1. Navigating to Authentic Dashboard

• Access Pathway: Log into your Toronto Real Estate Board (TREB) account. On the left-hand menu of the homepage, click on WebForms / Authentisign (Authentic) to open the Member Dashboard.

• Dashboard Customization:

  • The Member Dashboard can be customized to your preference.

  • Unlock the dashboard to move icons around or remove unwanted widgets.

  • Lock the dashboard once configured to keep your layout fixed.

2. Onboarding & Built-in Training Resources

• Quick Start Guide: Located on the left-hand navigation panel. Contains login guidance and step-by-step instructions for beginners.

• “How Do I?” Section: A comprehensive repository containing over 100 short tutorial videos covering various tasks, including:

  • Creating simple transactions and adding forms

  • Editing transactions and adding pages

  • Adding and deleting custom or personal clauses

  • Managing contacts and uploading documents

3. Best Practices & Risk Management

Warning: The ease of e-signatures makes it tempting to skip client walkthroughs, exposing agents to legal liability.

A. Document Explanation Requirement

• The Problem: Clients frequently claim to the real estate board (e.g., TREB) that contracts were signed without understanding them because the agent emailed the document without explanation.

• Required Workflow:

  1. Draft & Send First: Send documents (e.g., Agreement of Purchase and Sale, Buyer Representation Agreement, Confirmation of Cooperation) to clients without active signing tags attached.

  2. Review & Explain: Call the client to walk through all terms, clauses, and conditions, answering any questions.

  3. Written Acknowledgment: Send an email confirmation through Authentic where the client explicitly acknowledges they understand the forms.

  4. Execute E-Signatures: Apply signature blocks and dispatch the document via Authentic for final signing.

B. Unique Email Address Requirement

• Multiple Signers: When dealing with two or more clients (buyers or sellers), always assign a unique email address to each individual.

• Why It Matters: Using a shared email address allows one party to sign on behalf of another, creating legal disputes—particularly in high-risk scenarios like separations or divorces## Authentisign (WebForms) Overview & Best Practices

Accessing the Dashboard

• Navigation: Log into your Toronto Regional Real Estate Board (TRREB) account. On the homepage’s left menu, select WebForms / Authentisign to access the member dashboard.

• Dashboard Customization: Icons can be moved or rearranged by unlocking the dashboard. Once your layout is configured, lock the dashboard to maintain your preferred settings.

In-Platform Training Resources

• Quick Start Guide: Provides basic onboarding resources and initial setup steps.

• “How Do I” Video Library: Contains an extensive library of short tutorial videos covering specific tasks, including:

  • Creating simple transactions and adding forms.

  • Editing transactions and adding pages.

  • Adding or deleting clauses.

  • Managing contacts and attaching documents.

Core Best Practices & Compliance Guidelines

1. Always Pre-Explain Documents Before Sending for Signature

   • The Risk: Sending electronic sign-off requests without prior review often leads clients to sign without reading or understanding the terms. Buyers and sellers have attempted to terminate agreements with TREB, claiming their agent failed to explain the forms.

   • Required Workflow:

     1. Send draft documents to the client without signature fields attached.

     2. Review the documents line-by-line over the phone to answer all questions.

     3. Send the final version via Authentisign for signature once the client fully understands the agreement.

     4. Include a statement in the email confirmation where the client acknowledges they understand the forms being signed.

2. Require Unique Email Addresses for Multiple Signers

   • The Risk: Sharing a single email address across multiple clients (e.g., spouses) creates significant liability, as one party can easily sign on behalf of the other without their knowledge. This is especially critical in legal disputes like separations or divorces.

   • Required Workflow: Collect and assign a distinct email address for every signing party involved in the transaction.

Additional Training Information

• Recording Availability: Video sessions are recorded and made available on the Century 21 Heritage Group YouTube training channel (they are not distributed directly via email).