Company Broker Agent — User Guide

Your company broker agent workspace for managing clients, listings, and deals within a brokerage firm.

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Overview

The Company Broker Agent role is for agents who work under a company broker within a brokerage firm. You operate within the company broker's organization, managing your own client pipeline, listings, and deals while benefiting from the firm's infrastructure, team resources, and brand.

When you log in, you access the company broker dashboard with permissions based on your rank within the organization.

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Getting Started

When you first join a brokerage firm on estateTT, follow these steps to get fully operational:

Step 1: Accept Your Team Invite

Your company broker will send you an invitation email containing a secure link to join their organization. Click the link in the email — it will direct you to the estateTT registration or login page. If you already have an account, you will be prompted to confirm joining the brokerage. If you are new, you will create your account and the brokerage affiliation will be automatically applied. Check your spam or junk folder if you do not see the email within a few minutes. The invite link expires after 7 days for security purposes, so if it has expired, ask your broker admin to resend it. Once accepted, you gain access to the company broker dashboard with permissions based on your assigned rank.

Step 2: Complete Your Agent Profile

Your profile is your professional identity on the platform. Navigate to Settings > Profile to fill in your details. Upload a professional headshot — this photo appears on your listings, client messages, and lead marketplace cards, so it should convey trust and professionalism. Enter your real estate license number as issued by the relevant authority if applicable; this number is displayed on your public profile and is required for legal compliance. Add your phone number, email address, and office location. Write a brief bio highlighting your areas of expertise (e.g., residential sales in Port of Spain, commercial leasing in Chaguanas) and years of experience. A complete profile increases your credibility with clients and improves your matching score in the Lead Marketplace.

Step 3: Set Up Your Payment Preferences

To receive commission payouts from closed deals, you must configure your payment method. Go to Settings > Payment Preferences. estateTT supports Stripe and Payoneer for payouts. For Stripe, you will need to connect a bank account — the platform guides you through the Stripe Express onboarding flow where you provide your banking details and tax information. For Payoneer, enter your Payoneer account email. Your payment credentials are encrypted at rest using AES-256 and stored with the enc:v1: prefix in the database. Only you and the broker admin can view payout status; full account details are never exposed in the UI. Set up your payment preferences early so there are no delays when your first deal closes.

Step 4: Start Managing Your Clients and Listings

Once your profile and payments are configured, you are ready to begin working. Navigate to the Dashboard to see your home screen. From here, you can add your first listing via the quick-action button, browse available leads in the Lead Marketplace, or review any existing team activity. If you have been assigned clients by your broker, they will appear in your Client Messages inbox. Take a few minutes to explore each section of the sidebar so you understand where every tool lives. Your first listing should include high-quality photos, a detailed description, accurate pricing, and correct property features — clients on estateTT expect the same level of detail they would find on any professional real estate platform.

Best Practices for Onboarding

• Complete all four steps within your first 48 hours to avoid delays in receiving leads or commissions
• Ask your broker admin about any firm-specific conventions (e.g., naming conventions for listings, preferred document templates)
• Bookmark the Dashboard and My Listings pages for quick daily access
• Test your payment setup by confirming the connection status shows "Active" in Settings

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Role Rank System

Company Broker uses a rank-based permission system that controls which sections of the dashboard you can access. Your rank is assigned by the broker admin (Rank 4) and can be changed at any time to reflect your evolving responsibilities within the firm.

What Each Rank Can Do

Rank 1 — Staff / Viewer: This is the entry-level rank for new agents or support staff. You can manage your own listings, create quotes, schedule appointments, view all team listings, upload and share documents, and communicate with clients. You cannot access business intelligence tools (Analytics, Financials, Reports), the Lead Marketplace, team management features, or Settings. 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 a brokerage in San Fernando would start at Rank 1, learning the ropes by managing showings and building their client base before being promoted.

Rank 2 — Analyst: At this rank, you gain access to the platform's business intelligence suite. You can browse and claim leads from the Lead Marketplace, view Analytics to track your performance metrics, access Financials to review your commission history and revenue trends, and generate Reports for sales activity and pipeline health. This rank is suited for experienced agents who need data-driven insights to optimize their workflow and for agents who are responsible for their own business development. For example, an analyst can review their lead conversion rate over the past quarter, identify that most of their closed deals come from the Lead Marketplace, and decide to allocate more time to claiming leads there.

Rank 3 — Manager: Managers have access to everything in Rank 2 plus the Team section, where they can view the team roster, see individual agent performance metrics, and coordinate workload distribution. Managers can reassign leads between agents, review team-wide listing performance, and help balance the pipeline. This rank is typically held by senior agents or team leads 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 accordingly.

Rank 4 — Admin: The admin has unrestricted access to every section, 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 also promote or demote team members, invite new agents, and remove members from the organization. This rank is held by the company broker or a designated senior administrator. Only one person should hold Rank 4 at a time unless the brokerage has co-brokers who share administrative duties.

Using the Rank System Effectively

• If you feel your rank is limiting your work, discuss a promotion with your broker admin — provide specific examples of why you need the additional access
• Broker admins should regularly review rank assignments to ensure agents have the tools they need without unnecessary permissions
• Higher ranks come with greater responsibility — analysts and managers should use their access to improve team performance, not just their own
• If you are demoted, you retain access to your own listings and client conversations but lose access to team-wide tools

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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).

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

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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 your business performance and highlights items requiring immediate attention.

Key Metrics Explained

• Your active listings count — Shows the total number of properties you currently have listed as "Active." This helps you track your inventory at a glance. Click on the number to jump directly to your My Listings page filtered to active properties.

• Pending deals and offers — Displays two numbers: (1) deals currently in negotiation where offers have been submitted but not yet accepted or declined, and (2) standalone offers awaiting your response. Each item is clickable and takes you to the relevant listing or quote detail page.

• Client pipeline summary — Visualizes your leads by stage: New Contacted, Showing, Negotiation, and Closing. This funnel view helps you identify bottlenecks — for example, if many leads are stuck at "Showing," you may need to improve your follow-up process.

• Recent team messages and notifications — Shows the latest 5 messages from your team chat and system notifications (e.g., new lead assignments, offer updates, admin announcements). Click any message to open the full conversation in Team Chat.

Using the Dashboard Effectively

• Review your dashboard at the start of each day to prioritize tasks
• Use the quick-action buttons to add a new listing, schedule a showing, or send a quote without navigating away
• The "Activity Feed" at the bottom logs all your recent actions for easy reference

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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 broker and fellow agents 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.

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 up to 20 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 your broker can review changes if needed.

• Track listing status through the full lifecycle — listings move through four 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. You can accept, decline, or counter each offer. Accepted offers move the listing to Pending status and initiate the deal management workflow.

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.

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 four 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 Lead Marketplace and 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 1 hour and 15 minutes before each appointment
• Sync your Calendar with your personal Google or Outlook calendar if your brokerage supports external integrations
• 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

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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.

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 your strengths
• Personalize your outreach — generic messages are less effective than messages that reference the lead's specific needs
• Track your conversion rate by lead type — if you convert more buyer leads than seller leads, adjust your 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 your performance, helping you understand what is working, what needs improvement, and where to focus your efforts.

What You Can Do

• Track listing views and engagement over time — see how many times each of your listings 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 your 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 your 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 to pursue. A high conversion rate on Lead Marketplace leads suggests you should spend more time claiming leads there.

• Analyze revenue trends — see your revenue over time broken down by month, quarter, or year. Identify seasonal patterns (e.g., higher sales activity in Q1 and Q3) and plan your workload accordingly. Compare your revenue trend to your brokerage's average to understand your relative performance.

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

Using Analytics Effectively

• Review your Analytics weekly, not just monthly — weekly reviews catch trends early before they become problems
• Set personal benchmarks — aim to improve one metric each month (e.g., increase listing views by 10%, improve lead conversion by 5%)
• Compare your performance to the brokerage average — this gives you context for whether your numbers are strong or need improvement
• Use the data to have informed conversations with your broker — if your Analytics show strong performance, use that as leverage when discussing rank promotions or commission adjustments
• Export key charts for presentations or performance reviews

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Financials

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

Financials gives you a clear view of your earnings, commission history, and payment status so you always know where you stand financially.

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 you closed a sale on a $2 million property with a 3% commission, you would see $60,000 listed with the payout status (Pending, Processed, or Paid).

• Review revenue breakdown by month — see your total revenue for each month, broken down by commission type (sales commission, rental commission, service fees from quotes). This helps you identify your most profitable months and understand the composition of your 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 your connected payment method (Stripe or Payoneer), including the payout amount, date, reference number, and destination account. This is useful for reconciliation with your personal bank statements and for tax reporting.

Using Financials Effectively

• Check your Financials weekly to ensure all commissions are recorded correctly
• Report any discrepancies to your broker admin immediately — do not wait until payout day
• Use your revenue breakdown to plan your personal finances — knowing your income patterns helps with budgeting
• Keep your payment preferences up to date — if your bank account changes, update it in Settings before your next payout
• Export your commission history at the end of each quarter for tax preparation

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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 your performance, pipeline, and activity for review, sharing, or record-keeping.

What You Can Do

• Generate sales activity summaries — this report shows all your sales activity over a selected date range, including the number of listings created, offers received, deals closed, and total sales volume. You can filter by property type, location, or status. For example, you can generate a report showing all your residential sales in Port of Spain for Q1 2026.

• Create listing performance reports — this report analyzes how each of your listings performed, including views, inquiries, offers, and time on market. It helps you identify which listings were most effective and why. You can export this report as a PDF to share with sellers as part of your listing presentation.

• Generate client pipeline reports — this report shows your entire client pipeline at a glance, with the number of leads at each stage (New, Contacted, Showing, Negotiation, Closing) and the estimated value of deals in each stage. It is useful for forecasting your future revenue and identifying where you need to focus your efforts.

• Export reports in multiple formats — all reports can be exported as PDF (for sharing and printing) or CSV (for further analysis in spreadsheet software). You can also schedule recurring reports to be generated automatically and sent to your email at regular intervals (e.g., weekly pipeline report every Monday morning).

Using Reports Effectively

• Generate a pipeline report at the start of each week to plan your activities
• Use listing performance reports to show sellers the value you bring — data-backed presentations are more persuasive
• Export and archive reports quarterly for your records and for discussions with your broker
• Customize date ranges to match your reporting period — monthly, quarterly, or custom ranges
• Share relevant reports with your broker during performance reviews to demonstrate your contributions

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Team

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

The Team section is your management hub for overseeing the agents within your brokerage firm. It provides visibility into team composition, individual performance, and workload distribution.

What You Can Do

• View the team roster and individual performance — see a list of all agents in your brokerage, their rank, their active listing count, their pipeline size, their recent conversion rate, and their revenue for the current period. Click on any agent to see their detailed profile and performance history. For example, if you notice that one agent has a conversion rate of 40% while another is at 10%, you can investigate what the high performer is doing differently and share those practices with the team.

• Coordinate workload distribution — see which agents are overloaded and which have capacity. If an agent has 20 active listings and is struggling to respond to inquiries, you can reassign some of their incoming leads to agents with lighter workloads. You can also set lead assignment rules to automatically distribute leads based on availability and expertise.

• Track team-wide metrics — view aggregate data for the entire brokerage, including total active listings, total revenue, average conversion rate, and top-performing agents. This gives you a bird's-eye view of the firm's health and helps you make strategic decisions about hiring, training, and resource allocation.

• Manage agent ranks and permissions — as a Manager or Admin, you can promote or demote agents based on their performance and responsibilities. Promotions should be based on demonstrated competence, consistency, and the ability to handle additional responsibilities.

Using Team Effectively

• Review team performance weekly to identify trends and address issues early
• Hold regular team meetings to share best practices and celebrate top performers
• Use workload data to make fair lead assignments — avoid always giving leads to the same agents
• Provide constructive feedback to underperforming agents — pair them with top performers for mentoring
• Keep the team roster updated — remove agents who have left the firm and promptly onboard new hires

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Settings

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

Settings is where you configure your account and, for admins, the brokerage's organizational preferences. It is divided into four subsections.

Profile

Your profile is your public-facing identity on estateTT. Update your display name, upload or change your profile photo, enter your real estate license number, write or edit your bio, and update your contact details (phone, email, office address). Your bio should clearly state your areas of specialization, years of experience, and what sets you apart from other agents. For example: "Specializing in luxury residential properties in Port of Spain and the Northern Range with over 8 years of experience. Fluent in English and Spanish." Changes to your profile are reflected immediately across all platform surfaces where your name and photo appear.

Security

Protect your account with strong security practices. Change your password regularly — use a password that is at least 12 characters long, includes uppercase and lowercase letters, numbers, and special characters. Enable two-factor authentication (2FA) for an additional layer of protection — when enabled, you will receive a verification code via authenticator app or SMS each time you log in from a new device. Review your active sessions to see where you are currently logged in and revoke any sessions you do not recognize. If you suspect your account has been compromised, change your password immediately and contact support.

Notifications

Control how and when you receive alerts from the platform. You can configure notifications for: new lead assignments, offer submissions, quote status changes, calendar event reminders, team messages, system announcements, and payout confirmations. For each notification type, you can choose to receive it via email, SMS, in-app notification, or any combination. For example, you might want in-app notifications for team messages but email notifications for offer submissions. Be careful not to disable critical notifications — at minimum, keep offer submissions and payout confirmations enabled.

Payment Preferences

Configure how you receive commission payouts. Connect your Stripe Express account or enter your Payoneer email address. Verify that your banking details are correct — an incorrect account number will result in failed payouts and delays. You can also view your payout history, download payout receipts, and update your tax information (e.g., W-9 or local tax identification number) if required by your jurisdiction. If you change banks or payment providers, update your preferences before your next scheduled payout to avoid disruption.

Using Settings Effectively

• Review your profile quarterly to ensure all information is current and accurate
• Enable 2FA immediately — it is the single most effective security measure you can take
• Customize notifications to avoid alert fatigue while ensuring you never miss critical updates
• Test your payment connection after any changes by checking the status indicator in Payment Preferences
• Keep your tax information up to date to avoid delays in year-end reporting

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Workflow: Managing a Deal

This section walks you through the end-to-end process of managing a real estate transaction on estateTT, from initial lead capture to commission payout.

Step 1: Capture a Lead

Your deal begins with a lead. You can capture a lead in two ways: (a) add a new client manually by entering their contact details, property needs, budget, and timeline into the platform, or (b) claim a lead from the Lead Marketplace that matches your expertise. When you claim a lead from the marketplace, the client's information is automatically populated in your system. Immediately after capturing the lead, send an introductory message through Client Messages to establish contact. For example: "Hello, I saw you're interested in properties in the Port of Spain area. I'd love to learn more about what you're looking for and share some options that may fit your needs."

Step 2: Create a Listing

If your client is a seller, create a new listing in My Listings. Gather all property details from the seller — address, property type, size, features, desired price, and any disclosures. Upload high-quality photos and write a compelling description. Set the listing status to Active so it appears in search results. If your client is a buyer, you do not create a listing but instead search My Listings and Team Listings for properties that match their criteria. Save relevant listings to a shortlist that you can share with the buyer.

Step 3: Schedule Showings

Use the Calendar to book property viewings. Coordinate with the seller (for listed properties) or the listing agent (for team listings) to find a mutually convenient time. Create a showing event in your Calendar with the property address, date, time, and attending parties. Send the showing confirmation to the buyer through Client Messages, including the property address, your contact number, and any instructions (e.g., "Please arrive 5 minutes early" or "The seller will be present"). After the showing, follow up with the buyer to gauge their interest and address any questions.

Step 4: Send a Quote

If the deal involves services beyond a standard sale (e.g., property management, valuation, marketing package), create a quote outlining the services and costs. Select the client, add line items for each service, set pricing, and include terms and conditions. Preview the quote to ensure accuracy, then send it to the client through Client Messages. The client will receive a notification and can review the quote on the platform. Track the quote status — if it remains in "Sent" status for more than 3 days, follow up with the client.

Step 5: Track Progress

As the deal moves forward, monitor its progress through My Listings (for offer status), Client Messages (for client communication), and your Calendar (for upcoming milestones). When an offer is submitted, review the terms, consult with the seller (if applicable), and respond within 24 hours. If the offer is accepted, the listing status moves to Pending. Continue to coordinate with all parties — the buyer's agent (if applicable), the notary, the bank (if financing is involved), and any inspectors or valuators. Keep the client informed at every step through Client Messages.

Step 6: Close the Deal

Once all conditions are met — financing approved, inspections completed, documents signed — the deal is ready to close. Update the listing status to Sold in My Listings. The commission is automatically calculated based on the agreed percentage and recorded in your Financials dashboard. Verify that the commission amount is correct and that the payout status shows as "Pending." If there are any discrepancies, contact your broker admin immediately. After closing, send a thank-you message to the client and ask for a review or referral. Update your Reports to reflect the closed deal in your pipeline.

Best Practices for Deal Management

• Document every interaction — if it is not in the platform, it did not happen
• Set internal deadlines that are earlier than external deadlines to build in a buffer
• Communicate proactively — clients appreciate being informed before they have to ask
• Use the platform's tools consistently — do not manage deals through email or text messages outside the platform
• Review each closed deal to identify lessons learned and areas for improvement

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Troubleshooting

This section addresses common issues you may encounter and how to resolve them.

Can't see certain sections? Your rank determines which sections are visible in the sidebar. If you believe you should have access to a restricted section (e.g., Lead Marketplace, Analytics, Team), contact your broker admin and request a rank review. Provide a business justification for why you need the additional access.

Listing not appearing in search results? Ensure the listing status is set to "Active" — only Active listings appear in public search. Verify that all required fields are filled, including property type, location, price, and at least one photo. If the listing is Active and complete but still not appearing, contact support as there may be a caching delay (typically resolved within 15 minutes).

Messages badge not clearing? The unread badge clears when you open and view the conversation. If the badge persists after opening the conversation, try refreshing the page. If it still does not clear, there may be a technical issue — try logging out and back in, or contact support.

Cannot claim a lead from the Lead Marketplace? Verify that your rank is 2 or above — Lead Marketplace access requires Rank 2+. Check if you have reached your daily or weekly lead claim limit, which may be set by your brokerage policy. If you are eligible and have not reached your limit, the lead may have been claimed by another agent moments before you clicked — refresh the page to see the updated lead pool.

Commission not showing in Financials? Commissions are recorded when a deal status is updated to "Sold." Verify that the listing status has been correctly updated. If the status is Sold but the commission is not appearing, contact your broker admin to verify the commission structure was set correctly for that deal. Payout processing may also take 1-3 business days after the deal closes.

Calendar event not sending notifications? Check that your notification preferences in Settings include Calendar reminders. Verify that the event was created with all required attendees — notifications are only sent to parties explicitly added to the event. If the issue persists, try editing the event and re-saving it to trigger the notification system.

Document upload failing? Check the file size — the platform has a maximum upload size of 25MB per file. Verify the file format is supported (PDF, DOCX, XLSX, JPG, PNG). If the file is within limits but still fails to upload, try a different browser or clear your browser cache. If the issue continues, contact support with the file details and error message.

Quote conversion not working? A quote can only be converted to a deal if its status is "Accepted." Verify that the client has formally accepted the quote on the platform. If the quote shows as Accepted but the conversion button is not functional, try refreshing the page. If the issue persists, contact support — there may be a missing dependency (e.g., the client record is incomplete).

Team Chat messages delayed? Team Chat uses real-time messaging, but network conditions can cause delays. Check your internet connection and try refreshing the page. If messages from a specific conversation are delayed, try opening the conversation in a new tab. If the issue is widespread, contact support to check for platform-wide messaging service disruptions.

Unable to update profile photo? Ensure the image is in JPG or PNG format and under 5MB. The image should be at least 200x200 pixels for optimal display quality. If the upload fails, try resizing the image or using a different file. If the issue persists, contact support.

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Need Help?

Contact your broker admin directly, or click the Help button on any page and email support@estatett.com