Westwood
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      1. Corcoran Horizon Knowledgebase
      2. New Home Operations
      3. Westwood

      Westwood Process

      New Worksheet Received
      1. Worksheet received via ticket from agent or  newhomescoordinator@regorealty.ca
      2.  Operations Support changes ticket status from New > In Progress
        1. Type = New Homes Offer Worksheet
        2. Classification = Westwood
      3. Operations Support completes tasks for transaction
        1. Fill form for new offer worksheet: https://share.hsforms.com/1IIOl-0wBR2eVMZ2acOqlPw1ig2u
          1. This automatically creates a HubSpot deal
        2. Create sale in DealPortal
        3. Send DocuSign
        4. Update New Homes Tracker
        5. Change Deal Status from Worksheet Received to Pending Execution
          1. Add date the signing was sent and amount
          2. Add irrevocability date
            1. If the signing is not complete by buyer, operations follows up daily
      4. Close Ticket 
        1. If the deal is still in Pending Execution stage, HubSpot will automatically send Reminder email to client to sign in 24 hours
      5. Client will receive an automated Pending Execution Email


      Completed DocuSign Returned

      1. Completed DocuSign notice received as a ticket
      2. Operation Support changes ticket status from New > In Progress
        1. Type = DocuSign Complete
        2. Classification = Westwood
      3. Operations Support completes tasks for transaction
        1. Verify Tarion dates
        2. Verify Conditional, Irrevocability, Completion date 
        3. Verify Signing blocks
        4. Fill and Print Ridgeview cover sheet 
        5. Print on Legal for Vong with Cheque, Print ID (Drivers License, P/R, Passport)
          1. Ensure Cheque and ID have Lot # ____ written
        6. If cheque has not yet been received, send email to Purchaser following-up
      4. Close Ticket


      Agent Sends Completed Documents

      1. Agent will scan to newhomes@regorealty.ca
      2. Operations receives a ticket
      3. Operation Support changes ticket status from New > In Progress
        1. Type = Conditional New Homes Deal
        2. Classification = Westwood
      4. Operations Support completes tasks for transaction
        1. Update DealPortal
        2. Update NewHomes Tracker
        3. Change Deal Status to Conditional
          1. Add conditional date and firm date
        4. Close Ticket
      5. Client will receive an automated Conditional Email 

      3 Days Prior to Firm

      1. Ticket will automatically get created for Notice of Fulfillment Required - Westwood 
      2. Operation Support changes ticket status from New > In Progress
        1. Type = Notice of Fulfillment
        2. Classification = Westwood
      3. Operations Support completes tasks for transaction
        1. Prepare Notice of Fulfillment
        2. Send via DocuSign
        3. Notify Agent that Notice of Fulfillment has be sent
        4. Close Ticket

      On Firm Date

      1. Ticket will automatically get created on Firm Date to Operations Support
      2. Operation Support changes ticket status from New > In Progress
        1. Type = Firm New Homes Deal
        2. Classification = Westwood
      3. Operations Support completes tasks for transaction
        1. Update DealPortal
        2. Update NewHomes Tracker
        3. Add to Lone Wolf
        4. Change Deal Status to Firm 
          1. Add Occupancy/Close Date from Tarion Agmt
          2. Add Notice of First Delay from Tarion Agmt
          3. Flag if Mortgage Letter is Received - Yes/No
            1. Client will receive an automated Firm Email 
          1. Flag if Deposit Cheque is Received - Yes/No
        2. Accounting is notified that the deal is firm
        3. Close Ticket

      30 Days Prior to Tarion Notice of Delay Date

      1. Agent will receive an automated email reminder to contact George

       

      Mortgage Letter Received

      1. Mortgage letter received from client
      2. Operation Support changes ticket status from New > In Progress
        1. Type = Mortgage Letter Received
        2. Classification = Westwood
      3. Operations Support completes tasks for transaction
        1. Update DealPortal
        2. Update NewHomes Tracker
        3. Change Mortgage Letter flag on deal to Yes
        4. Close Ticket

      4. Accounting receives notice this is Coop Qualified

      Deposit Received

      1. Operations Support receives ticket that deposit is received or receives deposit and scans to newhomes@regorealty.ca 
      2. Operation Support changes ticket status from New > In Progress
        1. Type = Deposit Received
        2. Classification = Westwood
      3. Operations Support completes tasks for transaction
        1. Update DealPortal
        2. Update NewHomes Tracker
        3. Change Deposit Received on deal to Yes
        4. Close Ticket

      Close Date (First tentative close date)

      1. Accounting will automatically be notified this is closed to pay the agent

       

      Associated Workflows: 

      New Worksheet Received

      Deal Creation

      Ticket Status Updates

      Automatic Emails

      Firm Deal Ticket Creation

      Notice of Delay Notification