This is for Team Admins. Default documents and scenarios are a business (team) account feature — on a Pro account you add documents to each deal yourself.
How do I get to default documents?
Open Team Settings and select Default Documents.
You land on the first scenario in the first folder of the folder dropdown. Residential scenarios are available as a baseline.
What is a scenario, and how do I create one?
A scenario lets you pre-configure documents and tasks for a type of transaction or property, so your agents always start with the right requirements. You create and manage them per deal type, and choose which one to use on each deal.
Select the deal-type folder where you want the scenario — Buyer Documents, Seller Documents, and so on.
Click the + button.
An Add New Buyer Scenario window opens (or Seller Scenario, and so on). Name it and click Create Scenario.
How do I add documents to a scenario?
From the forms library
Click ADD DOCUMENT and search the forms library for the document you want. Then choose a trigger — when you want the document to appear in the task list, for example when the deal is created, when an offer is created, or on execution.
From your team's templates
If you have a team template saved in the same deal type you want it to trigger on, click ADD DOCUMENT, select Team Forms, then choose when the document should trigger.
For how to create team templates, see Team Document Templates.
As an upload requirement
To have an agent be asked to upload a document, click ADD DOCUMENT and select Create document upload requirement.
Choose when you want the document requested and click NEXT.
Name the document, select an option for the document requirements, and click SAVE.
How do I edit a scenario?
Click the edit icon in the upper-right corner of the scenario page.
You get the same options as when creating one, in a window titled Edit Scenario. You can rename it here.
How do I delete a scenario?
Click the delete icon in the upper-right corner of the scenario page.
Click Delete on the confirmation screen.
Choosing a scenario when creating a deal
After you enter the client information, you are asked which scenario to use. The documents set in that scenario are added to the deal.
If only one scenario is available, you are not asked — it is used automatically.
When do default documents populate?
Documents set to trigger on deal creation are added every time a new onboarding deal is created, so an agent does not have to add them by hand. (Onboarding is the first pipeline status a new deal gets — see How to Update the Deal Status.)
They do not backfill. Deals created before you set the defaults up will not receive them — open the deal and use Add Document to add them individually.
Changing the scenario after a deal is created
Buyer deals
Click the gear icon at the top of the navigation bar to open Edit Overview, scroll to the Deal Scenario section, and use the dropdown.
Seller deals
From the gear icon at the top of the navigation page, open Edit Listing Overview and click Edit Listing Information.
Scroll to the Deal Scenario section and use the dropdown.
Landlord deals
From the gear icon at the top of the navigation page, open Edit Deal Settings.
Scroll to the Deal Scenario section and use the dropdown.
Tenant deals
From the gear icon at the top of the navigation page, open Edit Deal Options.
Scroll to the Deal Scenario section and use the dropdown.
What happens when a scenario changes
New documents set up for the scenario are added automatically.
New placeholders appear in the Documents tab for Transaction Approval.
Old placeholders are removed — but documents already uploaded are not, even if their placeholder goes.
Restrictions
Agents — and "act on behalf of agent" roles — cannot change scenarios once the transaction's approval status is In Review.
Scenarios only apply to deals created on or after 26 November 2025. To use a scenario on an older deal, you would have to create a new deal.