Transaction Tracker: help guide

What the Tracker does

The Transaction Tracker is a smart checklist for a real estate deal from contract to close. When you start one, it builds a task list for you and schedules each task automatically from the dates you enter, so you are not setting up deadlines by hand. You check tasks off as you go, and the tracker shows your progress through the deal.

It is real-estate-specific, not a generic to-do app: the tasks cover financing, inspection, title, closing, and post-close follow-up, and the list adapts to your property type and side of the deal. You can start one with no account.

Starting a tracker

On the start screen you fill in a short form, then click Start tracker:

• Property type and transaction side (required). These two choices decide which tasks you see, so set them honestly. Side is Listing, Buyer's, or Dual Agent.
• Property address (required). Type it in, or use the optional Search with Google Places to fill the city, ZIP, and county from a verified address.
• Client name (optional), plus two optional dates: Contract Ratified and Closing. You can add these later.

Three more dates that drive the schedule (Earnest Money Due, Due Diligence Expiration, and CL100 Report Due) are entered inside the tracker's Contract Info section once it is open, not on the start form.

How the task list works

Tasks are grouped into the stages of a deal, in order: Pre-Contract, Under Contract, Earnest Money & Due Diligence, Closing Prep, Closing Day, and Post-Close Follow-up. Each stage card shows its own progress, and the header shows your overall completed-of-total count, a percentage, and a countdown to closing.

Each task's date is set from an anchor date you entered plus a fixed offset. "Review Closing Disclosure," for example, lands three days before your closing date. Until you fill in the anchor date a task depends on, it shows awaiting that date instead of a deadline. A few inspection sub-tasks stay locked until you check their parent task first.

Above the stages, a Property Info card and a Contract Info section hold the reference details and the anchor dates, and a Utility Companies section collects those contacts. Every card collapses so the list stays scannable on a phone.

What you can change

The checklist is curated for you, so it is more about working it than building it. What you can do:

• Check tasks off as you complete them. Available on every plan.
• Adjust a task's date. Click the date to open a picker. The first time, you will see a note that setting a date by hand detaches it from the automatic schedule; a reset arrow (↺) restores the computed date. Available on every plan.
• Fill in task details where a task asks for them, such as the inspector's name and inspection date, or the time and address for attending closing.
• Reword a task to match how you work. This one is on the paid Agent and ProAgent plans; a reset restores the default wording.

The task list is fixed to the curated catalog: there is no adding, deleting, reordering, or freeform per-task notes today. The list adapts to your property type and side instead.

Saving and finding trackers

Every tracker you create is saved automatically. Open Saved trackers (the "All trackers" link in the tracker header) to see your list, each with its own progress bar, and resume any one.

How many you can keep active at once depends on your plan: 1 without an account, 2 on a free account, 10 on Agent, and unlimited on ProAgent. Without an account a tracker stays on the device where you made it; create a free account to keep your trackers and reach them from any device. If you ever have more active trackers than your plan allows (for example after switching to a lower plan), the newest ones lock with an "Over Plan Limit" note rather than disappearing, until you upgrade or remove some.

The Deal Calendar

The Deal Calendar shows every saved deal's dates on one calendar: inspections, deadlines, closings. Each deal gets its own color, and you can switch between Month, Week, and Planner (a day-by-day agenda) views. On a phone it opens in the Planner view. It comes with every free account and shows all your saved deals; anonymous trackers don't appear on it.

• Work from it directly. Check tasks off on the calendar itself — it is the same data as the tracker, so a check-off in one place shows in the other. Change a deal's close date and every downstream deadline redraws.
• Show and hide deals. The deal list on the left toggles each deal's visibility, and filters narrow the view to active, completed, or archived deals, or to pending tasks only.
• Nothing unscheduled hides. A deal missing an anchor date, or an inspection without an appointment, shows a needs-scheduling flag you can fill in right from the calendar.
• Send dates to your own calendar. Each task's popup has an Add to Google Calendar link, and each deal's side panel offers a calendar-file download for Apple and Outlook. Exported events carry a day-before reminder. The export is one-time: if a date moves later, re-add the updated event.

Printing the calendar works like tracker printing: included on Agent and ProAgent; on free accounts the Print button opens an upgrade prompt.

AI Prompts

AI Prompts is a library of ready-made prompts for your own AI assistant, like ChatGPT, Gemini, or Claude. No AI runs inside DashLoops: the Tracker builds the prompt text with your deal's live details in it, you copy it, and you paste it into whatever AI you use. Click the ✨ AI Prompts button in the tracker header (next to Print and Share) to open the menu, pick a prompt, and use Copy prompt.

• What the prompts cover. Client communication (a status-update email, a "what to expect" letter, a quick text update), working the deal (an update request to a lender or inspector, a handoff brief for a colleague or TC, a second-opinion deal review), and, once a deal is completed, a just-closed social post and a review request.
• Each prompt carries the deal with it. The prompt ends with a deal-data section: key dates, schedule details, and the task checklist with anything overdue flagged. Prompts also instruct the AI to use only those facts, never invent details, and mark anything missing with a placeholder for you to fill in.
• Client-facing prompts exclude your financials. Prompts whose output a client might see leave out commission and fee figures entirely and tell the AI not to mention compensation. Prompts that include your numbers, like the handoff brief and the deal review, are for output only you see.
• The Deal Calendar has its own button. Its prompt plans your week across every active deal at once, using each deal's overdue and upcoming tasks.

The prompts themselves aren't editable in the app, but each one has a Suggest edits for this prompt link that sends us your suggestion; the library grows from what agents ask for.

AI Prompts is available to everyone, on every plan, including without an account. One caution worth repeating from the tool itself: DashLoops isn't responsible for what your AI writes, gets wrong, or how it handles your data. Always review the output before sending it to anyone.

When a deal is done

Mark it complete. On any signed-in plan, free included, completing a deal moves it out of your active list and frees up that active-tracker slot, without deleting anything: the deal stays visible on your saved list and the Deal Calendar for reference. The active-tracker limit only ever counts live deals, never your history.

One thing to know before you complete a deal: the checklist runs past closing with follow-up tasks out to a year, like the three, six, and nine-month check-ins and the one-year anniversary gift. Completing the deal is fine — those tasks stay visible on the completed deal — but if you work the follow-up program actively, you may prefer to leave the deal active until the follow-ups are done. Deleting, by contrast, is permanent on every plan.

Archiving (ProAgent)

Archiving is a ProAgent feature. On the Saved trackers list, an Archive button moves a finished tracker out of the active list while keeping all of its tasks and details. The big practical benefit: an archived tracker no longer counts toward your active-tracker limit.

Archived trackers live on their own page, where you can Restore one back to active (it re-checks your plan limit first) or Delete it permanently. On Free and Agent, the Archive button is not shown.

Printing to PDF

Printing is included on the paid Agent and ProAgent plans. Click Print and your browser's print dialog opens. To save a PDF rather than print on paper, choose Save as PDF as the destination.

The output is the full checklist grouped by stage, with checkboxes, resolved due dates, the details you captured, and the property and contract info.

On anonymous or free accounts, the Print button opens an upgrade prompt instead of printing. See Accounts and plans.

Sharing a read-only link

Sharing is included on the paid Agent and ProAgent plans. Turn on Share to generate a link anyone can open. They see a read-only copy of the tracker, with the stage cards, task progress, and your property and contract info, headed "Shared by [your name]." They cannot check anything off or edit it, and no login is required to view it.

Share is hidden on an anonymous account and greyed out on a free account. See Accounts and plans.

Accounts and plans

You can build and work a tracker with no account. An account adds syncing across devices and more active trackers, and the paid plans add print, share, task-wording edits, and (on ProAgent) archiving. Here is what each tier includes:

Creating a free account

The quickest way is the Create free account prompt while using the tool, which keeps the tracker you have started. You can also register directly.

Upgrading to a paid plan

You can compare all three plans on the pricing page. When you tap a paid feature like Print or Share, the tool also shows the Agent and ProAgent plans and lets you upgrade right there. If you are not signed in yet, it will have you create a free account first.

Common questions

Where do my finished deals go?

Mark the deal complete. On any signed-in plan (free included), a completed deal moves out of your active list, stops counting toward your active-tracker limit, and stays visible for reference — on the saved list and the Deal Calendar. Completing is not deleting; nothing is lost. ProAgent additionally has Archive, a separate shelf for long-term storage.

Can I get my deadlines onto my phone's calendar?

Yes, two ways from the Deal Calendar: each task's popup has an Add to Google Calendar link, and each deal's side panel offers a calendar-file download for Apple and Outlook calendars. Exported events include a day-before reminder. The export is one-time — if dates change later, re-add the updated events.

Is my client's information in the AI prompts?

Yes, by design: prompts include the deal name, the client's name, and the deal's dates and tasks, because that context is what makes your AI's output useful. Nothing is sent anywhere by DashLoops; the prompt goes only where you paste it. Your financial details, like commission, are excluded from every client-facing prompt. If you'd rather not share a client's name with your AI, edit it out after copying.

Why does it say 69 tasks but I only see about 54?

Every tracker starts from the same catalog of 69 tasks, then hides the ones that don't apply to your property type and side of the deal. So a residential buyer-side tracker shows fewer than a different deal would. You only see the tasks relevant to your transaction.

Some tasks are greyed out and I can't check them.

A few inspection sub-tasks stay locked until you check their parent task first. Check "Schedule Inspection" and the related sub-tasks open up.

I changed a date and now it won't auto-update.

Each task date is normally computed from an anchor date you entered (like the contract or closing date) plus a set offset. If you set a date by hand, it detaches from that automatic schedule. Use the reset arrow (↺) next to the date to restore the computed value.

I clicked Print and nothing printed.

Printing is a paid feature. On anonymous and free accounts, the Print button opens an upgrade prompt instead of printing. On the Agent and ProAgent plans it opens your browser's print dialog.

I don't see a Share button.

Share is on the paid plans. If you are not signed in it is hidden, and on a free account it is greyed out and opens an upgrade prompt. On Agent or ProAgent it is a working toggle.

My tracker isn't on my other device.

If you started it without an account, it stays on the device and browser where you made it. Create a free account to keep your trackers and reach them from any device you sign in to.