Frequently Asked Questions
Q: Who can use Closivo?
Q: Who can use Closivo?
A: Closivo supports three main user roles: franchise users, brokers, and agents. Brokers can manage deals, agents, payees, and documents, while agents can view and edit the deals they are assigned to.
Q: What features are available for franchise users?
Q: What features are available for franchise users?
A: Franchise users can view data dashboards for their franchise, manage the brokers under their franchise, and invite new brokers to join.
Q: How do brokers and agents join the platform?
Q: How do brokers and agents join the platform?
A: Brokers can be invited by the franchise user or can join an existing franchise themselves. Brokers can then invite agents to join their brokerage.
Q: How does Closivo handle documents and deal workflows?
Q: How does Closivo handle documents and deal workflows?
A: Agents can submit deal information and documents, which are then reviewed and published by brokers. Agents can change the status of a deal, but cannot mark it as closed; that is the responsibility of the broker.
Q: What reporting and analytics features are available?
Q: What reporting and analytics features are available?
A: Closivo can generate reports showing each agent's commission earnings, both monthly and annually, to help with tax planning and financial management.
Q: What is a Payee?
Q: What is a Payee?
A: Payees are lateral to the deal and may be owed a referral fee. Payees typically do not have a formal ongoing relationship with the broker and therefore do not need to have ongoing visibility into deals. If a payee develops an ongoing relationship with a broker, their status in the system should be changed to agent (even if they are not legally an agent) only as a method to provide ongoing visibility into their deals and commissions.
Q: How does the email whitelist work?
Q: How does the email whitelist work?
A: The broker can add email addresses to a whitelist, which allows those addresses to send documents directly to the brokerage. Agents' email addresses are pre-whitelisted, so they can send documents to the broker without being manually added.
When an agent sends a document to the document manager via email from their account email address, the document is automatically mapped to that agent's account and displays the agent's name. This lets the broker company easily identify which agent uploaded a document, even if it was emailed directly to the system.
If an agent tries to send a document from an email address that is not whitelisted, the upload is rejected, and the agent is asked to have the broker add their email to the whitelist. The broker can manage the whitelist of email addresses that are allowed to send documents to the brokerage.
The email whitelisting feature also allows the broker company to use its own email address to receive documents from clients. This ensures documents are received under the broker's branding rather than the platform's branding.
When a broker invites a new agent, the agent receives a branded email with the broker's information. The email states which brokerage is inviting the agent to join the platform. This allows the broker to maintain its branding when onboarding new agents.
In summary, the email whitelist feature gives the broker company control over which email addresses can send documents to the system, automatically associates uploaded documents with the correct agent, and allows the broker to use its own branding when communicating with agents and clients.