Signing the mandate

Have the mandate signed on the tablet, work offline, follow the signed mandate until it ends and keep the seller informed.

Signing takes place in step 6 — Signature of the mandate (Properties and mandates › Mandates, then the mandate). The follow-up of the signed mandate is in its summary.

Before starting the signature

• Steps 1 to 5 are complete (see Creating a mandate).
• The mandate PDF has been generated from the summary. Otherwise, step 6 shows “First generate the mandate document from the summary.”.
• The mandate has the “Draft” status.

Starting the signature

1. Open the Signature step.
2. Read the Send for signature card: it gives the numbered list of signatories, in the order in which they will sign. The required signatories from step 1 come first, the mandate's agent signs last.
3. Click Send for signature.

What happens next:

• the mandate becomes “Being signed” and can no longer be changed: steps 1 to 5 are read-only;
• the application checks that the PDF still matches the mandate's data; otherwise, sending fails with a message asking you to regenerate the document;
• the card becomes Signature in progress and shows “Preparing with the provider…”, then the signing links.

During the signature

Everyone signs on the tablet, on site, with a code received by email.

1. Wait for the message “Open each signer’s link, in order, and hand them the tablet.”.
2. Click Open the signature next to the first signatory and hand them the tablet.
3. The signatory enters the code received in their mailbox, then signs.
4. Go back to the mandate and start again for the next signatory, up to the agent.

• The order is enforced: as long as the previous signatory has not signed, the next line shows “Link after the previous signature”.
• Each line carries a status: “To sign”, “Signed”, “Declined” or “Error”. The card updates itself every 3 seconds.
• If a link is missing, click Refresh the links.
• When everyone has signed, the card shows “Everyone has signed: fetching the signed document…”.

Cancelling and going back to draft

To correct the mandate during the signature:

1. In step 6, click Back to draft.
2. Correct the steps concerned.
3. Go back to the summary and click Generate again.
4. Return to step 6 and click Send for signature.

• The signature request in progress is cancelled with the provider, and the card shows “Previous sending cancelled: …”.
• Back to draft is no longer possible once everyone has signed.
• If a signatory refuses to sign, or if the request is cancelled or expires with the provider, the mandate goes back to “Draft” by itself.
• If sending fails, the card shows “Sending failed: …” and the Send again button.

After the signature

When all the signatories have signed, the application, without any action on your part:

• files the signed PDF and the proof of signature with the property's documents;
• gives the mandate the “Signed” status, with its signature date;
• creates the listing as a draft, prefilled with the property and the description (see Listings);
• sends each seller who has an email address the email “Your mandate is signed — …”, with the personal link to their space and a reminder of the withdrawal period;
• sends the agent the email “Mandate signed — …”, with the list “Documents still to obtain” and the sellers without an email address.

Step 6 then shows the Mandate signed card: “Signed on …”, the Open the signed PDF and Open the proof of signature links, the View the listing and Summary and log buttons, and the Photo appointment (see Photos and photographer).

A signed mandate can no longer be corrected: any change goes through an amendment.

Filling in the mandate offline, on the tablet

Open the mandate on the tablet while you have network access, and keep the page open: if the connection then drops, you can carry on filling in the assistant.

At the top of the assistant, an indicator gives the status: “Online”, “Offline · n entries pending”, “Syncing…”, “Conflict to resolve” or “Entry refused”. Click it to see the list of Offline entries.

• Offline, each field shows “Saved on the tablet — sent when the network is back”. The steps open according to the same rules as online.
• When the network is back, the entries are sent by themselves, one by one, in order.
• If someone changed the same field in the meantime, nothing is overwritten: a Your entry (tablet) / On the server table is shown. Click Keep my entry or Keep the server’s.
• If the server refuses an entry, click Try again now or Discard this entry.
• When you leave the mandate page and no entry is pending any more, the tablet erases the file it was keeping (name, date of birth, address). You will need network access to reopen it.

The life of the signed mandate

In the mandate's summary (Summary and log button), the Mandate life card shows the phase (“Withdrawal period”, “Ongoing”, “Renewed — open-ended”, “Ended”) and the key dates.

The withdrawal period

• During this period, the listing cannot be published.
• If the seller expressly asks to publish sooner: note in How the express request was received how you received it (at least 10 characters, for example “client's e-mail of 3 October, 14:12”), click Record the express request, then confirm.

Objecting to the renewal

1. Enter Notified on (no future date) and By (“the client” or “the agency”).
2. Click Record the objection.

After the deadline, the screen refuses: “Too late: the objection had to be notified by …”. With an objection, the mandate closes by itself at its term.

The alerts

The mandate's agent receives a task 30 days, then 7 days before the objection deadline and before the term. The 7-day task is not created if the 30-day one is done. See Tasks and follow-ups.

Closing the mandate

1. Choose the Reason: Withdrawn (only during the withdrawal period), Terminated, Sold (sale) or Let (rental).
2. Enter Notified on.
3. Click Record the end, then confirm. This is final.

What happens next:

• the mandate's status becomes the chosen reason;
• the listing becomes “Sold” if it was “Under offer”, “Let” if it was online or under option, otherwise “Withdrawn”;
• a “candidates informed” task is created for the agent.

A termination after renewal takes effect after the notice period: the mandate stays active until then. During the initial period, it takes effect the same day.

Sending the candidates to the client

Once the mandate has ended, the screen shows “To be sent by … at the latest (seven working days).”. The application counts Saturday, but neither Sunday nor public holidays.

1. In The candidates, one per line, list the candidates (leave empty if there are none).
2. Click Send to the client, then confirm.

Each seller who has an email address receives “The candidates informed — …”, and the task closes. If no seller has an email address, nothing is sent and the task stays open.

Amendments

1. Click New amendment (signed mandate, not closed, with no other amendment in progress).
2. Only fill in what changes: New price (€), New duration (months), Fee, Agreed sale conditions.
3. Click Create the amendment, then Generate the document.
4. Click Send for signature: same signatories as the mandate, then the agent, on the tablet.

• Each amendment shows a Condition / Before / After table and its status (“Draft”, “Being signed”, “Signed”, “Abandoned”).
• Once the amendment is signed, its new terms replace those of the mandate.
• Abandon ends an unsigned amendment. Only one amendment at a time: “An amendment is already in progress: finish or abandon it.”.

The number of signatures in your plan

• Your subscription plan includes a number of sendings for signature.
• A mandate or amendment sending counts once, whatever the number of signatories.
• A sending cancelled and then sent again counts twice.
• Signatures are never blocked: sendings beyond the allowance are invoiced when the subscription falls due. Follow your usage in Subscription and billing.

The seller's space

In the summary, the Seller's space card opens once the mandate is signed. The seller follows the sale there through a personal link: views, contacts, viewings, offers, documents and deadlines.

Sending the link

1. Click Send the link (or Send a new link) next to the seller.
2. The seller receives the email “Your space to follow the sale — …”.

• Each link shows “Link active until …” and the date it was last opened, or “never opened”.
• A new link does not deactivate the old ones. To cut off a link, click Deactivate.
• Without an email address: “No e-mail address: add it to their record to send them a link.”.

Passing on an offer

1. Click Pass on an offer.
2. Fill in Bidder, Amount (€) and Received on (required), and if needed Valid until and Conditions.
3. Click Pass on to the seller.

The seller receives the email “An offer for your property — …”. The follow-up shows “passed on on …”, then “receipt confirmed on …” when the seller confirms from their space.

Reports to the seller

• A report is sent automatically on the 1st of each month, for the past month, for each signed mandate.
• The Send an interim update button sends a report from the 1st of the month to today.
• The report gives the views, contact requests, favourites, viewings done and to come, offers, the end of the mandate and the objection deadline. The negotiation margin never appears in it.

The seller's side is described in The owner space.