Real Estate (Broker)
A practical guide to configuring Daylite for real estate brokers — covering agent recruitment, team management, onboarding, compliance oversight, and brokerage operations, all in one place.
Why Daylite for Real Estate Brokers
Running a brokerage is fundamentally a people business at two levels simultaneously. You're building relationships with potential recruits — reading the market for talent, staying warm with agents who aren't ready to move yet, and converting conversations into signed agreements. At the same time, you're managing the people already on your team: their onboarding, their productivity, their compliance, and their growth.
Most brokers manage these two layers through a combination of spreadsheets, email, and memory — which works until the team grows past the point where you can keep everything in your head. A promising recruit you met at a conference six months ago falls off your radar. An agent's 90-day review slips by with no conversation. A compliance task goes untracked because it was mentioned in a meeting. These are the invisible costs of not having a system.
Daylite brings your recruiting pipeline, your team roster, and your operational workflow into one linked database. A prospect agent's full conversation history, their current brokerage, and the specific value proposition you discussed all live on one record. When a new agent joins, a single Activity Set fires every onboarding task automatically. When you want to see which of your active agents hasn't had a check-in this quarter, a Smart List tells you in one click.
Using this guide alongside the agent guide: If you still do your own deals, use this guide for brokerage operations (recruiting, onboarding, team management) and use the Real Estate Agent guide for transaction management. The two setups can coexist in the same Daylite account — just use distinct pipelines and categories.
Similar industries
Real Estate Agents — the transaction management side of this guide mirrors the agent workflow; agents at your brokerage would use the dedicated Real Estate Agent guide for their individual deal pipelines.
Mortgage Brokerages — a managing broker overseeing a team of mortgage agents has nearly identical recruiting and onboarding workflows, with compliance review replaced by lender approval management.
Insurance Agencies — franchise or agency owners managing a team of licensed advisors follow the same recruit-onboard-retain lifecycle.
Financial Advisory Firms — managing partner or branch manager overseeing advisors; the agent pipeline maps directly to advisor recruiting, and the compliance layer is even more prominent.
Property Management Companies — managing a team of property managers across a portfolio; the operations-management layer maps well to the project and team tracking approach here.
Franchise Businesses — any business where a franchisor or owner is recruiting, onboarding, and managing independent operators will find this recruiting and onboarding pipeline structure directly applicable.
People vs. Companies — Know the Difference
A brokerage works with two distinct relationship layers: individual agents (People) and the organizations that surround them — competing brokerages, boards, vendors, and builders (Companies). Getting this distinction right shapes how you search, filter, and track both your team and your recruiting targets.
The Core Mental Model
People: These are the individuals you have direct relationships with — current agents on your team, prospect agents you're recruiting, personal clients if you still do deals, and professional contacts across the industry. Every conversation, every touchpoint, and every piece of history attaches to the Person record.
Companies: These are the organizations behind those people. The brokerage a recruit currently works at. The real estate board they're registered with. The technology vendor you use for transaction management. Company records give People context and survive individual moves — if a star agent leaves a competitor to join you, their history at that brokerage stays on the Company record.
Which Record Type to Use
Active agent on your team
Person
—
Category: Active Agent
Prospect agent at a competing brokerage
Person
Company (their current brokerage)
Role: Agent
Former agent who left the brokerage
Person
—
Category: Former Agent
Corporate relocation client
Person
Company (their employer)
Role: Employee
Real estate lawyer
Person
Company (their firm)
Role: Closing Lawyer
Competing brokerage
Company
Person (their broker/manager)
Role: Broker of Record
Real estate board or association
Company
Person (your contact there)
Role: Primary Contact
Technology or marketing vendor
Company
Person (account rep)
Role: Account Manager
Builder / developer
Company
Person (sales manager)
Role: Sales Manager
Key distinction: A competing brokerage is a Company — it's the organization you're recruiting from, not the person you're recruiting. The agent you're targeting is a Person linked to that Company. When they join your brokerage, you update their category and their linked Company — their full history stays intact.
Setting Up People
People in Daylite represent everyone in your brokerage world: your current team, recruiting targets, personal clients, and professional contacts. Set up your structure before importing so that every contact lands in the right category from day one.
Before importing contacts, define your categories, keywords, and roles below. Importing without this structure means re-categorising everyone after the fact.
People Categories
Categories are mutually exclusive — each contact has one at a time. For a broker, categories need to capture both team members and recruiting targets in one list.
Active Agent
Blue
Currently licensed and active on your team
Prospect Agent
Orange
Actively being recruited; not yet signed
Under Offer
Yellow
Recruitment offer extended; decision pending
Former Agent
Grey
Left the brokerage; maintain for rehire or referrals
Personal Client
Green
Your own buyer or seller clients, if you still do deals
Referral Partner
Teal
Mortgage brokers, lawyers, inspectors — send you clients
Industry Contact
Purple
Board contacts, association reps, other brokers
Vendor
No colour
Technology, marketing, office service providers
People Keywords
Keywords are non-exclusive and can stack. Use them to capture attributes that matter across categories.
Agent Profile:
Full-Time Agent
Part-Time Agent
New Agent (< 2 years)
Experienced Agent (2–10 years)
Top Producer (defined by your volume threshold)
Luxury / High-End Specialist
New Construction Specialist
Investment Property Specialist
Relocation Specialist
Commercial Focus
Recruitment Status:
Actively Exploring Options
Passive Prospect
Approached Before
Knows Someone at Brokerage
Attended Our Event
Former Colleague
Lead Source (for recruits):
Lead Source: Referral from Agent
Lead Source: Industry Event
Lead Source: Social Media / LinkedIn
Lead Source: Cold Outreach
Lead Source: Inbound Inquiry
Lead Source: Recruiting Event
Compliance & Licensing:
E&O Current
License Renewal Due
Compliance Issue (flag for follow-up)
Referral Partner Type:
Partner: Mortgage Broker
Partner: Real Estate Lawyer
Partner: Home Inspector
Partner: Notary / Commissioner
Roles
Roles describe what a person means to your business in the context of a specific record — not their job title.
Listing Agent
Linked to a Project as the agent managing the deal
Buyer Agent
Linked to a Project as the buyer's agent
Transaction Coordinator
Linked to a Project managing the compliance and admin
Mentor
Linked to a new agent's onboarding Project as their assigned mentor
Referrer
Linked to an Opportunity as the person who made an introduction
Decision Maker
For corporate clients — the person who approves the deal
Broker of Record
The principal broker at a competing or partner brokerage
Role vs. job title: "Sarah is the Mentor on Agent Onboarding — New Agent X" is a Role. "Sarah is a Senior Agent" is a job title — that goes in the Title field. Use Role for Smart Lists and filtering; use Title for context only.
Relationships
Relationships capture two-way connections that can't be expressed through categories or keywords alone.
Referred by / Referred to — track which agents refer recruits, or which industry contacts introduce clients. This builds your referral network graph.
Mentors / Mentored by — link a mentor agent to the newer agent they're supporting
Colleague of — agents who work closely together, co-list, or refer between each other
Recruited by / Recruited — if an agent on your team referred a recruit, capture that connection
Works with — link personal clients to the agent managing their transaction
Setting Up Companies
Companies represent the institutional layer around your People — competing brokerages, real estate boards, vendors, and corporate clients. For recruiting, Company records let you track which brokerage each prospect currently works at and identify which competitors are losing agents.
Company Categories
Competing Brokerage
Brokerages you recruit from or compete against on listings
Partner Brokerage
Out-of-area brokerages you refer clients to and receive referrals from
Real Estate Board
Local or national boards and associations
Technology Vendor
Transaction management, CRM, marketing, or office software vendors
Builder / Developer
Builders and developers who send referral business
Corporate Client
Employers with relocating employees
Legal / Financial
Law firms, accounting firms, financial institutions you partner with
Company Keywords
Brokerage Profile:
Franchise
Independent
Boutique
Large (100+ agents)
Mid-size (25–100 agents)
Small (< 25 agents)
Referral Relationship:
Referral Volume: High
Referral Volume: Medium
Active Referral Agreement
Recruiting Focus:
Active Recruiting Target
Key Market Area
Company Types
Brokerage
Corporation
Small Business / Sole Proprietor
Non-Profit / Association
Government / Municipality
Company Industries
Real Estate & Property
Legal Services
Banking & Mortgage
Construction & Development
Technology
Relocation Services
Roles on Companies
Broker of Record
The principal or managing broker at this company
Primary Contact
Your main day-to-day contact at this company
Referral Contact
The individual who sends you business from this organization
Account Manager
Your rep at a technology or service vendor
Company Relationships
Affiliated with / Affiliated with — link a franchise brokerage to its parent brand
Competes with / Competes with — flag direct competitors in your core market
Refers to / Referred by — inter-brokerage referral relationships
Recruiting New Agents (Opportunities)
Every meaningful conversation with a prospect agent — whether it's a cold outreach, a warm introduction, or an inbound inquiry — should become an Opportunity. This keeps your recruiting pipeline visible, measurable, and actionable.
Create an Opportunity as soon as you have a prospect who is genuinely in-market or who you are actively pursuing. A name in your database with no active conversation is a Contact with a keyword — not yet an Opportunity.
When to create an Opportunity:
A prospect agent responds to your outreach with genuine interest
A colleague introduces you to an agent who is exploring options
An agent at a competing brokerage contacts you about your culture or split model
You meet a strong agent at an industry event and they agree to a follow-up call
Naming convention: Use a consistent format for recruiting Opportunities — [Agent Last Name] – [Current Brokerage] – [Target Join Quarter]. For example: Chen – RE/MAX Metro – Q3 2026. This makes the pipeline board instantly readable.
Opportunity Categories
Agent Recruitment
An agent you're actively trying to bring onto the team
Team Lead Recruitment
Recruiting an experienced agent to build or join a team within the brokerage
Franchise Inquiry
A broker exploring franchise or partnership opportunities
Opportunity Keywords
Full-Time Opportunity
Part-Time / Referral Agent
Relocation from Another Market
High Priority Recruit
Knows Multiple Agents (potential anchor hire)
Re-Recruit (has worked here before)
Opportunity Types
Opportunity Type captures how the recruit came to your attention — not what you offered them.
Referral — Current Agent
Referral — Industry Contact
Inbound Inquiry
Cold Outreach
Event / Conference
Social Media
Competing Brokerage Restructure
Won and Loss Reasons
Won (Agent signed):
Culture Fit
Commission Split / Fee Structure
Training and Support
Brand and Marketing Support
Referral from a Trusted Agent
Leadership / Management Style
Technology Platform
Lost:
Chose Another Brokerage
Stayed at Current Brokerage
Left the Industry
Compensation Gap
Geographic Mismatch
Timing Not Right
No Response
Agent Recruitment Pipeline
New Prospect
Identified; no meaningful contact yet
Initial Conversation
First call or meeting completed; interest gauged
Nurturing
Ongoing relationship; not yet ready to move
Presentation Booked
Brokerage value proposition meeting scheduled
Presentation Complete
Full pitch delivered; agent considering
Offer Extended
Written terms shared; awaiting decision
Agreement Signed
Signed — convert to a Project for onboarding
Onboarding & Agent Development (Projects)
When a recruiting Opportunity is Won, convert it to a Project. The Project tracks everything from licensing verification through to the agent being fully productive — and beyond, for ongoing development check-ins.
Each agent's onboarding Project becomes their permanent operational record at your brokerage. Link all onboarding tasks, training appointments, mentorship notes, and compliance milestones directly to this Project. When an agent is fully productive, the Project moves to complete — but stays as a reference for their tenure.
Project Categories
Agent Onboarding
New agent joining the brokerage; active setup and training
Agent Development
Ongoing development plan for an established agent
Compliance Review
A flagged compliance item requiring review and resolution
Team Formation
Building or restructuring a team within the brokerage
Project Keywords
New to Industry
Transferring from Another Board
Requires Mentor Assignment
Technology Setup Pending
Training Complete
Compliance Issue
High Priority
Agent Onboarding Pipeline
Documentation
Licensing verification, E&O confirmation, agency agreement signed
System Setup
MLS access, brokerage email, transaction platform, Daylite access
Brand Onboarding
Business cards, headshots, bio, website profile, marketing templates
Training
Compliance training, systems training, brokerage process review
First Deal Support
Agent has first active listing or buyer; broker reviewing and supporting
Fully Productive
Independent, compliant, and generating business without hand-holding
Agent Development Pipeline
Use this for ongoing development plans with established agents:
Goal Setting
Annual or mid-year goal review; targets agreed
Coaching Active
Regular check-ins and coaching sessions underway
On Track
Agent hitting milestones; minimal intervention needed
Needs Attention
Below target; active support plan in place
Review Complete
Development period closed; next cycle begins
Calendar Categories
Colour-code your calendar to keep brokerage operations, recruiting, and client meetings visually distinct at a glance.
Recruiting Meeting
Orange
Any meeting with a prospect agent
Agent Check-In
Blue
Scheduled 1:1s with active agents
Team Meeting
Purple
Full brokerage or team meetings
Training Session
Yellow
Onboarding training or professional development sessions
Compliance Review
Red
Transaction or document compliance reviews
Client Meeting
Teal
Meetings with your own personal clients (if you do deals)
Industry / Event
Grey
Board meetings, association events, networking
Admin
Light grey
Office operations, paperwork, vendor calls
Personal
No colour
Out of office, personal commitments
Activity Sets
Activity Sets automate the repeatable task sequences in your brokerage. Build them once, apply them to every relevant Project or Opportunity with one click.
Timing note: Every item in an Activity Set uses one of two anchors — After start (N days after the record's start date) or Before end (N days before the record's due date). Set each record's start date to the relevant trigger event so the timing lands correctly.
Prospect Agent Outreach Activity Set
Apply this when: A prospect agent is identified and added to your recruiting pipeline. Set the Opportunity start date to the date of first contact attempt.
0
After start
Task
Send initial outreach — personalized email or LinkedIn message
0
After start
Task
Connect on LinkedIn (if not already connected)
3
After start
Task
Follow-up call if no response to email
7
After start
Task
Second follow-up — share a relevant resource or market insight
14
After start
Task
Final outreach this cycle — soft touch, leave door open
21
After start
Task
Update status: mark Nurturing if warm, Suspended if no response
Brokerage Presentation Activity Set
Apply this when: A prospect agent agrees to a formal presentation meeting. Set the Opportunity start date to the meeting date.
3
Before end
Task
Prepare customised presentation (review prospect's current production)
1
Before end
Task
Send meeting confirmation and agenda
0
After start
Appointment
Brokerage value proposition presentation
1
After start
Task
Send follow-up: recap, any materials promised, next step
5
After start
Task
Check-in: any questions or feedback on the presentation?
10
After start
Task
Follow up on decision — extend offer or continue nurturing
New Agent Onboarding Activity Set
Apply this when: An agent signs and joins the brokerage. Set the Project start date to the join date. Set the due date to the target "Fully Productive" date (typically 60–90 days out).
0
After start
Task
Verify licensing and E&O documentation
0
After start
Task
Complete agency agreement and brokerage forms
1
After start
Task
Set up MLS access and board registration transfer
1
After start
Task
Set up brokerage email, transaction platform, and Daylite access
2
After start
Task
Assign mentor agent
3
After start
Task
Order business cards and initiate headshot booking
5
After start
Appointment
Compliance and systems training session
7
After start
Task
Review brokerage marketing templates and brand guidelines
7
After start
Task
Confirm agent bio and photo uploaded to website
14
After start
Appointment
Two-week check-in: questions, momentum, any blockers?
30
After start
Appointment
30-day review: pipeline status, first deal progress
14
Before end
Task
Prepare 90-day performance review agenda
0
Before end
Appointment
90-day review: productivity, goals, development plan
Annual Agent Review Activity Set
Apply this when: An agent reaches their annual anniversary with the brokerage. Set the start date to their anniversary date.
14
Before end
Task
Pull agent's YTD production summary from transaction records
7
Before end
Task
Prepare review agenda: volume, compliance, goals, training
0
After start
Appointment
Annual performance review meeting
1
After start
Task
Send follow-up with agreed goals and any plan changes
7
After start
Task
Update agent record: keywords, notes, development notes
Forms & Custom Fields
Use Forms and Custom Fields to standardize the information you capture when recruiting agents and managing compliance.
Forms vs. Custom Fields — which to use:
Form
You need a named group of related fields for some records — e.g. an agent intake checklist on an onboarding Project, or a compliance review form on a flagged transaction
Custom Field
You need a single field on every record of that type — e.g. License Number on every active agent's Person record
Forms are created in Settings > Forms. After defining a form, manually attach an instance to the record when it's relevant — a record can have multiple forms attached.
Form: Agent Onboarding Checklist (Project)
Apply this to every new agent's onboarding Project at the start of the Documentation stage. It becomes the compliance checklist you sign off before the agent can transact.
License Number
Text
As issued by the provincial/state regulator
License Expiry Date
Date
E&O Insurance Confirmed
Checkbox
Tick once verified
E&O Policy Number
Text
E&O Expiry Date
Date
Board Registration Transferred
Checkbox
Agency Agreement Signed
Checkbox
FINTRAC / AML Training Completed
Checkbox
Trust Account Disclosure Signed
Checkbox
Commission Split Agreement Signed
Checkbox
MLS Access Granted
Checkbox
Brokerage Email Set Up
Checkbox
Transaction Platform Access
Checkbox
Headshot Completed
Checkbox
Website Bio Published
Checkbox
Form: Transaction Compliance Review (Project)
Apply this to any transaction requiring a compliance review before it closes or if a concern is flagged.
Listing / Purchase Agreement Received
Checkbox
Disclosure of Interest Checked
Checkbox
FINTRAC Form Completed
Checkbox
Commission Confirmed
Text
Match to brokerage records
Deposit Received and Held Correctly
Checkbox
For buyer transactions
All Conditions Waived in Writing
Checkbox
Lawyer Confirmed on Both Sides
Checkbox
Issues Identified
Text
Any concerns noted during review
Review Status
Popup Options
Pending / In Review / Approved / Escalated
Reviewed By
Text
Broker or TC who completed the review
Custom Fields
Custom fields appear on every record of their type. Configure them in Settings > Custom Fields by renaming the built-in Extra fields.
On Person — for agent records:
Extra 1
License Number
Text
Extra 2
Current Brokerage (if prospect)
Text
Extra 3
Annual Volume (approx.)
Text
Extra 4
Commission Split
Text
Extra Date 1
License Expiry Date
Date
Extra Date 2
Join Date
Date
On Opportunity — for recruiting records:
Extra 1
Current Brokerage
Text
Extra 2
Approximate Annual Volume
Text
Extra 3
Proposed Split / Fee
Text
Extra Date 1
Proposed Start Date
Date
Letter & Email Templates
Set up reusable templates for the messages you send throughout the recruiting cycle and agent lifecycle. Daylite's Letter Templates use merge codes so you can personalise outreach at scale.
Use <$cnt.firstname$> for the recipient's first name, <$me.firstname$> or <$me.fullname$> for your name, and {{placeholder}} for details you fill in at send time.
Template: Initial Recruiting Outreach
Used for: First contact with a prospect agent — warm or cold. Keep it short and specific; generic recruiting emails get ignored.
Hi <$cnt.firstname$>,
I've been watching your work in {{area / neighbourhood}}, and I wanted to reach out directly. The {{specific deal or achievement, e.g. "listing on Maple Ave" or "production numbers you shared at the board meeting"}} stood out to me.
I'm not reaching out to poach anyone — I just make it a point to know the strong agents in this market. If you're ever curious about what we're doing at {{Brokerage Name}}, or if you'd just like to have a conversation about where the market is going, I'd enjoy that.
Worth a quick call?
<$me.firstname$>
Template: Brokerage Presentation Follow-Up
Used for: After a recruiting presentation — send within 24 hours.
Hi <$cnt.firstname$>,
Thanks for taking the time to come in today — I really enjoyed the conversation.
To recap what we covered: {{brief 2–3 point summary of the value proposition you focused on — e.g. "our 80/20 split with no monthly fees, the transaction coordinator support, and our marketing platform"}}. Based on what you shared, I think those would make a meaningful difference to how you work.
I've attached {{any materials you promised — e.g. "the full compensation overview and a sample transaction coordinator workflow"}}.
The next step is yours — there's no pressure and no deadline. If you have questions or want to dig into anything specific before making a decision, I'm happy to make that easy. Just reply or call me directly.
Looking forward to it, either way.
<$me.firstname$>
Template: Welcome to the Brokerage
Used for: The moment an agent's agreement is signed — send same day.
Hi <$cnt.firstname$>,
Welcome to {{Brokerage Name}} — I'm genuinely excited to have you with us.
Here's what happens next:
Onboarding: I'll be in touch within the next 24 hours with your licensing transfer documents and a list of what I need from you to get everything set up.
Your mentor: I've assigned {{Mentor Name}} as your point of contact for the first 90 days. They'll reach out directly today.
Setup timeline: Our goal is to have you MLS-active and fully set up within {{5–7 business days}}.
In the meantime, if anything comes to mind or you have questions before we dive in, just call me directly.
Looking forward to building something great together.
<$me.firstname$>
Template: 30-Day Check-In
Used for: One month after an agent joins — a structured check-in on how they're settling in.
Hi <$cnt.firstname$>,
Hard to believe it's already been a month. I wanted to check in properly — beyond the day-to-day.
A few things I'd like to cover when we connect:
How has the onboarding felt? Anything that slowed you down or that we could have done better?
Where are you on your pipeline right now — any active buyers or listings?
Is there anything you need from me or the brokerage that you haven't had yet?
I've got {{time slot 1}} or {{time slot 2}} available this week for a proper sit-down. Let me know what works.
<$me.firstname$>
Template: Annual Review Invitation
Used for: Scheduling a formal annual performance review with an agent.
Hi <$cnt.firstname$>,
It's that time of year — your annual review is coming up and I want to make sure we do it properly.
I've pulled together your production numbers for the year and I'm looking forward to a real conversation — what went well, where there's room to grow, and what you want next year to look like.
I'm available {{date 1}} or {{date 2}} for a 60–90 minute sit-down. Let me know which works better and I'll send a calendar invite.
Looking forward to it.
<$me.firstname$>
Additional templates to build: Recruiting follow-up (Day 5 and Day 14), offer extension cover note, agent referral thank-you, compliance issue notification, license renewal reminder, brokerage market update to the team. Once built, your entire recruiting and team communication cycle can run from templates — consistent, professional, and fast.
Smart Lists
Smart Lists are saved filters that live in Daylite's sidebar and update automatically. For a broker, they replace the mental overhead of remembering who to call about recruiting, which agent needs a check-in, and what compliance items are open.
How Smart Lists Work
A Smart List is built by combining filters with Match All or Match Any rules. Sub-filters with Do Not Match All build exclusions. Lists update the moment records change — so your "Agents Due for a Check-In" list is always current without any manual maintenance.
People Smart Lists
👥 Active Agents
Category = Active Agent
All
Your full current team roster
🎯 Active Prospects
Category = Prospect Agent
All
Everyone currently in the recruiting pipeline
📬 Prospects Gone Quiet (30 days)
Category = Prospect Agent, Activity: last activity more than 30 days ago
All
Recruits who've gone cold — re-engage or close out
❄️ Agents — No Contact (90 days)
Category = Active Agent, Activity: last activity more than 90 days ago
All
Active agents you haven't touched in a quarter — schedule a check-in
⭐ Top Producers
Category = Active Agent, Keywords = Top Producer
All
Your highest-volume agents
🔁 Agent Referral Network
Category = Active Agent, Relationship = Referred to (any)
All
Agents who've referred recruits — thank them and keep them engaged
🆕 Joined This Quarter
Category = Active Agent, Extra Date 2 (Join Date) = this quarter
All
Newly joined agents — most vulnerable to early exits
🔒 License Renewal Due
Category = Active Agent, Extra Date 1 (License Expiry) = next 60 days
All
Agents whose licenses expire within 60 days
Companies Smart Lists
🏢 Competing Brokerages
Category = Competing Brokerage
All
Brokerages you recruit from or compete against
🤝 Partner Brokerages
Category = Partner Brokerage
All
Referral partners in other markets
🏗️ Active Builders
Category = Builder / Developer
All
New construction relationships sending referrals
Opportunities Smart Lists
🟠 Open Recruiting Pipeline
State = Open
All
All active recruiting conversations
📅 Presentations Booked
State = Open, Pipeline & Stage = Presentation Booked
All
Upcoming brokerage presentations — prepare properly
🤝 Offers Extended
State = Open, Pipeline & Stage = Offer Extended
All
Recruits with an open offer — follow up promptly
🔴 Stalled Prospects (21+ days)
State = Open, Modify Date more than 21 days ago
All
Recruiting Opportunities with no recent activity
🏆 Closing This Quarter
State = Open, Forecasted Close Date = this quarter
All
Recruits expected to sign this quarter
Projects Smart Lists
🔥 Agents in Onboarding
Pipeline Stage = Documentation OR System Setup OR Training, Status = In Progress
Any
Every agent currently being onboarded
✅ Onboarding Complete This Quarter
Status = Done, End Date = this quarter
All
Agents who completed onboarding — confirm they're settled
⚠️ Compliance Reviews Open
Category = Compliance Review, Status = In Progress
All
Any flagged compliance items requiring resolution
📋 First Deal Support
Pipeline & Stage = First Deal Support
All
New agents with their first active deal — needs your attention
🔄 Annual Reviews Due
Category = Agent Development, Pipeline & Stage = Goal Setting
All
Agents in or entering their annual review cycle
Tasks Smart Lists
🚨 Overdue
Status = Not Done, Due Date < today
All
Everything past due — triage immediately
📋 Today
Status = Not Done, Due Date = today
All
Today's full task list
📞 Calls This Week
Status = Not Done, Type = Call, Due Date = this week
All
All scheduled calls — recruiting and agent check-ins
🔗 Compliance Tasks
Status = Not Done, Title contains "compliance"
All
Open compliance-related tasks across all records
Appointments Smart Lists
🎯 Recruiting Meetings This Week
Category = Recruiting Meeting, Start Date = this week
All
Upcoming prospect agent meetings
👥 Agent Check-Ins This Week
Category = Agent Check-In, Start Date = this week
All
Scheduled 1:1s with active agents
🎓 Training Sessions
Category = Training Session
All
All upcoming training commitments
Pro Tips for Smart Lists
Pin your daily drivers. "Overdue", "Today", "Open Recruiting Pipeline", and "Agents in Onboarding" should be one click away each morning.
"Agents — No Contact (90 days)" is your retention early warning. An agent you haven't spoken to in three months is an agent being recruited by someone else. This list tells you who to call before you find out the hard way.
Use the Relationship filter for your referral agent network. Agents who refer recruits are your most valuable internal advocates — stay close to them.
Organise Smart Lists into folders (Recruiting, Team, Compliance, Operations) so the sidebar stays navigable as your brokerage grows.
Making It Your Own
Everything in this guide is a starting point. The right setup is the one that matches how you actually run your brokerage — and that will change as your team grows.
After a few weeks of active use, revisit:
Categories and keywords — if you're not using a category or keyword, remove it. The "Actively Exploring Options" keyword only matters if you check it. If you don't, remove it and simplify.
Pipeline stages — if a recruiting stage is almost always skipped, merge it with an adjacent one. A pipeline with seven stages where three are always empty is harder to use than one with four meaningful stages.
Activity Sets — the first version is an educated guess. After five or six recruiting cycles, you'll know exactly which follow-up cadence actually converts and which tasks you always skip.
Smart Lists — pin the ones you open every day. Remove the ones that never surface anything useful. If "Builders & Developers" has never prompted an action, archive it.
Custom fields — if you find yourself writing the same information in notes on every agent record (preferred territory, referral split agreement, FINTRAC training expiry), make it a custom field so it's searchable.
Tip for brokerage admin: Individual users can personalise their Daylite views and favourites without affecting anyone else. Your transaction coordinator can pin the compliance lists they need; your recruiter can pin the prospect lists. Each role gets a personalised workspace from the same shared database.
Using Daylite as a Team
Most brokerages have more than one person managing operations — a managing broker, a transaction coordinator, and potentially an office administrator or recruiter. Establishing clear ownership before adding a second person to Daylite is critical.
Establish ownership by function. Every record in Daylite has an Owner field. For a brokerage, the most practical model is: the recruiting broker owns all Opportunity records; the transaction coordinator or admin owns Project records for agent onboarding; the broker of record owns compliance-related Projects. This means each person's Boards and Smart Lists only surface what they're responsible for.
Set a shared visibility policy. Keep all records visible to all users by default. A transaction coordinator who can't see a new agent's onboarding Project can't do their job. Hidden records create silos. Restrict visibility only for genuinely sensitive items (e.g. a terminated agent's file or a confidential compliance matter).
Use delegation for task handoffs. When you need your transaction coordinator to handle a step in the onboarding checklist, delegate the task rather than messaging them separately. Delegated tasks appear in their task list and stay visible to you — so you can confirm completion without chasing.
Create shared Smart Lists for team dashboards. Build a core set of Smart Lists that everyone references during your weekly operations review:
🔥 Agents in Onboarding
Transaction Coordinator
Who is actively being onboarded right now?
🟠 Open Recruiting Pipeline
Managing Broker
What's in the recruiting funnel?
🤝 Offers Extended
Managing Broker
Which recruits have an open offer?
⚠️ Compliance Reviews Open
Broker of Record
Any open compliance issues?
🚨 Overdue Tasks
Everyone
What's past due across the team?
Agree on naming and data entry conventions. Opportunity naming, keyword choices, and pipeline stage transitions only work if everyone applies them the same way. Before onboarding a second user, document your conventions in a shared note — what each category means, how to name a recruiting Opportunity, which keywords to apply on intake. Even a half-page reference prevents the database from fragmenting.
Assign Activity Set tasks by role. When you apply an Activity Set to an onboarding Project, configure each task to land with the right person — licensing and compliance tasks go to the transaction coordinator, check-in appointments go to the managing broker, system setup tasks go to the administrator. Set this up in the Activity Set template so the distribution is automatic.
Tips for Day-to-Day Use
Start every morning with your Boards and Smart Lists, not your inbox. Check the Recruiting Pipeline for stalled prospects and open offers. Check the Onboarding Projects board for new agents who need attention. Scan your "Agents — No Contact (90 days)" list before you open email. This keeps you managing your brokerage proactively rather than reactively.
Link every email to the relevant agent or prospect. Use Daylite Mail Assistant to attach every recruiting conversation and onboarding communication to the relevant Person and Project. If an agent ever disputes what was agreed at onboarding — splits, exclusivity, desk fees — your complete email history attached to their record is your protection.
Add a brief note after every call or meeting. Three sentences: what was discussed, what the next step is, and anything important the person shared. Over time, these notes make every future interaction feel informed and personal — and protect you if anything is ever disputed.
Apply Activity Sets the moment a stage changes. When a recruit agrees to a presentation, apply the Brokerage Presentation Activity Set. When they sign, apply the New Agent Onboarding Activity Set immediately. Don't rely on memory for what needs to happen next.
Keep your recruiting pipeline clean. If a prospect has declined or gone dark after multiple attempts, mark the Opportunity Lost with a reason. A pipeline full of zombie leads obscures where you actually stand on growth. Clean data tells you the truth.
Use the Referral relationship to track which agents bring in recruits. When an agent on your team refers a prospect, link them with "Referred by / Referred to". Your best recruiters are often your own people — recognise them and make sure they know you noticed.
Quick-Start Checklist
People Setup
Companies Setup
Opportunities — Recruiting
Projects — Onboarding and Development
Calendar
Activity Sets
Forms & Custom Fields
Letter & Email Templates
Smart Lists
Data Migration
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