sign in, if you haven’t done so already
!! Are all of your Participants signing in Person?
Then, follow the Print & Sign Signing Method.
Open DocuSign and Download the Document
Once the Document opens in DocuSign, go to the Top Right and click Other Actions
From the dropdown, select Print & Sign and select if you would like to Upload or Fax the Document once it is Signed
Then Download the Document and follow the prompts
Have the in-Person Signers Sign the Document, then Upload or Fax it to DocuSign
Have the Downloaded Document signed, then click Return Document, and follow the prompts
If it is not possible to sign the document immediately, you will need to repeat Steps One and Two, then click Return Document, and follow the prompts
!! For contracts with both e-signatures and multiple in-person signees,
Please upload ONLY the version that includes ALL THE SIGNATURES. There's NO NEED to Upload the version with Just E-Signatures.
!! Don’t forget the Cover Page
If you are Faxing the Document, make sure to include the Cover Page provided by DocuSign.
Add a Tenant After a Contract has Been Signed
Create an Amendment to Add a New Tenant(s)
When a Contract has already been Sent and Signed, but you Need to Add a New Tenant(s), use the Contract Configurator to Create an Amendment to the APS to Insert the number of New Tenants you need (up to 5)
Once the contract Template is Ready, open the Transaction Manager app
Locate the Transaction in your Transactions List, access the Three-Dot Action Menu and click Edit
This will open the Documents Tab for the selected transaction
Scroll to the Amendments Or Documents That Require Approval/Signature section, and, at the bottom, click Create Amendment/Document
Choose a Signing Method
From the Dropdown, Select the Template you created , select Amendment as the Document Type, and click Next
Follow the Steps for the Signing Method you selected and finalize the amendment
!! Ensure the number of additional signatures specified in the Contract Configurator matches the exact number required and entered in the Transaction Manager.
If there are discrepancies, any extra signatures added in the Transaction Manager WILL NOT APPEAR IN THE FINAL CONTRACT, even if the Transaction Manager allows you to add them.
Navigate to Your Transactions
The Left Navigation Bar
Introduction:
Your transactions are organized by status as they are created. Use the Left Navigation Bar to filter and access your transactions. The following options are available:
All Transactions – this displays All your transactions*
Pending – this displays your Pending transactions*
Completed – this lists all your Completed transactions*
Draft – Select this option to view a list of your Drafts*
Voided – Select this option to view a list of the transactions you have Voided*
Archived – Select this option to view a list of the Archived transactions
Once on a list, select an option from the top right to apply Secondary Filters.
* These options open in the Card View by default, identified by the highlighted Card View Icon (orange squares) at the top right of the screen. Click the List Icon (squares and rectangles) to the right of it to switch to the List View.
Actions Permitted by Transaction Status
Actions Chart
You can take Different Actions depending on the Status of the Transaction
Check the Chart below
!! Transactions can ONLY be edited if they are still PENDING and NO SIGNATURES have been applied.
Amendments can be added, and Supporting Documents uploaded at any point, but it is recommended to do so AFTER the contract has been COMPLETED.
View Transactions Details on the Details Screen
The Transaction’s Detail Screen
Once the contract has been sent, you will be redirected to the Transaction’s Details Screen. This screen has several tabs:
Details
Tenants & Reps
Documents
Internal Participants
Notes
Timeline
!! You do not see the tabs? Scroll up, as they may be hidden.
The Documents tab is selected by Default. To Navigate between the tabs, click on them.
Details Tab
View the Transaction Details
A Summary of the Lease Details
Monthly Lease Rate
Lease Deposit
Tenancy Start Date and End Date
Unit Details including Floorplans
Add-Ons Details
The labels at the Top Right of the screen provide Transaction Details like All Contracts Signed, Sold, etc.
At the very top right of the screen, you can Refresh the screen
Next to the Refresh button, you can Download a PDF of the Details Screen and the Licence or Passport if scanned
Tenant’s and Rep’s Tab
View, the Tenants and Tenant’s Rep’s Details and their Submitted Forms and Attachments
Select the Tenants & Reps Tab and locate the Person whose Information you want to View
To view the Forms and Attachments the purchaser has submitted, click the Person Icon
To view their Details, click the Eye Icon
Documents Tab
Transaction Documents Tab
Introduction:
All the Documents for this Transaction are Housed in this Tab: the Contract Template (in this case, Agreement of Lease), any Amendments (documents that require Approval/ Signature), Add-Ons Contracts (Parking Spots, Lockers and/or Bike Racks), and Supporting Documents (a passport, if this was used to identify the user).
Review the Transaction’s Information and Documents
From left to right, top to bottom:
Type of Agreement (in this case, Lease Agreement)
Document Name (name of the template used)
Transaction Owner
Date Created
Progress (Delivered, Pending, Completed, Archived, Voided, etc - see note below)
Action, if Pending ( Click the Three-dot Action Menu and select to Resend or Void)
Action, if Complete (Select to Download a signed Zipped file with the pdf of the signed document or to Preview it)
Refresh (at the very top right of the screen)
Download PDF (next to the Refresh button, this downloads a PDF of the Details Screen and attaches the Licence or Passport if scanned)
!! Does the Progress Column show 1/2 Signed or something similar?
1/2 Signed means that One out of Two people has signed. 2/3 Signed means that Two out of Three people have signed. Hover over the Text to see who Has Signed and who has Not Signed Yet.
Add Amendments and Additional Documents that Require Approval or Signature
Info: In this section, you can create additional Documents that require a Signature /Review, such as Amendments. These documents are created similarly to transactions.
First, at the bottom of the Amendments section, click Create Amendment/Document, then complete the Three Steps:
Step 1 Choose Template
First Select Signing Method
Then, Select the Document Template* from the Dropdown or, Configure it using the Contract Configurator and then select it from the Dropdown
Fill in any required Fields
Click Next
Step 2 Signing Order
Review and Adjust the Signing Order
Select whether the participant Needs to Sign, Receives a Copy, Needs to Approve, or if they don’t need to do any of the above, select Do not Send a Copy to this participant
Add an Access Code if Necessary
Below the participant's email address, locate the Signing Process Section and select whether they must sign Online Through DocuSign or in Person
Add any Additional Recipients if Necessary
Move the Slider to Preview Signing Route
Hover over each Participant to reveal their Signing Information
Click Review and Send
Step 3 Review and Sign
The preview opens in a new Tab, Review the Contract
Close the Preview
If all is okay, click Send Contract
Otherwise, click Back and make the necessary adjustments
* Mandatory field.
The Residential Tenancy Agreement Form
!! Follow Best Practices and Sign It
This form is a Residential Tenancy Agreement (standard lease). Landlords of most private residential rental units must use this form (standard lease) when entering into a tenancy with a tenant. Keep this form in your Documents Tab.
How to Upload a Signed Amendment or Document
Scan the document to your computer or phone using one of the scanning apps (for example, Scanner) and save it as PDF
To Upload the pdf of the signed document to the Transaction Manager, go to the Transaction’s Detail Screen
Ensure you are in the Documents Tab, then scroll down to Supporting Documents
At the end of the row, locate the Action column, roll over the Three-dot Action menu, and select Upload
Confirm that the file is the Signed Copy of the transaction and Upload it
Under the Progress column, the document will appear as Complete
Create Add-Ons Contracts
Info: In this section, you can create additional Documents for Add-Ons. These documents follow the same steps as transactions.
At the bottom of the Add-Ons Contracts section, click Create Add-Ons Contract then complete the Five Steps:
Step 1 Provide Transaction Information
Signing Method*
Select Transaction Type*
Select the Agreement of Lease Contract Template* from the Dropdown or, Configure it using the Contract Configurator and then select it from the Dropdown
Click Next
Step 2 Provide Participant Information
Provide Tenant(s)
Tenant(s) Reps
Click Next
Step 3 Provide Product Details
Enter Tenancy Date*
Enter Tenancy End Date*
Click Next
Step 4 Finalize Document
Review if all is Okay or Adjust if necessary
Click Next: Signing Order
Step 5 Set Up Signing Order
Review and Adjust the Signing Order
Add an Access Code if Necessary
Add any Additional Recipients if Necessary
Click Next Review and Send
Review and Send
Carefully Review the Document
If Okay, send to all Recipients
If not, click Back and adjust
* Mandatory field.
How to Upload a Signed Contract
Scan the contract to your computer or on your phone using one of the scanning apps (for example, Scanner) and save it as PDF
To Upload the pdf of the signed document to the Transaction Manager, go to the Transaction’s Detail Screen
Make sure you are in the Documents Tab, then scroll down to Supporting Documents
Locate the Action column, Roll over the Three-dot Action Menu and select Upload
Confirm that the file is the Signed Copy of the transaction and Upload it
Under the Progress column, the document will appear as Complete
Add, Download, and Delete Additional Supporting Document Templates
To add a Supporting Document Template, go to the bottom of the section and click Add Document
In the Create Supporting Document pop-up, click the Dropdown and select a Template
Click Review & Create
In the Document Type section, Select Amendment or Document
Fill in the Information if necessary
Click Review and Create
Review the Document and click Save Document
To Download/ Delete, locate the document in the Supporting Documents List
At the End of the row, click the Three-dot Action Menu and Select Download/Delete
To delete in Bulk, select more than one Document, and, at the top right, click Bulk Actions, and select Delete Selected Documents
Confirm Delete
Upload, Download, Print, Delete, or Preview Additional Supporting Documents
To Upload a file, go to the Top Right of the Supporting Documents section
Click Upload File
Select a File from your computer (like a picture or copy of a passport)
Click Open
To Download, Print, Delete, or Preview, locate the document in the Supporting Documents List
At the End of the row, click the Three-dot Action menu, and Select an Action
A Zipped File of the downloaded documents appears in your Downloads Folder
To Delete or Download in Bulk, select more than one Document
At the Top Right of the section, the Bulk Actions button appears
Click and select Delete or Download Documents
Confirm Delete
!! You can upload a picture or scan of the purchaser's ID here.
Internal Participants Tab
Info: Internal Participants are the Default Participants that Sign the document.
View and Edit Internal Participants
To Edit or Delete an Internal Participant, locate their Card
Click the Three-Dot Action Menu
To Update Participant’s information, select Edit, adjust the info, and click Update
Updates will be reflected in all New Transactions and all the Pending transactions in which the participant participated as long as these have No Signatures yet
You can also Change the Internal Participant’s Information from Settings
!! Things to Know About Editing the Internal Participant’s Info.
The TRANSACTION OWNER is the ONLY person who can Edit the Information about Internal Participants
DocuSign has to have the Envelope Correct Function enabled
Transactions need to be Pending and have No Signatures
Adjustments can’t be made to Transactions that are Completed or that are Pending and have Signatures. You’ll need to create an amendment in order to indicate any changes.
!! Why is it Locked?
Transaction Owners cannot be Edited.
Notes Tab
Info: The Notes tab allows you to make Notes. They will be Listed with their subject and the date they were created.
Add, Edit, and Delete Notes
To Add a Note, Click on Add New Note
In the Add New Note Pop-up, Provide a Subject*
Fill in the Body of the note
Click Create
To Edit a note, Locate the Note in the Notes List
Click on the Pencil Icon at the Row, make the edits and click Update
To Delete a note, click on the Delete Icon and confirm Delete
* Mandatory field.
Timeline Tab
See the Activities of this Transaction
Info: This Tab displays a timeline of this transaction's activities after the contract has been sent.
Edit Transactions
!! Transactions can ONLY be edited if they are still PENDING and NO SIGNATURES have been applied.
Amendments can be added, and Supporting Documents uploaded at any point, but it is recommended to do so AFTER the contract has been COMPLETED.
Edit Pending Transactions with No Signatures
In these instances, an Edit button appears at the Top Right Corner of the screen
Clicking on the button will bring you back to Step 1 of the Transaction Process
Complete the Steps with the Adjusted Informatio
Print & Sign (signing method)
Any Type of Agreement
Any Type of Offer
!! Download, Print, Scan, Sign, and Upload
To use the Print & Sign signing method, you must Download the Completed Agreement, get all parties to Sign it, then Scan the Document to your Computer, and Upload the scanned signed document to Bildhive.
Prepare a Document for the Print and Sign Signing Method
You Do Not Need to Integrate with DocuSign
In Step 1, when Providing the Transaction information, Select Print and Sign as the Signing Method and not E-Signature
In Step 2, Add Tenant and Reps information
In Step 3, provide Product Details including Dates
In Step 4, enter Inclusions, Pricing, Deposit Structure, and other necessary information, then click Next: Review & Download
Review the contract carefully and click Create Transaction
!! Don’t Forget
You must DOWNLOAD THE DOCUMENT and get it Signed by all Parties.
Download the Document to be Signed by all Parties
To Download the main document, make sure you are in the Documents tab, locate the Document in the list of documents, go to the Top Right, and select Download
Print the downloaded document
Have it signed by all parties, then, Upload the Document
To Download any other document, make sure you are in the Documents tab, locate the Document in the list of documents, go to the Action Column, click the Three-Dot Action Menu, and select Download
Print the downloaded document
Have it signed by all parties, then, Upload the Document
Upload a Signed Document
Scan the document to your computer or on your phone using one of the scanning apps (for example, Scanner) and save it as PDF
To Upload the pdf of the signed document to the Transaction Manager, go to the Transaction’s Detail Page
Make sure you are in the Documents Tab and scroll down to the Document
At the end of the row, locate the Action column, click the Three-dot Action menu, and select Upload Signed Contract
Select the Signed Copy of the Document and click Upload
On the Confirm Upload pop-up, click Continue
Once uploaded, the document will appear as Complete under the Progress column
!! Stop. Confirm Before you Upload.
Make sure the file you are uploading is the Signed Copy of the transaction.
Access Your Transactions From the Left Navigation Bar
Introduction:
From the left navigation menu, you can access your settings and the different Transactions Lists, which include:
All Transactions (where all your transactions are Listed)
Pending (Transactions that have been sent and are in the process of being signed)
Completed (where your fully signed transactions are Listed)
Drafts (where your Saved Drafts are Listed)
Voided (where your Voided transactions are Listed)
Archived (where you can see a list of your Archived transactions and notes explaining the reasons why they were archived)
Open the Left Navigation Bar
To Open the left Navigation Bar, go to the Top Left of the screen and click the Hamburger menu (Three horizontal lines)
Switch from the Card View to the List View
By Default, the transactions lists open in the Card View
To switch to the List View, go to the Top Right Corner of the screen and click the List View Icon
Unlike the Card View, which uses the Load More button at the bottom of the screen to View More Transactions, the List View uses the Page Navigation Menu at the Top Right of the screen
To select How Many Transactions to Display on a Page in the Card View, click the 10/page Dropdown and Select a Number
Rearrange the Order in which your Transactions Appear in the Lists
To change the order in which the Transactions are listed, go to the Top Right of your screen
Locate the Newest First dropdown
Click and Select one of the following Options:
Newest First
Oldest First
Price: Low to High
Price: High to Low
Unit Order Ascending
Unit Order Descending
Status in Ascending (Completed, Pending, Draft, Voided)
Status in Descending (Voided, Draft, Pending, Completed)
!! Tip. The ‘List View Doesn't Show the 'Newest First' Dropdown.
So, FIRST Select the Order you wish to view on the Card View, then switch to the List View.
Download Transactions in Bulk
To Download Some or All of the Transactions in the All, Pending, Completed, Draft, or Voided Transactions Lists, open the List that contains the transactions you wish to download
To Download All the transactions, go to the Top Left of the Screen, click the Bulk Action dropdown, and select Download All
To Download a Selection of Transactions, Select the Transactions you wish to Download
Go to the Top Left of the Screen, click the Bulk Action dropdown, and pick Download Selected
You will receive a Link to download the selected transactions Via E-mail
Click on the Link to Download a Pdf of the APS
Was this article helpful?
That’s Great!
Thank you for your feedback
Sorry! We couldn't be helpful
Thank you for your feedback
Feedback sent
We appreciate your effort and will try to fix the article