Total Expert Integration
Import users, contacts, and loans from Total Expert to automate hub creation and stay connected with clients.
The Total Expert integration enables organization admins to import team members, contacts, and loans from Total Expert into Homeowner.ai. The integration can be set up by an admin on behalf of all users in their organization.
⚙️ Admin Only: This integration must be configured by an Organization Admin. Pro users will see their imported data but cannot set up the integration.
What Gets Imported
Admins can run imports as one-time events or set up ongoing syncs that automatically refresh every 12–24 hours depending on the data type.
| Data Type | Sync Frequency |
|---|---|
|
Users Team members from your Total Expert organization |
Every 24 hours |
|
Contacts Borrowers and leads with optional activity history sync |
Every 12 hours |
|
Loans Loan records with option to automatically create homeowner hubs |
Every 24 hours |
Setup Instructions
Step 1: Getting Started
To begin, your Total Expert administrator should contact their Total Expert Customer Success Manager (CSM) to start setup.
Setup Steps:
1. Assignment of a
Total Expert Implementation Manager
2. Execution of a
Statement of Work (SOW)
3. Generation of your
Client ID and Client Secret
Once credentials are received, add them in your Homeowner.ai Admin Settings to enable the integration.
Step 2: Connect the Integration
From an Org Admin Account:
1. Navigate to the
Organizations page
2. Click the Connections
tile
3. Click Get Started
next to Total Expert
4. Enter your Client ID
and Client Secret
5. Click Connect
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Step 3: Import Users
⚠️ Important: Admins must import Total Expert users before importing contacts or loans. Pro accounts are created automatically if needed.
1. Select Users to Import
a. Select the Users
tile
b. Select the users you want to enable
for the integration
c. Click Next
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2. Enable Syncing
Confirm syncing is enabled (recommended):
▪︎ Users can only be included in
one ongoing loan sync
▪︎ Sync OFF → One-time
import, hubs created only during initial run
▪︎ Sync ON → Hubs
generated
on subsequent runs when criteria are met
3. Configure Invitations
Admins may enable automated invitation emails during import. Some organizations prefer to disable these initially and send their own internal communications first.
▪︎ First dropdown:
Days
after funding before import (default 0)
▪︎ Second dropdown:
How
far back to include loans ("All Time" includes all)
📌 Note: Our onboarding campaign guides new professional users through key setup and onboarding steps.
Step 4: Import Contacts
Once users have been imported, their contacts in Total Expert can be imported into the platform.
1. Select Contacts to Import
a. Select the Contacts
tile
b. Choose the import frequency:
▪︎ One-time Import:
Runs
once for initial setup
▪︎ Ongoing Sync:
Runs
automatically every 12 hours
c. Click Next
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2. Select Users Whose Contacts Will Be Imported
Choose which previously imported users to include:
▪︎ A user can only be in one ongoing
contact
sync at a time
▪︎ To move a user to a different sync,
first edit the existing sync
▪︎ Users can be included in multiple
one-time
imports
3. Filter by Contact Group (Optional)
▪︎ Available Contact Groups match
the
groups used by selected users
▪︎ Leave default All groups
to import without filtering
4. Confirmation & Options
Review your import settings and decide if you want to:
▪︎ Sync Activity
▪︎ Create Homeowner Hubs
Pushing Activity History to Total Expert
Enable Sync Activity History to push data back to Total Expert:
▪︎ General activity history →
Notes
▪︎ High priority activity →
Insights
Creating Hubs from Contacts NEW
Admins can create hubs directly during contact import:
▪︎ Opt-out: Create
hubs for contacts with valid mailing addresses. Homeowners
receive an introduction email.
▪︎ Opt-in: Invite
contacts with valid email addresses. Homeowners must
accept
to activate their hub.
⚠️ Warning: When enabled, this will trigger an email to each contact.
Step 5: Import Loans
After users have been imported, admins may import loans. Loan import functions similarly to contact import.
1. Select Import Type
▪︎ One-Time Import:
Runs
once for initial setup
▪︎ Ongoing Sync:
Runs
automatically every 24 hours
2. Select Which Users' Loans to Import
▪︎ Users can only be in
one ongoing loan sync
▪︎ Users can be in
multiple one-time imports
▪︎ Edit an existing sync to change
a user's
assignment
3. Filter Loans by Funded Date
▪︎ First dropdown:
Days
after funding before import (default 0)
▪︎ Second dropdown:
How
far back to include loans (All Time includes
all)
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💡 Use Case: Import all historical loans for reference, while creating hubs only for recent activity. Run a one-time import for all loans, then create an ongoing sync for loans funded in the last 30 days.
Creating Hubs from Loans
When enabled, the platform will:
▪︎ Create a hub linked to the
loan
▪︎ Add the borrower as a hub member
▪︎ Notify the borrower by email
▪︎ Attach the hub to the loan
record
Requirements:
1. Create Homeowner Hubs is enabled
2. A homeowner playbook is selected
3. Closing date is within ±30
days
Import Management
Admins can modify ongoing syncs at any time to adjust settings or update which users are included.
What You Can Edit:
▪︎ Add or remove users from the sync
▪︎ Change contact group filters
▪︎ Enable or disable Activity History
syncing
▪︎ Turn hub creation on or off
▪︎ Switch between opt-in and opt-out
hub creation
▪︎ Adjust loan date filters
Pro User Experience
Each imported user receives a Pro account with robust tools for managing homeowners and monitoring loan or contact activity. Users added through the integration experience guided onboarding through built-in campaigns.
Imported Contacts View
Click the Contacts icon in the left navigation to see all contacts imported from Total Expert.
Imported Loans View
Click the Loans icon in the left navigation to see all loans imported from Total Expert.
Need Help? If you have questions or need assistance with the Total Expert integration, contact our support team.
Frequently Asked Questions
General Questions
Who can set up the Total Expert integration?
Only Organization Admins can configure the Total Expert integration. Pro users can view their imported data but cannot modify integration settings.
How long does it take to set up the integration?
Setup typically takes 1–2 weeks from initial contact with your Total Expert CSM. This includes assignment of an Implementation Manager, execution of the SOW, and credential generation.
What credentials do I need?
You'll need a Total Expert Client ID and Client Secret, provided by your Implementation Manager during setup.
Import & Sync Questions
How often do syncs run?
When ongoing sync is enabled:
▪︎ Users:
Every 24
hours
▪︎ Contacts:
Every
12
hours
▪︎ Loans:
Every 24
hours
What's the difference between a one-time import and ongoing sync?
▪︎ One-time import:
Data
is imported once. No automatic updates occur.
▪︎ Ongoing sync:
Data
is imported initially and then refreshed automatically
every
12–24 hours.
Can I import users, contacts, and loans simultaneously?
No. You must import Users first. Contacts and Loans must be associated with users that already exist.
Contact Questions
Can admins see all imported contacts?
No. Contacts remain owned by the same user as in Total Expert and are only visible in that user's account.
What's the difference between opt-in and opt-out hubs?
▪︎ Opt-out:
Hubs
are
created automatically and an introduction email is
sent.
▪︎ Opt-in:
Contacts
receive
an invitation and must accept to activate their hub.