Agent Onboarding Guide

A comprehensive guide to onboarding new agents and setting them up for success.

Onboarding Overview

A well-structured onboarding process helps agents become productive quickly. PropertyBase provides tools to streamline this process.

Pre-Onboarding Checklist

Before the agent's first day:

• Create their user account
• Prepare login credentials
• Assign initial properties
• Set up commission structure
• Prepare training materials

Step 1: Send Invitation

From Admin Dashboard

1. Navigate to Settings > Team
2. Click Invite Member
3. Enter agent's details:

Email: agent@example.com
Role: Agent
Team: Sales Team A
Commission Tier: Standard

4. Click Send Invitation

Invitation Email

The agent receives an email containing:

• Welcome message
• Invitation link
• Quick start guide
• Support contact

Step 2: Agent Account Setup

Profile Completion

Guide agents to complete their profile:

Field	Purpose
Full Name	Display name
Photo	Professional headshot
Phone	Contact number for leads
Bio	Public agent description
Languages	Languages spoken
License #	Real estate license

Notification Preferences

Set up notifications:

• Email notifications
• Push notifications
• SMS alerts (if enabled)
• Daily digest options

Step 3: Property Assignment

Assigning Properties

Agents can be assigned to:

• Entire projects - All units in a project
• Specific units - Selected units only
• Territories - Geographic areas

// Example assignment
{
  agent_id: "agent-123",
  assignments: [
    { type: "project", id: "sunset-villas" },
    { type: "unit", id: "villa-a" }
  ]
}

Primary vs Secondary

• Primary Agent - Main contact, receives inquiries
• Secondary Agent - Backup, can view and assist

Step 4: Lead Assignment Setup

Distribution Methods

Method	Best For
Round Robin	Equal distribution
Workload-Based	Balance by active leads
Performance-Based	Reward top performers
Manual	Admin control

Lead Routing Rules

Set up automatic routing based on:

• Property type
• Location
• Lead source
• Language preference
• Budget range

Step 5: Commission Configuration

Commission Structures

Standard Agent:
  Seller Commission: 3%
  Buyer Commission: 2.5%
  Referral Split: 25%

Senior Agent:
  Seller Commission: 4%
  Buyer Commission: 3%
  Referral Split: 30%

Split Structures

Configure splits for co-brokerage:

• Listing Agent Split: 50-60%
• Buyer Agent Split: 40-50%
• Referral Fee: 20-30%

Step 6: Training

PropertyBase Training

Recommended training path:

1. Platform Overview (30 min)

   • Navigation and interface
   • Key features tour

2. Property Management (45 min)

   • Adding and editing properties
   • Media uploads
   • Pricing configuration

3. Lead Management (45 min)

   • Lead pipeline overview
   • Follow-up best practices
   • Converting leads

4. Tools & Calculators (30 min)

   • Financial calculators
   • Document generation
   • Communication tools

Certification

Optional certification program:

• Complete all training modules
• Pass the assessment quiz
• Receive PropertyBase certification badge

Step 7: First Week Goals

Day 1

• Complete profile setup
• Review assigned properties
• Familiarize with the interface

Day 2-3

• Complete platform training
• Shadow experienced agent
• Practice adding test leads

Day 4-5

• Handle first real lead
• Generate first documents
• Attend team meeting

End of Week

• Profile 100% complete
• Training completed
• At least 1 lead assigned
• First property presentation done

Ongoing Support

Resources

• In-app help documentation
• Video tutorials
• Weekly team training sessions
• Slack/Teams support channel

Performance Tracking

Monitor new agent metrics:

• Response time to leads
• Lead conversion rate
• Activity level
• Client satisfaction

Best Practices

1. Buddy System - Pair new agents with experienced mentors
2. Gradual Ramp-Up - Start with fewer leads
3. Regular Check-Ins - Weekly 1:1 meetings
4. Quick Wins - Assign easy-to-close leads initially
5. Feedback Loop - Collect and act on feedback