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SitRep Templates

SitRep templates control the structure of transaction status reports. They decide which live transaction sections are included when you generate, send, or schedule a SitRep.

Use SitRep templates when different audiences need different report formats. For example, a client-facing weekly update may include key dates, tasks, and documents needed, while an internal update may include team-only notes.

Custom and system templates​

The SitRep Templates page has two tabs:

  • Custom — Templates your organization can create, edit, duplicate, and delete
  • System — Pre-built DocJacket templates that can be viewed or duplicated

System templates are read-only. Duplicate a system template to create an editable custom version.

Creating a SitRep template​

  1. Go to Templates > SitRep Templates
  2. Click New Template
  3. Enter the template name
  4. Choose a category
  5. Add an optional description
  6. Add the sections you want included
  7. Drag sections into the order they should appear
  8. Click Create Template

Categories include:

  • Custom
  • Weekly
  • Monthly
  • Closing

Use categories to keep report templates organized and to make scheduling choices easier.

Available sections​

SitRep templates can include these sections:

  • Property Details — Address, county, MLS number, transaction type, and side
  • Key Dates — Key date status indicators and closing timeline context
  • Parties & Contacts — Buyers, sellers, agents, title, lender, and related contacts
  • Tasks — Progress, upcoming tasks, and recently completed tasks
  • Documents — Document progress by type and pending documents
  • Documents Needed — Outstanding required documents with due dates and blocking flags
  • HOA Information — HOA contact information and dues
  • Utilities Information — Utility provider details
  • Internal Notes — Team-only notes from the transaction
  • Custom Notes — Notes typed at generation or send time
  • Commission Details — Sales price, commission breakdown, credits, referral fee, and cooperating commission

Each section pulls live data from the transaction when the report is generated.

Internal notes vs custom notes​

Be careful with note sections:

  • Internal Notes pulls from the transaction's internal Notes field. Leave it off client-facing templates unless those notes are meant to be shared.
  • Custom Notes is text typed when generating or sending the report. Use it for a one-time cover message or explanation.

Using a SitRep template​

Open a transaction and go to the Reports section. From there, you can:

  1. Choose a SitRep template
  2. Review the selected report sections
  3. Override sections for that specific send or PDF
  4. Add custom notes if needed
  5. Generate a PDF
  6. Send the SitRep to selected recipients

If the transaction has a SitRep delivery schedule, changing section toggles from the Reports page can update the scheduled SitRep.

Scheduling SitReps​

From a transaction's Reports section, use Schedule Delivery to create or edit a recurring SitRep schedule.

A schedule can include:

  • Frequency
  • Day of week
  • Send time
  • Recipients
  • Template
  • Section choices

You can pause, resume, edit, or delete the schedule from the Reports page.

Editing templates​

Editing a custom template changes the reusable template. It does not rewrite a report that was already sent.

On the template list, you can also duplicate templates. Duplicating is useful when you need a client-safe version, an internal version, and a closing-week version that are mostly the same.

Tips​

  • Keep client-facing templates focused on useful status: key dates, tasks, documents, and next steps.
  • Leave Internal Notes off public or client-facing templates.
  • Include Documents Needed when your team wants missing-document status visible in reports.
  • Use Custom Notes for one-off context instead of editing the reusable template.
  • Duplicate system templates before customizing them.