Individual Broker Agent — User Guide

Your broker agent workspace for managing clients, listings, and deals under a company broker.

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Overview

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

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

Follow these steps to get your Individual Broker Agent account set up and ready to manage clients and listings under your company broker.

Step 1: Accept Your Team Invite

Accept your team invite from the email sent by your company broker. This will give you access to the company broker dashboard with permissions based on your assigned rank.

Step 2: Complete Your Agent Profile

After logging in, navigate to Settings > Profile to add your license number, photo, and contact details. A complete profile builds trust with clients and ensures your broker has accurate information about you.

Step 3: Set Up Payment Preferences

Navigate to Settings > Payment Preferences to connect Stripe or Payoneer to receive commission payouts. This ensures you can receive your earnings without delays.

Step 4: Start Managing Your Clients and Listings

Navigate to My Listings to add your first property listing or browse the Lead Marketplace to find new clients. Begin managing your pipeline and growing your business under the broker's infrastructure.

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Role Rank System

Company Broker uses a rank-based permission system:

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Sidebar Navigation

You use the Company Broker sidebar with filtered access based on your rank:

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)

Dashboard is your home screen showing key metrics at a glance.

What You Can Do

• View active listings count — see how many listings you currently have active. This helps you understand your current inventory and workload.

• Track pending deals and offers — see properties with active offers. This helps you understand which deals are in progress and may require follow-up.

• Review client pipeline summary — see an overview of your client pipeline. This helps you understand where clients are in the buying process.

• Monitor team messages and notifications — see recent team messages and notifications. This helps you stay informed about team activities and updates.

Using Dashboard Effectively

• Check Dashboard daily to stay informed about your business
• Use active listings count to prioritize which properties need attention
• Monitor pending deals to ensure timely follow-up and closing
• Review client pipeline to identify opportunities for engagement
• Stay updated on team messages to maintain good collaboration

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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 where you communicate with your broker and fellow agents.

What You Can Do

• Send and receive messages — communicate within your team about listings, deals, and operations. This ensures everyone stays aligned.

• Coordinate on shared listings — collaborate with team members on shared listings and deals. This helps you work together effectively on joint opportunities.

• Quick collaboration — collaborate without leaving the platform. This saves time and keeps all communication in one place.

Using Team Chat Effectively

• Use Team Chat for team-related communication to keep it organized
• Respond to team messages promptly to maintain good collaboration
• Coordinate with team members on shared listings to avoid conflicts
• Keep conversations focused on work-related topics
• Use team chat to escalate issues that require team input

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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 listings.

What You Can Do

• Add new listings — add new listings with photos, descriptions, pricing, and features. This helps you showcase properties to potential buyers.

• Edit existing listings — update your existing listings as needed. This ensures your listing information remains accurate and current.

• Track listing status — monitor listing status: Active, Pending, Sold, or Withdrawn. This helps you understand where each listing is in the sales process.

• View offers — see offers received on your listings. This helps you track interest and negotiate with potential buyers.

Using My Listings Effectively

• Keep listing information up to date to attract qualified buyers
• Use high-quality photos to showcase properties effectively
• Monitor listing status to ensure timely follow-up on offers
• Track offers to understand market interest and pricing
• Archive or withdraw listings that are no longer available to avoid confusion

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Quotes

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

Quotes is where you generate and manage quotes for your services.

What You Can Do

• Create professional quotes — generate professional quotes for clients. Provide detailed pricing and scope of work to set clear expectations.

• Track quote status — monitor quote status: Draft, Sent, Accepted, Declined. This helps you understand which quotes are pending and which have been accepted.

• Convert accepted quotes — convert accepted quotes into active deals. This streamlines the process of moving from quote to deal.

Using Quotes Effectively

• Create detailed quotes to set clear client expectations
• Track quote status to follow up on pending quotes
• Use accepted quotes to streamline deal initiation
• Review declined quotes to understand client feedback
• Keep quote templates to speed up the quoting process

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Calendar

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

Calendar is where you schedule and manage your appointments.

What You Can Do

• Schedule property showings — book property viewings with clients. This helps you coordinate showings efficiently.

• Book client meetings — schedule meetings with clients to discuss properties, offers, and deals. This ensures you have dedicated time for client communication.

• Schedule contract signings — set up contract signing appointments. This ensures all parties are available for important milestones.

• Set your availability — define when you're available for appointments. This prevents scheduling conflicts and ensures you're only booked when available.

Using Calendar Effectively

• Check Calendar daily to prepare for upcoming appointments
• Schedule showings promptly after confirming with clients
• Set availability to prevent double-booking
• Use calendar data to identify your busiest times
• Keep appointment details updated to ensure smooth coordination

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Team Listings

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

Team Listings is where you view all listings across your brokerage.

What You Can Do

• View fellow agent listings — see what your fellow agents are listing. This helps you understand the brokerage's overall inventory.

• Identify collaboration opportunities — find opportunities for collaboration on listings. This helps you work with team members on joint deals.

• Cross-reference client needs — match client needs with available inventory from your team. This helps you find the right property for your clients.

Using Team Listings Effectively

• Review team listings regularly to understand brokerage inventory
• Identify opportunities for collaboration on shared deals
• Use team listings to find properties for your clients
• Communicate with listing agents about potential matches
• Leverage team inventory to provide more options to clients

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Documents

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

Documents is where you store and organize your important files.

What You Can Do

• Upload contracts and agreements — upload contracts, agreements, and disclosures. This ensures all important documents are stored securely in one place.

• Organize by client or property — organize documents by client or property for easy reference. This helps you find the right documents quickly.

• Share documents — share documents directly with clients through the platform. This facilitates smooth transactions and communication.

Using Documents Effectively

• Upload documents promptly after receiving them to ensure they're available
• Keep documents organized by client or property to avoid confusion
• Use descriptive file names to make documents easy to find
• Share documents securely only with authorized parties
• Review documents regularly to ensure they're up to date and accurate

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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 where you communicate with your clients.

What You Can Do

• Respond to inquiries — respond to buyer and seller inquiries. This helps you engage with potential clients and convert leads.

• Follow up on showings — follow up on showings and offers. This ensures you maintain momentum in the sales process.

• Maintain conversation history — keep conversation history for each client. This helps you understand the context of each relationship.

Using Client Messages Effectively

• Respond to messages promptly to demonstrate responsiveness
• Use conversation history to reference previous discussions
• Follow up after showings to gauge client interest
• Keep messages focused on the topic at hand
• Set notifications to ensure you don't miss important messages

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Lead Marketplace

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

Lead Marketplace is where you browse and claim available leads from the platform marketplace.

What You Can Do

• View available leads — see buyer and seller leads looking for agent services. This helps you find new clients who need your expertise.

• Claim leads — claim leads that match your expertise. This reserves the lead for you to follow up with.

• Reach out directly — reach out directly through Client Messages to connect with claimed leads. This streamlines the lead conversion process.

Using Lead Marketplace Effectively

• Browse the marketplace regularly to find new leads
• Review lead details carefully before claiming to ensure good fit
• Respond promptly to claimed leads to demonstrate responsiveness
• Track lead conversion rates to understand your success
• Use lead data to understand buyer and seller preferences in your market

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Analytics

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

Analytics is where you track your performance metrics.

What You Can Do

• View listing views and engagement — see listing views and engagement over time. This helps you understand which properties are generating interest.

• Track lead conversion rates — monitor lead conversion rates. This helps you understand how effectively you're converting leads into clients.

• Analyze revenue trends — review revenue trends over time. This helps you identify patterns in your earnings and plan for future growth.

• Review client acquisition sources — see where your clients are coming from. This helps you understand which channels are most effective for acquiring new business.

Using Analytics Effectively

• Review Analytics regularly to understand your performance trends
• Use listing views to identify which properties need better marketing
• Monitor conversion rates to improve your sales process
• Analyze revenue trends to identify growth opportunities
• Use acquisition source data to optimize your marketing efforts

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Financials

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

Financials is where you view your financial overview.

What You Can Do

• View commission history — see commission history from closed deals. This helps you track your earnings over time.

• Review revenue breakdown — view revenue breakdown by month. This helps you understand your earnings patterns and seasonal variations.

• Track outstanding payments — monitor outstanding payments and invoices. This helps you ensure you receive all payments owed to you.

Using Financials Effectively

• Review Financials regularly to track your earnings
• Use revenue breakdown to understand your earnings patterns
• Monitor outstanding payments to ensure timely collection
• Reconcile financial data with your records
• Use financial data to plan for future business growth

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Reports

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

Reports is where you generate and view performance reports.

What You Can Do

• Generate sales activity summaries — create sales activity summaries. This helps you understand your sales performance over specific periods.

• View listing performance reports — access listing performance reports. This helps you identify which listings are performing well and which need improvement.

• Review client pipeline reports — examine client pipeline reports. This helps you understand where clients are in the buying process and identify bottlenecks.

Using Reports Effectively

• Generate reports regularly to track performance over time
• Use sales activity summaries to measure your success
• Review listing performance to optimize your marketing
• Analyze client pipeline to improve conversion rates
• Share reports with your broker to demonstrate your performance

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Team

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

Team is where you view and manage team members (Manager and above).

What You Can Do

• View team roster — see team roster and individual performance. This helps you understand who is on your team and how they're performing.

• Coordinate workload distribution — coordinate workload distribution across team members. This helps ensure balanced workload and efficient operations.

Using Team Effectively

• Review team roster regularly to understand team composition
• Monitor individual performance to identify top performers and areas for improvement
• Coordinate workload to ensure balanced distribution
• Use team data to make informed decisions about resource allocation
• Communicate regularly with team members to maintain alignment

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Settings

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

Settings is where you manage your account.

What You Can Do

• Profile — update your name, photo, license info, and contact details. Keep your profile up to date to ensure clients and your broker have accurate information about you.

• Security — change your password and enable two-factor authentication. Protect your account with strong security measures to prevent unauthorized access.

• Notifications — configure email and SMS alerts. Choose which events trigger notifications and how you receive them.

• Payment Preferences — connect Stripe or Payoneer to receive payouts. This ensures you can receive your commission earnings without delays.

Using Settings Effectively

• Keep your profile information up to date to ensure accurate client communication
• Enable two-factor authentication for enhanced account security
• Configure notification preferences to receive alerts without being overwhelmed
• Keep payment preferences up to date to ensure smooth commission payouts
• Review settings regularly to ensure they match your current needs

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Workflow: Managing a Deal

1. Capture a lead — add a client or claim one from the Lead Marketplace
2. Create a listing — add the property in My Listings
3. Schedule showings — use Calendar to book property viewings
4. Send a quote — generate a professional quote for your services
5. Track progress — monitor the deal through My Listings and Client Messages
6. Close the deal — update listing status and track commission in Financials

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Troubleshooting

Can't see certain sections? Your rank determines which sections are visible. Contact your broker admin if you believe you need access to a restricted section.

Listing not appearing? Ensure the listing status is set to Active and all required fields are filled.

Messages badge not clearing? Click into the conversation to mark messages as read.

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Need Help?

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