https://vimeo.com/1135907400/1c40a0f313
Team Admin (TA)
Name: Kristi Sharp
Email: [email protected]
Phone:
Transaction Coordinator (TC)
Name: Sevde Tutak
Email: [email protected]
Phone: +1 (519) 577-1938
| Agent Tasks | Stage | Notes | Links |
|---|---|---|---|
| Add Client to CRM | Pre-List | Add the client and property details to the CRM. Include full contact info, property address, timelines, and notes. This is required so that the TA can later gather reviews. | SOP |
| Client & Proprty Intake Form | Pre-List | Complete the intake form to capture all client information, property details, goals, and unique selling points. | Client Form |
| Document Signing | Pre-List | Execute all required documents — including the Listing Agreement with TEAM Schedule/Terms, Form 244 (Seller’s Direction Regarding Offers), RECO Information Guide, and Team Internal Referral Agreement. | TEAM Schedule & Terms |
| TEAM Referral Agreement | |||
| Agent New Listing Form | Pre-List | Submit the new listing form to notify the admin team to begin onboarding the listing into the system. |
*If you’re not an Icon Agent, USE COUPON CODE: TEAM | Agent New Listing Form | | Media Arrangements | Pre-List | Schedule and confirm photography, videography, 3D tour, and floor plans. Ensure the property is prepared for media day and coordinate access with the homeowner if needed. Be sure to send all completed media assets to the Team Admin and Transaction Coordinator (TC) for MLS upload and marketing use.
IMPORTANT: Team admin and TC’s need runway from when they recieve these assets. Expected turn around is 24-48 hrs. Please communicate with them in advance so they can plan accordingly | TEAM ADMIN - [email protected]
&
TC - [email protected] | | Signage Installation | Pre-List | Request and coordinate sign printing if needed, and handle installation either personally or through a vendor. Sign posts and panels can be ordered through the signage system or supplier. | Sign Templates in Team Canva Account | | BrokerBay Set Up | Live | Create or verify listing in BrokerBay to manage showing requests, feedback, and open houses. | | | Listing Assets On-Site | Live | Print and deliver feature sheets, brochures, QR codes, or sign riders as needed to the property. | | | Open House Arrangements | Live | Plan and schedule open houses; arrange coverage, and coordinate with sellers to confirm preferred dates and times. Plan and execute any door-knocking or neighborhood invitation campaigns to maximize attendance.
*Open house material supplied by team are team branded. It is the responsibility of the listing agent to have “usable” assets on site for any agents running open houses for them. Asking an agent to run an open house for you and them giving them material branded for you is a “faux pas” | | | Notifications/Management | ALL THE TIME | Notify the Transaction Coordinator (TC) and Team Admin of any changes or requirements as they happen — e.g., status changes (Coming Soon, Active, CS, Firm, Terminated) or document updates (revisions, addendums, new schedules) | | | Deposit | Sold | | 💰eXp Deposits Agent Centre Deposits | | FINTRAC | Sold | Complete FINTRAC identification and verification forms for all clients involved in the transaction, as required by federal regulations. Ensure that all sections are filled out accurately and legibly. | |
| TC Tasks | Status | Notes | Links |
|---|---|---|---|
| Create ITSO Listing | Pre-List | Create and upload the MLS listing in ITSO using details from the Agent’s New Listing Form and media package. Verify that all fields, remarks, and measurements are accurate before submission. |
IMPORTANT: TC’s need runway - Please communicate with them in advance so they can plan accordingly | | | Create PropTx | Pre-List | Upload the listing to PropTx once MLS is live, ensuring all links, documents, and feature sheets are attached and accurate.
IMPORTANT: TC’s need runway - Please communicate with them in advance so they can plan accordingly | | | MLS Supplements | Pre-List | Sch B1 (TEAM) | | | Create SkySlope File | Pre-List | Open and organize the SkySlope transaction file for the listing. Include all signed documents and supporting paperwork for brokerage compliance. | | | Document Management | ALL THE TIME | Maintain all transaction documents in SkySlope and internal folders. Track updates, revisions, and new forms as the listing progresses. Include all required paperwork such as the Listing Agreement with Team Schedule Y, RECO Information Guide, Form 244 (if applicable), Team Referral Agreement (if applicable), MLS Data Form (signed), Agreement of Purchase and Sale (APS), Schedule B1, Team Schedule B, Confirmation of Cooperation (CoC), and Deposit Information. | TEAM Referral Agreement |
| Team Admin Tasks | Status | Notes | Links |
|---|---|---|---|
| Create & Share the Listing Package | Pre-List/Live | Create and schedule Just Listed, **Just Sold, Just Listed Stories, YouTube Thumbnail, Feature Sheet, Open House Invites, Open House Sign-In Sheet, and Social Media written post. |
Go into the MLS and download the MLS client sheet and HOODQ Report.
Upload all items to google drive** and create a sharable link. Share in the team WhatsApp for visibility.
****Post on all team platforms where relevant and Email the Listing Package for on-site use to the listing agent.
IMPORTANT: Team admin and TC’s need runway from when they recieve these assets. Expected turn around is 24-48 hrs. Please communicate with them in advance so they can plan accordingly | Sample Listing Package Canva Template Sizing Instruction | | Update LinkTree | Live/Sold | Update the MillTown Linktree whenever a property is listed or sold to ensure all marketing channels stay current. | https://linktr.ee/mtpg_team | | Open House Posts | Live | Create, manage, and schedule Open House promotional posts across social and internal channels. | | | Just Sold/New Price Post | Live/Sold | Publish Just Sold or Price Adjustment updates once notified by the TC or Agent. | Canva Template | | Google Review | Sold | Reach to the client via CRM and request a Google Review (as per templates). | |