E-Signature and Automated Notifications
Quick Answer
The Real Estate Commission Program uses e-signature tools for instant referral agreements and automated SMS/email notifications that deliver client contact information immediately upon signature. This streamlined process ensures agents can respond within the required 2-hour window while maintaining proper documentation.
Overview
The automated system eliminates delays in the referral process by combining digital agreements with instant notification delivery. When you sign the referral agreement electronically, the system automatically sends client details to your email and phone, ensuring you never miss an opportunity.
How the E-Signature Process Works
Step 1: Lead Notification
You receive initial notification:
Email alert about new opportunity
Basic lead information (no contact details)
Link to review and sign agreement
Time-sensitive nature emphasized
Step 2: Review Agreement
Click link to access e-signature platform:
View lead details and requirements
See commission terms clearly stated
Review referral agreement terms
Confirm your information
Step 3: Electronic Signature
Complete digital signing:
Type or draw signature
Add initials where required
Include date/timestamp
Confirm acceptance
Step 4: Automatic Trigger
Upon signature completion:
System instantly processes agreement
Triggers automated notifications
Generates document copies
Records transaction
Step 5: Instant Delivery
Within seconds, you receive:
Email: Full contact details and lead information
SMS: Contact info and quick reference
Document: Signed agreement copy
Access: All information needed to proceed
Automated Notification Components
Email Notification Contents
Subject: Lead Contact Information - [Client Name] Lead Details: - Name: [Full Name] - Phone: [Phone Number] - Email: [Email Address] - Property Interest: [Buying/Selling] - Location: [City, State] - Timeline: [Immediate/3 months/etc] - Special Requirements: [Details] Referral Agreement: [Attached] Response Required: Within 2 hours
SMS Notification Contents
New Lead: [Client Name] Phone: [Number] Email: [Email] Location: [City] Respond within 2 hours Full details in email
Document Delivery
Fully executed referral agreement
PDF format for records
Both parties' signatures
Terms and commission rate
Legal documentation
E-Signature Features
Security & Compliance
Authentication: Email verification
Audit Trail: Complete signature history
Encryption: Secure transmission
Legal Validity: Legally binding agreements
Compliance: E-Sign Act compliant
Convenience Features
Mobile Friendly: Sign from any device
No Downloads: Browser-based signing
Auto-Save: Progress saved automatically
Reminders: If not completed
Templates: Consistent agreements
Notification Timing & Reliability
Delivery Speed
Component | Typical Delivery Time |
E-signature Access | Immediate upon link click |
Email Notification | Within 30 seconds of signing |
SMS Notification | Within 15 seconds of signing |
Document Copy | Within 1 minute of signing |
System Record | Instant |
Reliability Measures
Redundant Delivery: Both email and SMS
Retry Logic: Multiple attempts if failed
Delivery Confirmation: System tracking
Fallback Options: Manual backup if needed
Support Access: Heritage Web team monitoring
Setting Up for Success
Email Configuration
Ensure reliable email delivery:
Whitelist Heritage Web domains
Check spam/promotion folders
Add to contacts
Enable notifications
Use professional email
SMS Setup
Optimize text message receipt:
Provide mobile number (not landline)
Ensure sufficient storage
Enable message notifications
Don't block unknown numbers
Keep phone charged and accessible
Document Management
Organize signed agreements:
Create dedicated folder
Save all agreements
Name files consistently
Backup regularly
Track by client name
Troubleshooting Common Issues
E-Signature Problems
Issue | Solution |
Link won't open | Try different browser, clear cache |
Can't sign on mobile | Use desktop or request desktop site |
Signature won't save | Check internet connection, try again |
Wrong information | Contact Heritage Web before signing |
Expired link | Request new link from support |
Notification Failures
Issue | Solution |
No email received | Check spam, verify email address |
No SMS received | Verify number, check blocked messages |
Partial information | Check both email and SMS |
Delayed delivery | Contact support if over 5 minutes |
Wrong contact info | Report immediately for correction |
Best Practices
Quick Response Protocol
Immediate Action: Sign as soon as you review
Device Ready: Keep phone and email accessible
2-Hour Window: Set timer after notification
Backup Plans: Multiple contact methods ready
Document Filing: Save agreement immediately
Professional Standards
Review entire agreement before signing
Verify commission percentage is correct
Confirm you can serve the client's needs
Check geographic service area
Ensure availability for quick response
Important Notes
Legally Binding: E-signatures are fully enforceable
No Edits: Cannot modify agreement terms
One-Time Signing: Each lead requires new agreement
Permanent Record: Cannot be deleted once signed
Commission Locked: Rate confirmed upon signature
FAQs
Q: What if I accidentally sign the wrong agreement? A: Contact Heritage Web immediately. Once signed, agreements are binding, but support can help with genuine errors.
Q: Can I preview the agreement without signing? A: Yes, you can review everything before adding your signature. Only the final signature action commits you.
Q: What if I don't receive notifications after signing? A: Contact support immediately. They can manually send contact information while troubleshooting the issue.
Q: Are e-signatures legal in all states? A: Yes, e-signatures are legally valid nationwide under the E-Sign Act and UETA.
Q: Can I use a company email for notifications? A: Yes, but ensure it's monitored constantly for the 2-hour response requirement.
Next Steps
Test your email notification settings
Verify your SMS number is correct
Create a folder for agreements
Practice e-signature process
Set up rapid response system
Related Articles
Your First Commission Referral
Real Estate Lead Response Protocol
Understanding Referral Agreements
Document Management Best Practices