Every task on a deal carries a status, and your tasks are grouped by it. The status exists to answer one question: whose turn is it? You will see them on your Representation Tasks, and on the tasks for each offer or application on the deal — including once it has been executed, under Executed Contract or Executed Lease.
How do I read a task status?
Every status is built from two halves: what stage the document is at, and who it is with.
The first half is one of a handful of stages:
The status starts with | What it means |
Draft | You are still working on it. It has not gone to anyone yet. |
Setup | A set-up step on the deal rather than a document to sign. |
Ready to Assign to… | You have finished it. It is waiting for you to send it. |
Ready to Submit to… | Finished, and waiting for you to submit it to the other side. |
Submitted to… | You have sent it to the other side. |
Waiting on… | It is with someone else. The next move is theirs, not yours. |
Pending… | Waiting on a signature or on a review. |
Completed | Nothing further is needed on it. |
The second half names who — your clients (Buyers, Sellers, Tenants, Landlords), the agent on the other side (Listing Agent, Buyer Agent, Tenant Agent), or someone on your own side (Broker, Team Lead, Collaborators, Property Manager).
Put together, the status tells you the whole story in three words. Ready to Assign to Buyers means you still have to send it. Waiting on Tenant Agent means you have already sent it and nothing on your side is outstanding.
The quick rule: if the status starts with Ready to, the next action is yours. If it starts with Waiting on, Submitted to or Pending, it is someone else's — and what you need is a reminder, not a redo. Redrafting a document that is simply waiting on the other side will clear the signatures already collected on it.
Why does a status have someone's name in it?
When a document is out for signature, the status counts who has not signed yet:
one person left to sign — the status names them, for example Waiting on Michael
more than one — Waiting on 2 clients
A status with a first name in it is normal. It is the fastest way to see which of your clients to chase.
Why is my colleague seeing a different status on the same document?
Statuses are written from the reader's side. The same document is described differently depending on the role you hold on the deal, the type of deal — an offer and a lease application do not use the same words — and the state it is in. What reads as Waiting on Listing Agent to a buyer's agent reads as your own task to the listing agent.
So two people on one deal can see different words for the same document, and a status you are used to on a lease may never appear on an offer. Both are working as intended.
How do I know if my client was assigned a task?
Once you have finished drafting a task, its status becomes Ready to Assign. Press Assign. The status changes to Waiting on your client, and you will see the option to send them a reminder.
How do I check my client's progress?
Click the View As tab at the top of the task list and select their name. You will see the deal as they see it, and how far they have got.
