BrokerKit Structure Proposal 2.2.2024
BrokerKit Set Up 1. Super Users
1. Current Set Up –
i. Currently 6 users with full Admin access to most accounts 1. Jessica Morschauser 2. Amanda Lewis 3. Morghan Rustenholtz (2 accounts) 4. Wendy Padley 5. Kelli Licht (Administration)
2. Recommendations –
i. Define role of super users - 1. Administration - credentialing, AP/AR, campaign management, reporting, training support by SAs for TLs and Admins. a. SAs can use the Administration account. 2. IT would access through the Administration super user account as needed. 3. Regional Leadership added as super users.
2. Accounts [account is a BrokerKit term for office/regions] 1. Current Set Up – i. 40 accounts ii. Current limitations of accounts 1. Can only have 7 users in the accounts.
a. This includes “Admin” and “Staff” roles. i. Admin
1. Admins have access to all of Brokerkit and the entire lead database, can add or remove other Staff and Admins, manage team settings, add and edit Smart Campaigns, add or edit labels, customize company landing pages, adjust billing settings, and more. 2. Landing Page: They will get their own dedicated landing page which they can
retrieve in their referral account with their bio image and contact information superimposed on the standard team landing page template. Any recruiting leads who submit a form entry will have that agent set as the Referrer on the lead. 3. Admin-level access should be restricted to only those you trust with the keys to your recruiting engine. 1. Designed for your recruiting and retention staff, this level includes full access to your lead database, no team functionality, the ability to add and edit Smart Campaigns, the ability to add or edit labels, no landing page customization, and no access to billing settings. 2. Landing Page: They will get their own dedicated landing page which they can retrieve in their referral account with their bio image and contact information superimposed on the standard team landing page template. Any recruiting leads who submit a form entry will have that agent set as the Referrer on the lead. 3. Your front desk, training, or other staff that
ii. Staff
assist with recruiting all fit this role. Often, they'll make heavy use of the mass text and email features when contacting your existing agents. 2. Super users do not have access to all accounts – accounts below are full. a. Anaheim Hills, CA b. St. Joseph, MI c. Portage, MI
d. Sun Prairie, WI e. River Valley, WI
2. Recommendations –
i. Define the users with each account.
ii. Verify the Relitix MLS feed/correct association – Relitix integration info below. iii. Get super user access to accounts not currently available. iv. Right size accounts in all states as needed. 1. Delete - Douglas/Saugatuck, Houghton 2. Merge South Haven data into St Joseph – delete South Haven
3. Campaigns
1. Current Set Up –
i. Campaigns are touches via email, text and/or phone call. ii. Several campaigns are out of date. iii. Do we need so many campaigns in each account?
2. Recommendations – i. Admins and TLs work very closely on which campaigns are assigned to which recruit - Admin meets with the TL on a regular basis to talk about the tasks that have been completed/need to be done. ii. Audit of current campaigns in all offices
1. Administration works with Brokerage to right size current campaigns (which campaigns to get rid of, which ones need updated, do we need new ones?) 2. Administration works with Marketing to get campaigns approved and updated and added to BrokerKit.
4. Relitix Integration 1. Here are the fields that BrokerKit is importing from Relitix in BrokerKit with BrokerKit field on the left and the description of Relitix field on the right:
Name
Description
Agent ID
The Relitix ID of the agent (unique to MLS)
MLS
The RESO ouid of the MLS
First Name Last Name Office ID Cell Phone
Agent first name Agent last name
MLS OfficeKey value for agent current office.
Agent mobile phone
Office Address Office Email Active Listings
Address of current office
Agent email
Active listing count on Last Updated date
Name of the client's closest office to agents center of business Address of the client's closest office to agents center of business Distance in miles from the client's closest office to agents center of business Distance from agent's center of business to current office in miles The zip code which contains the geographic center of this agents listings and sales over prior 5 years. For agents who have changed offices, the date of the first MLS transaction in the new office Date of agents first MLS transaction (accurate to 2011 in most markets)
Our Closest Office
Our Closest Office Address
Dist. to Our Closest Office
Dist. to Current Office
Center of Production Zip
First Transaction at Current Office
First Transaction in MLS
Rookie Rating
Agent rookie potential rating
Current Switch Risk
Agent switch risk color
Listing Effectiveness Grade
Agent listing effectiveness grade
Listing Effectiveness Impact
Agent listing effectiveness impact in dollars
Percentage of listings taken between 6 and 66 months ago which have closed Number of new listings taken between 6 and 66 months prior to update_date
5 Year Batting Avg
5 Year Listing Count
Last Updated
Calculation date of metrics
Total closed dollar volume in 12 months prior to update_date
Total $ Production LTM
Total # Production LTM
Total closed sides in 12 months prior to update_date
Year over year change in 12 month closed volume in dollars
$ Change
Year over year change in 12 month closed volume as a percentage
% Change
Company
Name of current office
Roles in BrokerKit 1. Regional Level
Responsibilities:
I. Decide the responsibilities of the Team Leader. II. Hold Team Leaders accountable for usage of BrokerKit. III. Decide the goals needed for each account. IV. Work with the Team Leaders on their goals. a. Define target base with each Team Leader. V. Monitor regional performance metrics and ensure compliance with BrokerKit usage. a. SAs can pull this information for the regionals. VI. Work with Administration on a. Needed trainings, rightsizing of accounts, overall operational usage of accounts. b. Review current campaigns and decide which ones need updates. VII. Work with Marketing on lists for potential leads. 2 . Team Leaders: Responsibilities: I. (Responsibilities will be decided on by Regional Leadership) o *There will be a training from BrokerKit about best practices for Team Leaders II. Work with the regional leadership on goals/metrics for their account. III. Provide feedback to the Regional on system improvements or challenges. IV. Work with Office Admin on tasks that have been completed/need to be done.
3. Office Admins:
Responsibilities:
I. Retention side – a. Admins can audit/update Agent’s birthdays and anniversaries. i. Work with Marketing for birthday/anniversary campaigns. b. Mass text Agents for office events, meetings, updates, etc c. Add license information for Agents. i. Can send license update campaigns. II. Recruiting side – a. Work with Marketing to insert branded campaigns into email templates for their Team Leaders. b. Upload cobrokes into the system for TLs. c. Admins work with the TLs on agreed upon plan on how TL and Admin is sending campaigns and how Admin is supporting the sending of campaigns. d. Send campaigns on behalf of the Team Leader after TL has confirmed which campaign an Agent should be added to (if needed) e. Enter meeting notes for TL after meeting with an Agent (if needed) 4. Administration: Responsibilities: I. Review current campaigns with Brokerage and help to delete any that are out of date. II. Credentialing in all regions a. Regular Audit of users and accounts III. Running reports for all regions for Brokerage leadership. a. This would include the log in report. IV. Training of tasks for Admins and Team Leaders – assisted by Brokerage as needed.
Training BrokerKit 101 a. Regional Leadership needs to be trained on how to define targets in same MLS. b. Team Leaders need to be retrained on best practices and usage. i. Start with an overall training then break it down based on task. ii. Sample texts, scripts for calls. iii. How is the interaction working during these campaigns and touches. c. Admins will also need training based on their tasks.
Page 1 Page 2 Page 3 Page 4 Page 5 Page 6 Page 7Made with FlippingBook Proposal Creator