Company Broker — User Guide

Your brokerage firm dashboard for managing agents, listings, and team performance.

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Overview

The Company Broker role is for brokerage firm owners or principals who manage a team of agents. You operate within a corporate brokerage organization, overseeing the entire firm's operations — from managing listings and tracking deals to monitoring agent performance and controlling billing. When you log in, you access the company broker dashboard with permissions based on your rank within the organization.

When you log in, you land on your Dashboard. Use the sidebar on the left to navigate between sections. Your access to different sections depends on your role rank within the organization.

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Getting Started

When you first create a company broker organization on estateTT, follow these steps to get fully operational.

Step 1: Create Your Brokerage Organization

After signing up and selecting the Company Broker role, you will be guided through the Company Broker Wizard to create your brokerage organization. You will need to provide your firm's name, tax identification number, physical address, contact email, contact phone number, and logo URL if available. You will also need to enter your real estate license number and license expiry date as required by regulatory authorities. This information is stored in the company_broker_organizations table and establishes your firm's official presence on the platform. The wizard ensures all required fields are completed before you can proceed to invite team members.

Step 2: Configure Your Organization Settings

Once your organization is created, navigate to Settings (accessible only to Admin role) to configure your firm's operational parameters. Here you can update your organization profile including the firm name, logo, and contact information. You can set your timezone to ensure that all timestamps and scheduling features align with your local business hours. Configure notification preferences for email and SMS alerts so your team receives timely updates about new leads, offer activity, and important announcements. The Settings section also allows you to manage your subscription plan, view billing history, and upgrade your seat count as your team grows.

Step 3: Invite Your Team Members

With your organization configured, you can now invite agents and staff to join your brokerage. Go to the Team section and click the invite button. Enter the team member's email address and assign their appropriate role based on their responsibilities within your firm. The system will send an invitation email containing a secure link to join your organization. The invite link expires after a configurable period for security purposes. When the team member accepts the invitation, their membership is recorded in the company_broker_members table with the assigned role and status set to 'active'. They will then have access to the company broker dashboard with permissions corresponding to their rank.

Step 4: Begin Managing Your Brokerage Operations

With your team onboarded, you are ready to begin full brokerage operations. Navigate to the Dashboard to view your team's performance metrics, active listings, pending deals, and revenue. Use Team Listings to see all properties listed by your agents across the firm. Assign properties to specific agents, monitor deal progress through the pipeline, and track agent performance using the analytics and reports features. As an Admin or Manager, you can request quotations for services, negotiate offers with full authority, and manage the overall strategic direction of your brokerage.

Best Practices for Onboarding

• Complete all organization setup steps before inviting team members to ensure your firm profile is complete and professional
• Start by inviting key leadership (Managers) first so they can help onboard staff members
• Assign roles conservatively — you can always promote team members later as they demonstrate increased responsibility
• Set clear internal policies for your firm regarding listing standards, commission splits, and communication protocols
• Review the permission matrix carefully to understand what each role can and cannot do within the platform

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Role Rank System

Company Broker uses a rank-based permission system that controls which sections of the dashboard team members can access and which actions they can perform. As the brokerage owner or principal, you assign ranks to your team members and can change them at any time to reflect their evolving responsibilities within the firm.

What Each Rank Can Do

Rank 4 — Admin: The admin has unrestricted access to every section of the dashboard, including Settings, where they can manage the brokerage's profile, configure security policies, set notification preferences for the organization, and manage payment preferences for the firm. The admin can invite new team members, remove existing members, update member roles, request quotations for services, and accept or reject quotes. Admins have full authority to counter, accept, or reject offers without escalation. They can manage all properties, assign properties to agents, and export firm data. This rank is typically held by the brokerage owner or principal. Only admins can access organization-level settings and perform critical administrative actions like removing members or changing role assignments.

Rank 3 — Manager: Managers have access to most sections including the Team section where they can view the team roster, see individual agent performance metrics, and coordinate workload distribution. Managers can invite new team members but cannot remove members or update roles — those actions are reserved for Admins. Managers can request quotations for services and have full authority to counter, accept, or reject offers without needing escalation. They can manage properties across the firm, assign properties to agents, view analytics and financials, and export data. This rank is typically held by senior agents, team leads, or office managers who oversee a subset of the brokerage's operations. For example, a manager at a large firm in Port of Spain might notice that one agent is overloaded with 15 active listings while another has only 3, and redistribute incoming leads or reassign properties accordingly.

Rank 2 — Analyst: At this rank, team members gain access to the platform's business intelligence suite. They can view all listings across the firm, access Analytics to track performance metrics, view Financials to review commission history and revenue trends, and generate Reports for sales activity and pipeline health. Analysts can export firm data for external analysis or reporting. However, analysts cannot request quotations, manage properties, invite team members, or negotiate offers — they must escalate those actions to a Manager or Admin. This rank is suited for experienced agents who need data-driven insights to optimize their workflow or for staff members responsible for business intelligence and reporting. For example, an analyst can review the firm's lead conversion rate over the past quarter, identify that most closed deals come from a specific property type, and recommend strategic adjustments to you as the management team.

Rank 1 — Staff / Viewer: This is the entry-level rank for new agents or support staff. Staff can view their own listings, manage assigned properties, upload and view documents, and communicate with clients through Client Messages and Team Chat. Staff can access the Dashboard, My Listings, Quotes, Calendar, Team Listings, Documents, and Client Messages sections. They cannot access business intelligence tools (Analytics, Financials, Reports), the Lead Marketplace, team management features, or Settings. Staff cannot request quotations or negotiate offers — any offer negotiation must be escalated to you or a Manager. This rank is ideal for agents who are still building their pipeline and need to focus on day-to-day operations without distraction. For example, a newly licensed agent joining your brokerage in San Fernando would start at Rank 1, learning the ropes by managing showings, communicating with clients, and building their client base before being promoted to a higher rank with broader responsibilities.

Managing Your Team's Roles Effectively

• Assign roles conservatively when onboarding new agents — start new hires at Staff or Analyst rank and promote as they demonstrate increased responsibility
• Regularly review rank assignments to ensure team members have the tools they need without unnecessary permissions — quarterly reviews are recommended
• Promote agents to Manager when they demonstrate leadership ability and can handle team oversight responsibilities
• Consider promoting trusted senior agents to Analyst rank if they need access to analytics and financials for performance tracking
• Remember that only Managers and Admins can request quotations for services and have full offer negotiation authority — this is a critical business rule enforced by the permission system
• If an agent's responsibilities change, update their role promptly to match their current duties

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Sidebar Navigation

You use the Company Broker sidebar with filtered access based on your rank. The sidebar is organized to follow your typical workflow — from daily operations (Dashboard, Messages) to client management (Listings, Quotes, Calendar) to business intelligence (Analytics, Financials, Reports) to administration (Team, Settings).

Note: Lead Marketplace, Analytics, Financials, and Reports require Rank 2+. Team requires Rank 3+. Settings is Rank 4 (Admin) only. Messages shows badges for unread items. My Listings shows a badge for offers. Team Chat shows a badge for unread team messages.

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Dashboard

Go to: Dashboard in the sidebar (the grid layout icon)

Your home screen is the central hub for your daily activities. It provides a real-time snapshot of firm performance and highlights items requiring immediate attention. The dashboard displays different information based on your rank — Staff members see a personalized workspace focused on their own listings and tasks, while Managers and Admins see a team oversight view with comprehensive metrics and team management tools.

Key Metrics Explained

• Team Size (Manager+ only) — Shows the total number of active agents on your team. This metric helps you understand your staffing capacity and plan for growth. Click on the number to jump directly to the Team section where you can view detailed information about each team member, their role, and their active listing count.

• Portfolio / My Listings — Displays the total number of properties currently listed as "Active." For Staff, this shows only their own listings. For Managers and Admins, this shows all active listings across the entire firm. This helps you track the firm's inventory at a glance and identify which agents are most active. Click on the number to jump directly to the Team Listings page filtered to active properties.

• Escrow / Deals Pending — Shows the number of properties currently in "Pending" status, meaning offers have been accepted and deals are in progress. For Staff, this shows only their pending deals. For Managers and Admins, this shows all pending deals across the firm. This metric helps you understand the firm's pipeline volume and anticipate upcoming commission revenue. Each pending deal represents work in progress that requires attention to move toward closing.

• Revenue / My Revenue — Displays the gross commission from closed deals. The system calculates this by applying a 3% commission rate to the sale price of all properties with "Sold" status. For Staff, this shows revenue from your own closed deals only. For Managers and Admins, this shows total revenue from all closed deals across the firm. This metric is displayed in thousands (e.g., "$150K" for $150,000) and helps you track financial performance. The actual commission split between the brokerage and individual agents is managed separately by your firm.

Using the Dashboard Effectively

• Review your dashboard at the start of each day to prioritize tasks and identify items requiring immediate attention
• Use the quick-action buttons in the header to add a new listing, schedule a showing, or send a quote without navigating away
• For Managers and Admins, the Brokerage Team Registry table shows all active team members with their contact information, designation (role), and asset volume (active listings count)
• Use the search and role filter in the team registry to quickly find specific team members or view all agents of a particular role
• The performance charts show team performance over the last 6 months, including new listings added, deals closed, and active agent count — use this to identify trends and plan strategically
• Export the team registry using the export button for external reporting or compliance purposes

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Team Chat

Go to: Team Chat in the sidebar (the message square icon — shows a badge for team unread messages)

Team Chat is your internal communication hub for collaborating with your team within the brokerage firm. Unlike Client Messages, which are for external communication with buyers and sellers, Team Chat is strictly for internal coordination.

What You Can Do

• Send and receive real-time messages within your team — messages appear instantly and support text, file attachments, and links to listings or quotes. For example, you can share a link to a listing in Team Chat so a colleague can quickly review the property details before a joint showing.

• Coordinate on shared listings and deals — when multiple agents are involved in a transaction, Team Chat provides a dedicated space to discuss strategy, share updates, and assign tasks. You can reference specific listings by their ID or name so everyone is on the same page.

• Create group conversations for specific projects or teams — for instance, if your brokerage has a dedicated commercial division, you can create a group chat for all agents working on commercial deals to share market insights and coordinate client outreach.

• Search message history to find past conversations, shared documents, or decisions — the search bar at the top of Team Chat lets you filter by keyword, sender, or date range, so you never lose important context.

Using Team Chat Effectively

• Keep conversations focused and professional — Team Chat is a work tool, not a social platform
• Use @mentions to direct messages to specific team members and ensure they receive a notification
• Pin important messages (e.g., updated commission structures, firm-wide announcements) so they stay visible at the top of the chat
• Check Team Chat at least twice daily — morning and afternoon — to stay aligned with your team
• Avoid discussing sensitive client financial details in Team Chat; use Client Messages or Documents for that

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My Listings

Go to: My Listings in the sidebar (the building icon — shows a badge for offers)

My Listings is where you manage your personal property inventory. Every listing you create is tied to your agent profile and appears under your name to clients browsing the platform. This section is available to all ranks, but the visibility and management capabilities differ based on your role.

What You Can Do

• Add new listings with comprehensive detail — when creating a listing, you will fill in the property type (house, apartment, commercial space, land), location (address, town, region), price, number of bedrooms and bathrooms, square footage, lot size, and a detailed description. Upload high-quality photos — the platform supports multiple images per listing, and the first image becomes the thumbnail visible in search results. For example, if you are listing a 3-bedroom apartment in Port of Spain, include photos of the living area, each bedroom, the kitchen, bathrooms, balcony, and any amenities like a pool or gym. Add features such as "gated community," "covered parking," or "recently renovated" to improve search visibility.

• Edit your existing listings — you can update any field on a listing at any time. This is useful when a property's price changes, new photos become available, or a feature needs correction. Edit history is tracked so you can review changes if needed for auditing or compliance purposes.

• Track listing status through the full lifecycle — listings move through statuses: Active (visible to buyers and appearing in search), Pending (an offer has been accepted and the deal is in progress), Sold (the transaction has closed), and Withdrawn (the seller has removed the property from the market). Only Active and Pending listings appear in public search results.

• View and manage offers received on your listings — when a buyer submits an offer, it appears in your My Listings dashboard with the offer amount, buyer details, proposed closing date, and any contingencies. As an Admin, you have full authority to accept, decline, or counter each offer. Accepted offers move the listing to Pending status and initiate the deal management workflow. Staff (Rank 1) on your team must escalate offer decisions to you or a Manager.

Using My Listings Effectively

• Always fill in every required field before publishing — incomplete listings are less likely to attract serious buyers
• Update your listing photos seasonally or after significant renovations to keep the listing fresh
• Respond to offers within 24 hours — delayed responses can cause buyers to lose interest or pursue other properties
• Use the "Withdrawn" status rather than deleting a listing if a seller temporarily removes their property — this preserves the listing history and allows you to reactivate it later
• Cross-reference your My Listings with Team Listings to identify complementary properties you can recommend to your clients

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Quotes

Go to: Quotes in the sidebar (the file text icon — shows a badge for pending quotes)

Quotes are professional proposals you generate for clients outlining the services you will provide and the associated costs. They are commonly used for property management services, valuation services, or marketing packages. Note that only Admins and Managers (Rank 3+) can request quotations for services — this is a critical business rule enforced by the permission system.

What You Can Do

• Create professional quotes for clients — when generating a quote, you select the client (or create a new one), describe the services being offered (e.g., "Full property management for 2-bedroom apartment in San Fernando — 8% monthly management fee"), set the pricing (fixed fee, percentage, or hourly rate), and add terms and conditions. The quote is formatted as a professional document that you can preview before sending. For example, if a landlord approaches you to manage their rental property, you can create a quote that includes tenant screening, rent collection, maintenance coordination, and monthly reporting — each as a line item with its own cost.

• Track quote status through the full lifecycle — quotes move through statuses: Draft (you are still working on it and it has not been sent), Sent (the quote has been delivered to the client and is awaiting their response), Accepted (the client has agreed to the terms), and Declined (the client has rejected the quote). You can view the status of all your quotes in a table view with sorting and filtering options.

• Convert accepted quotes into active deals — once a client accepts a quote, you can convert it into an active deal with a single click. This creates a formal engagement record, links the quote to your pipeline, and triggers any downstream workflows (e.g., calendar events for onboarding meetings, document generation for service agreements). The conversion ensures there is a clear audit trail from proposal to execution.

Using Quotes Effectively

• Always include clear terms and conditions — specify what is included, what is excluded, payment timelines, and cancellation policies
• Send quotes promptly after initial client discussions — a quote sent within 24 hours of a conversation shows professionalism and keeps momentum
• Follow up on sent quotes that have not been responded to within 3 business days
• Use the Draft status to prepare quotes in advance and review them before sending
• Keep a library of common quote templates (e.g., standard property management, one-time valuation) to speed up creation

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Calendar

Go to: Calendar in the sidebar (the calendar icon)

The Calendar is your scheduling hub for all appointments, showings, meetings, and deadlines. It integrates with your listings, quotes, and client communications to provide a unified view of your commitments.

What You Can Do

• Schedule property showings — when a buyer expresses interest in a listing, you can create a showing event directly from the listing detail page or from the Calendar. Specify the date, time, property address, and attending parties (buyer, co-agents, seller if present). The system sends confirmation notifications to all parties. For example, if a buyer wants to view a house in Diego Martin on Saturday at 10 AM, you create the event, and the buyer receives an automated confirmation with the property address and your contact details.

• Book client meetings — schedule consultations, contract signings, follow-up calls, and any other client-facing appointments. You can set the meeting type (in-person, phone, video), add an agenda or notes, and attach relevant documents (e.g., the contract to be signed).

• Set your availability — define your working hours and blocked-out times so clients and team members know when you are available. You can set recurring availability (e.g., "Available Monday to Friday, 8 AM to 6 PM") and add exceptions for holidays, personal time, or training days. When your availability is set, the scheduling tools will only suggest times that fall within your available windows.

• View your schedule in multiple formats — switch between day, week, and month views to get the right level of detail. The day view shows hourly blocks, the week view gives you an overview of your commitments, and the month view helps you plan ahead for busy periods.

Using Calendar Effectively

• Block out travel time between showings — if you have a showing in Port of Spain at 10 AM and another in Chaguanas at 12 PM, add a 30-minute travel buffer
• Set reminders for upcoming events — the platform sends notifications before each appointment
• Review your Calendar at the end of each day to prepare for tomorrow
• Avoid double-booking by checking your Calendar before committing to new appointments
• Share your Calendar with team members when coordinating joint showings or team meetings

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Team Listings

Go to: Team Listings in the sidebar (the building icon)

Team Listings gives you visibility into every property listed by any agent within your brokerage firm. This is a powerful collaboration tool that enables cross-selling, workload balancing, and comprehensive inventory awareness.

What You Can Do

• See what your fellow agents are listing — browse a complete catalog of all Active and Pending listings across your brokerage. Each listing shows the responsible agent, property type, location, price, and status. You can filter by agent, property type, price range, or location to find relevant properties. For example, if you have a buyer looking for a commercial space in the East-West Corridor, you can filter Team Listings to show only commercial properties in that area and see which of your colleagues is handling them.

• Identify opportunities for collaboration — when you see a listing that matches a client's needs, you can reach out to the listing agent through Team Chat to arrange a joint showing or discuss a referral arrangement. Many brokerages have internal referral fee structures, and Team Listings makes it easy to find those opportunities.

• Cross-reference client needs with available inventory — before searching external platforms, check Team Listings first. Your brokerage may already have a property that meets your client's criteria, which keeps the commission within the firm and strengthens internal relationships.

• Monitor market activity within your firm — by reviewing Team Listings regularly, you gain insight into your brokerage's market positioning, pricing trends, and which agents are most active in specific areas or property types.

Using Team Listings Effectively

• Check Team Listings daily for new properties that may match your clients' needs
• Build relationships with colleagues whose listings frequently align with your client base
• Use the filter and search tools to narrow down properties quickly — don't scroll through the entire catalog
• If you find a property for your client, contact the listing agent promptly — delays can result in the property being sold to another buyer
• Respect the listing agent's relationship with the seller — always coordinate through proper channels before showing a colleague's listing to your client

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Documents

Go to: Documents in the sidebar (the file text icon)

The Documents section is your secure file storage and sharing center for contracts, agreements, disclosures, inspection reports, and any other files related to your transactions.

What You Can Do

• Upload contracts, agreements, and disclosures — drag and drop files or use the upload button to add documents to your library. Supported formats include PDF, DOCX, XLSX, JPG, and PNG. Each file can be tagged with a client name, property address, or transaction ID for easy retrieval. For example, after a property inspection, you can upload the inspector's PDF report and tag it with the property address and the buyer's name so it is instantly findable later.

• Organize by client or property — create folders to group documents logically. You can organize by client (e.g., "John Smith - Buyer"), by property (e.g., "15 Queen Street, Port of Spain"), or by transaction phase (e.g., "Pending Deals," "Closed Deals"). The platform supports nested folders for deeper organization.

• Share documents directly with clients through the platform — when you need a client to review or sign a document, you can share it through Client Messages or generate a secure share link. The link expires after a configurable period (default: 7 days) and can be revoked at any time. Shared documents are logged so you have an audit trail of who accessed what and when.

• Version control — when you upload a new version of an existing document (e.g., a revised contract), the platform keeps the previous version in the document history so you can compare changes or revert if needed.

Using Documents Effectively

• Name your files consistently — use a convention like [ClientName]_[DocumentType]_[Date].pdf (e.g., Smith_John_PurchaseAgreement_2026-04-07.pdf)
• Upload documents promptly after they are created or received — don't let files sit in your email inbox
• Use tags and folders together for maximum findability — tags enable cross-folder searching, while folders provide hierarchical organization
• Review shared document logs to confirm clients have accessed important files
• Delete documents only after the retention period required by your brokerage's policy and local regulations

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Client Messages

Go to: Client Messages in the sidebar (the mail icon — shows a badge for unread messages)

Client Messages is your external communication channel for interacting with buyers, sellers, landlords, tenants, and prospects. Every conversation is tied to a client record, giving you a complete history of your interactions.

What You Can Do

• Respond to buyer and seller inquiries — when a client contacts you through the estateTT platform (e.g., from a listing inquiry or lead claim), the message appears in your Client Messages inbox. You can reply directly, attach documents or images, and reference specific listings or quotes within the conversation. For example, if a buyer asks about the availability of a property, you can reply with the current status, attach the property brochure, and suggest a showing time — all within the same message thread.

• Follow up on showings and offers — after a showing, send a follow-up message to gauge the client's interest and address any questions. If an offer has been submitted, use Client Messages to communicate the status update, request additional documentation, or negotiate terms. The platform timestamps all messages so there is a clear record of the communication timeline.

• Maintain conversation history for each client — every message you send or receive is stored in the client's conversation history, which you can review at any time. This is invaluable for remembering past discussions, commitments made, and the client's preferences. If a colleague needs to step in while you are unavailable, they can review the conversation history to get up to speed.

• Search conversations — use the search bar to find specific messages by keyword, client name, or date. This is especially useful when you need to reference a past agreement or recall a detail from an earlier conversation.

Using Client Messages Effectively

• Respond to client messages within 2 hours during business hours — fast response times significantly improve client satisfaction and conversion rates
• Use clear, professional language — avoid jargon and always confirm understanding
• Attach relevant documents proactively — if a client asks about a property, include the listing sheet, floor plan, or disclosure documents in your reply
• Set expectations for next steps — end each conversation with a clear action item (e.g., "I will send you the contract by tomorrow morning")
• Archive completed conversations to keep your inbox focused on active clients

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Lead Marketplace

Go to: Lead Marketplace in the sidebar (the briefcase icon — Rank 2+ required)

The Lead Marketplace is a platform-generated pool of buyer and seller leads who are actively looking for agent services. Leads are matched to agents based on expertise, location, availability, and past performance. Access to this section requires Rank 2 (Analyst) or higher.

What You Can Do

• Browse available buyer and seller leads — each lead card shows the client's needs (e.g., "Looking for a 3-bedroom house in Tacarigua," "Selling a commercial property in Chaguanas"), budget range, timeline, and matching score. The matching score indicates how well the lead aligns with your profile, expertise areas, and past performance. For example, if you specialize in residential properties in East Trinidad and a lead is looking for a house in Arima, your matching score will be high.

• Claim leads that match your expertise — when you find a lead you want to pursue, click "Claim Lead." The lead is then assigned to you and appears in your Client Messages inbox so you can begin outreach immediately. There may be a limit on how many leads you can claim per day or week, depending on your brokerage's policy and your rank.

• Reach out directly through Client Messages — once a lead is claimed, send an introductory message within 1 hour. Introduce yourself, reference their stated needs, and offer to schedule a consultation. For example: "Hello, I noticed you're looking for a 3-bedroom house in Tacarigua. I specialize in that area and have several listings that may interest you. Would you be available for a call this week?"

• Track lead conversion — the platform tracks each lead's journey from claim to conversion. You can see whether the lead resulted in a listing, a sale, or remained unconverted. This data feeds into your Analytics dashboard and helps you refine your lead selection strategy over time.

Using the Lead Marketplace Effectively

• Check the Lead Marketplace at least twice daily — good leads are claimed quickly by other agents
• Focus on leads with high matching scores — they are more likely to convert because they align with the firm's strengths
• Personalize your outreach — generic messages are less effective than messages that reference the lead's specific needs
• Track conversion rate by lead type — if the firm converts more buyer leads than seller leads, adjust the claiming strategy accordingly
• Follow up persistently but professionally — if a lead does not respond to your first message, send a follow-up after 2-3 days

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Analytics

Go to: Analytics in the sidebar (the bar chart icon — Rank 2+ and analytics feature required)

Analytics provides data-driven insights into firm performance, helping you understand what is working, what needs improvement, and where to focus your efforts. Access to this section requires Rank 2 (Analyst) or higher and may require an analytics subscription feature.

What You Can Do

• Track listing views and engagement over time — see how many times each listing has been viewed, how long visitors spent on the listing page, and which listings generate the most inquiries. This data helps you understand what makes a listing attractive. For example, if listings with professional photos receive 3x more views than those with phone photos, you know where to invest your resources.

• Monitor lead conversion rates — view the firm's conversion rate by lead source (Lead Marketplace, direct inquiry, referral, etc.), by property type, and by location. This tells you which types of leads are most valuable for the firm to pursue. A high conversion rate on Lead Marketplace leads suggests the firm should spend more time claiming leads there.

• Analyze revenue trends — see firm revenue over time broken down by month, quarter, or year. Identify seasonal patterns (e.g., higher sales activity in Q1 and Q3) and plan the firm's finances accordingly. Track revenue trends to understand the firm's financial performance and identify periods for strategic planning.

• Identify client acquisition sources — understand where the firm's clients are coming from — platform leads, personal network, social media, referrals, or repeat business. This helps you allocate the firm's marketing budget and time effectively. If 60% of the firm's clients come from the Lead Marketplace, that is where the firm should focus its energy.

Using Analytics Effectively

• Review your Analytics weekly, not just monthly — weekly reviews catch trends early before they become problems
• Set firm-wide benchmarks — aim to improve key metrics each month (e.g., increase listing views by 10%, improve lead conversion by 5%)
• Compare individual agent performance to the brokerage average — this gives you context for which agents are performing well and which may need support
• Use the data to have informed conversations with your team — share insights during team meetings to help agents understand their performance relative to goals
• Export key charts for presentations to stakeholders, investors, or for strategic planning sessions

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Financials

Go to: Financials in the sidebar (the landmark icon — Rank 2+ required)

Financials gives you a clear view of firm earnings, commission history, and payment status so you always know where the firm stands financially. Access to this section requires Rank 2 (Analyst) or higher, as it includes the view_financials permission.

What You Can Do

• View commission history from closed deals — every time a deal closes and a commission is earned, it is recorded in your Financials dashboard. You can see the deal reference, property address, commission amount, commission percentage, closing date, and payout status. For example, if a sale closed on a $2 million property with a 3% commission, you would see $60,000 listed with the payout status (Pending, Processed, or Paid). Note that the dashboard displays gross commission — the actual split between the brokerage and individual agents is managed separately based on your firm's internal policies.

• Review revenue breakdown by month — see the firm's total revenue for each month, broken down by commission type (sales commission, rental commission, service fees from quotes). This helps you identify the firm's most profitable months and understand the composition of its income.

• Track outstanding payments and invoices — if there are commissions that have been earned but not yet paid out, they appear as "Outstanding." You can see the expected payout date and the payment method that will be used. If your brokerage issues invoices for services, you can view the invoice status (Paid, Unpaid, Overdue) and download copies for your records.

• Monitor payout history — see every payout that has been sent to the brokerage's connected payment method, including the payout amount, date, reference number, and destination account. This is useful for reconciliation with the brokerage's bank statements and for tax reporting.

Using Financials Effectively

• Check your Financials weekly to ensure all commissions are recorded correctly across the firm
• Investigate any discrepancies immediately — review the transaction records and contact support if you identify errors
• Use the firm's revenue breakdown to plan your firm's finances — knowing income patterns helps with cash flow management and strategic planning
• Keep the firm's payment preferences up to date — if the brokerage's bank account changes, update it in Settings before the next payout cycle
• Export commission history at the end of each quarter for accounting, tax preparation, and financial reporting

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Reports

Go to: Reports in the sidebar (the credit card icon — Rank 2+ required)

Reports allows you to generate detailed, exportable summaries of firm performance, pipeline, and activity for review, sharing, or record-keeping. Access to this section requires Rank 2 (Analyst) or higher.

What You Can Do

• Generate listings reports — export comprehensive data on all listings, including active, pending, sold, and withdrawn properties. Reports can include property details, listing dates, status changes, and engagement metrics. Filter by date range, property type, or status to focus on specific segments of the firm's portfolio.

• Create deals reports — export detailed information on the firm's pipeline and closed deals, including offer amounts, closing dates, commission calculations, and the agents involved. These reports are useful for performance reviews, commission reconciliation, and strategic planning.

• Produce financial summaries — export commission data, revenue breakdowns, and payment history in a format suitable for accounting or tax purposes. Reports can be filtered by time period (monthly, quarterly, annually) and include both gross and net figures.

• Export agent performance reports (Manager+ only) — for Managers and Admins, reports can include comparative data across multiple agents, showing individual contributions to the firm's overall performance. This is valuable for performance evaluations, incentive calculations, and resource allocation decisions.

Using Reports Effectively

• Schedule regular report exports — set a calendar reminder to generate monthly or quarterly reports for your records
• Use reports for performance reviews — bring data-driven insights to meetings with your team to discuss individual and firm-wide performance
• Keep historical reports for trend analysis — comparing reports over time helps identify long-term patterns and informs strategic decisions
• Share reports with stakeholders — export reports in CSV format to share with accountants, investors, partners, or regulatory bodies as needed
• Customize report filters to get exactly the data you need — overly broad reports can be overwhelming to analyze

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Team

Go to: Team in the sidebar (the users icon — Rank 3+ required)

The Team section is your command center for managing your brokerage's human resources. This section is accessible only to Managers and Admins (Rank 3+), as it includes team management capabilities.

What You Can Do

• View the complete team roster — see all active members of your brokerage with their names, email addresses, roles, and performance metrics. The team registry shows each member's designation (Admin, Manager, Analyst, Staff, Viewer), their active listing count, and their contact information. This gives you a comprehensive view of your firm's human capital at a glance.

• Invite new team members — click the invite button to add new agents or staff to your brokerage. Enter their email address, assign their role, and the system will send an invitation email. The new member will be added to the company_broker_members table with status 'active' once they accept the invitation. Note that there may be seat limits based on your subscription plan — the system will alert you if you are approaching your maximum capacity.

• Monitor team performance — the Team section includes performance charts showing team activity over time, including new listings added, deals closed, and active agent count. A leaderboard ranks agents by their total score, which factors in listings, sales volume, efficiency rate, and other performance metrics. Use this data to identify top performers and agents who may need additional support.

• Coordinate workload distribution — by viewing each agent's active listing count and pipeline volume, you can identify imbalances and redistribute work. For example, if one agent has 15 active listings while another has only 3, you may reassign incoming leads or properties to balance the workload and ensure all agents have sufficient opportunity.

• Export team registry — generate a CSV export of your team roster for external reporting, compliance, or administrative purposes. The export includes member names, email addresses, roles, and active listing counts.

Using Team Effectively

• Review the team registry weekly to stay informed about staffing levels and performance
• Use the leaderboard to recognize and reward top performers — public recognition can boost morale
• Address underperformance proactively — use performance data to have constructive conversations with agents who are struggling
• Plan hiring based on seat utilization — if you are approaching your seat limit, consider upgrading your subscription or evaluating team composition
• Keep team information up to date — ensure email addresses and role assignments reflect current reality

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Settings

Go to: Settings in the sidebar (the gear icon — Rank 4 Admin only)

The Settings section is where you configure your brokerage's organizational profile, security policies, notification preferences, and billing. This section is accessible only to Admins (Rank 4), as it includes critical administrative functions.

What You Can Do

• Manage organization profile — update your firm's name, tax identification number, physical address, contact email, contact phone number, and logo URL. This information is stored in the company_broker_organizations table and appears on your public profile and client-facing communications. Keeping this information accurate and professional is essential for building trust with clients.

• Configure security policies — set password requirements, two-factor authentication policies, and session timeout settings to protect your brokerage's data. Security settings apply to all team members and help prevent unauthorized access to sensitive information.

• Set notification preferences — configure email and SMS alerts for your organization. You can control which types of notifications are sent (e.g., new leads, offer updates, team announcements) and who receives them. Proper notification configuration ensures your team stays informed without being overwhelmed by unnecessary alerts.

• Manage subscription and billing — view your current subscription plan, seat count, and billing history. Upgrade your plan to add more seats or access additional features. The billing section shows invoices, payment history, and upcoming charges. Only Admins can access billing information and make subscription changes.

• Manage payment preferences — configure how your brokerage receives payouts for commissions. This may include connecting bank accounts, setting up payment routing rules, or configuring third-party payment processors. Payment credentials are encrypted for security.

Using Settings Effectively

• Review your organization profile quarterly to ensure all information is current and professional
• Configure security settings to balance protection with usability — overly strict policies can frustrate team members
• Set notification preferences carefully — too many notifications can cause alert fatigue, while too few can cause missed opportunities
• Monitor your subscription usage and plan upgrades proactively — don't wait until you hit seat limits to upgrade
• Keep billing information up to date to avoid payment failures and service interruptions

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Workflow: Onboarding a New Agent

When you need to add a new agent to your brokerage, follow this workflow to ensure a smooth onboarding process.

1. Verify seat availability — Before inviting a new team member, check your current seat utilization in the Team section or Settings. Your subscription plan has a maximum number of seats (team members) you can have. If you are at capacity, you must upgrade your subscription before inviting additional members.

2. Go to the Team section — Navigate to Team in the sidebar (accessible only to Managers and Admins). This is your command center for managing your brokerage's human resources.

3. Click the invite button — Locate the "+ Invite Member" or "Invite Agent" button and click it to open the invitation form. This button is typically located in the header area of the Team page.

4. Enter the agent's email address — Provide the email address of the agent you want to invite. This email must be valid and accessible, as the invitation link will be sent to this address. The email should be the agent's professional email, not a personal one if possible.

5. Assign the appropriate role — Select the role that matches the agent's responsibilities and experience level:

   • Admin — for brokerage owners or principals who need full administrative access
   • Manager — for senior agents or team leads who need team management and full offer authority
   • Analyst — for experienced agents who need analytics and financials but not team management
   • Staff — for new agents or support staff who need basic listing and communication access
   • Viewer — for read-only access for support staff or temporary team members

6. Send the invitation — Click "Send Invite" to deliver the invitation email. The system will send an email containing a secure link to join your brokerage organization. The invite link expires after a configurable period for security purposes.

7. Monitor acceptance status — The Team section will show the invitation status. When the agent accepts the invitation, their status will change to 'active' in the company_broker_members table, and they will gain access to the company broker dashboard with permissions corresponding to their assigned role.

8. Provide orientation and training — Once the agent has joined, schedule an orientation session to walk them through the dashboard, explain your firm's internal policies, and provide training on how to use the platform effectively. Share any firm-specific conventions (e.g., naming conventions for listings, preferred document templates, communication protocols).

9. Assign initial properties or leads — If the agent is taking over existing properties or has been assigned specific leads, ensure those are properly transferred or assigned in the system so they appear in their My Listings and Client Messages sections.

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Troubleshooting

Agent Cannot See Their Listings

Symptom: An agent reports that they cannot see their listings in the My Listings section, or listings they created are not appearing.

Possible Causes:

• The agent was invited to the wrong organization
• The agent's membership status is not 'active' (may be 'inactive' or 'suspended')
• The agent's role lacks the necessary permissions
• The listings are assigned to a different user_id

Resolution Steps:

1. Go to the Team section and verify the agent is listed under your organization
2. Check the agent's status — it should be 'active'. If it's 'inactive' or 'suspended', update it to 'active'
3. Verify the agent's role — Staff and Viewer roles should have access to My Listings
4. Check the property records to ensure the owner_id matches the agent's user_id
5. If the agent was invited to the wrong organization, remove them and re-invite to the correct one

Billing Question or Payment Issue

Symptom: You have questions about your subscription, need to upgrade your plan, or are experiencing payment processing issues.

Resolution Steps:

1. Go to Settings → Billing to view your current plan, seat count, and billing history
2. Review your invoices to identify any discrepancies or missed payments
3. To upgrade your plan or add more seats, use the upgrade options in the billing section
4. If you cannot resolve the issue through the Settings, contact support at support@estatett.com
5. Only Admins (Rank 4) can access billing information and make subscription changes

Cannot Invite an Agent

Symptom: When you try to invite a new team member, the invitation fails or the invite button is disabled.

Possible Causes:

• Your role does not have the 'invite' permission (only Admins and Managers can invite)
• You have reached your seat limit based on your subscription plan
• The email address is invalid or already belongs to a user in your organization

Resolution Steps:

1. Verify your role in Settings — only Admins and Managers can send invites
2. Check your seat utilization in the Team section or Settings — if you are at max capacity, upgrade your subscription
3. Ensure the email address is valid and not already registered to another member of your organization
4. If the issue persists, contact support for assistance

Offer Negotiation Permission Denied

Symptom: When you try to accept, reject, or counter an offer, you receive a permission denied error.

Possible Causes:

• Your role does not have offer negotiation authority (only Rank 3+ Managers and Admins have full authority)
• The offer belongs to a different organization or agent
• Your membership status is not 'active'

Resolution Steps:

1. Verify your role — Staff (Rank 1) and Analyst (Rank 2) cannot negotiate offers unilaterally
2. If you are Staff or Analyst, escalate the offer decision to a Manager or Admin through Team Chat
3. Check your membership status in the Team section — it should be 'active'
4. Ensure you are viewing an offer that belongs to your organization

Analytics or Financials Section Not Accessible

Symptom: The Analytics or Financials sections do not appear in your sidebar, or you receive an access denied error when trying to access them.

Possible Causes:

• Your role is Rank 1 (Staff/Viewer), which does not include view_analytics or view_financials permissions
• Your membership status is not 'active'
• Your subscription does not include the analytics feature

Resolution Steps:

1. Verify your role — only Rank 2+ (Analyst, Manager, Admin) have access to Analytics and Financials
2. Check your membership status in the Team section — it should be 'active'
3. For Analytics specifically, verify your subscription includes the analytics feature

Team Section Not Visible

Symptom: The Team section does not appear in your sidebar.

Possible Causes:

• Your role is Rank 1 or 2 (Staff/Viewer/Analyst), which does not include team management access
• The Team section is restricted to Rank 3+ (Manager and Admin)

Resolution Steps:

1. Verify your role — only Rank 3+ (Manager and Admin) can access the Team section
2. Staff and Analyst members should use Team Chat for internal communication instead

Lead Marketplace Not Accessible

Symptom: The Lead Marketplace section does not appear in your sidebar, or you receive an access denied error.

Possible Causes:

• Your role is Rank 1 (Staff/Viewer), which does not include Lead Marketplace access
• Your membership status is not 'active'

Resolution Steps:

1. Verify your role — only Rank 2+ (Analyst, Manager, Admin) can access the Lead Marketplace
2. Check your membership status in the Team section — it should be 'active'

Symptom: The Settings section does not appear in your sidebar, or you receive an access denied error when trying to access it.

Possible Causes:

• Your role is not Admin (Rank 4)
• Settings are restricted to Admins only

Resolution Steps:

1. Verify your role — only Rank 4 (Admin) can access Settings
2. Non-admin users should request changes through you rather than attempting direct access

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Need Help?

If you encounter issues not covered in this troubleshooting guide, or if you need assistance with advanced features, click the Help button on any page within the platform, or email support@estatett.com for direct support from the estateTT team.