# 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 | Scenario | Primary Record | Secondary Record | How They Connect | | --------------------------------------- | -------------- | --------------------------------- | ---------------------- | | 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. | Category | Colour | Who It's For | | ---------------- | --------- | -------------------------------------------------------- | | 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. | Role | Used When | | ----------------------- | ------------------------------------------------------------------- | | 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 | Category | What It's For | | ------------------- | ---------------------------------------------------------------------- | | 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 | Role | Used When | | ---------------- | ------------------------------------------------------------ | | 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 | Category | What It's For | | --------------------- | ---------------------------------------------------------------------------- | | 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 | Stage | What It Means | | --------------------- | ------------------------------------------------ | | 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 | Category | What It's For | | ----------------- | ---------------------------------------------------------- | | 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 | Stage | What's Happening | | ------------------ | ------------------------------------------------------------------------ | | 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: | Stage | What's Happening | | --------------- | ----------------------------------------------------- | | 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. | Category | Suggested Colour | What It's For | | ------------------ | ---------------- | --------------------------------------------------------- | | 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. | Day | Timing | Type | Title | | --- | ----------- | ---- | --------------------------------------------------------------- | | 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. | Day | Timing | Type | Title | | --- | ----------- | ----------- | ---------------------------------------------------------------------- | | 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). | Day | Timing | Type | Title | | --- | ----------- | ----------- | ---------------------------------------------------------------- | | 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. | Day | Timing | Type | Title | | --- | ----------- | ----------- | ------------------------------------------------------------ | | 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:** | | Use when | | ---------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **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. | Field | Type | Notes | | --------------------------------- | -------- | ------------------------------------------- | | 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. | Field | Type | Notes | | ------------------------------------- | ------------- | ------------------------------------------ | | 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:** | Settings Label | Rename To | Type | | -------------- | ------------------------------- | ---- | | 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:** | Settings Label | Rename To | Type | | -------------- | ------------------------- | ---- | | 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 | Smart List Name | Filters | Match | What It's For | | --------------------------------- | ------------------------------------------------------------------------ | ----- | -------------------------------------------------------------------- | | 👥 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 | Smart List Name | Filters | Match | What It's For | | ----------------------- | ------------------------------ | ----- | ------------------------------------------------ | | 🏢 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 | Smart List Name | Filters | Match | What It's For | | ------------------------------- | ---------------------------------------------------- | ----- | --------------------------------------------------- | | 🟠 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 | Smart List Name | Filters | Match | What It's For | | ---------------------------------- | -------------------------------------------------------------------------------- | ----- | -------------------------------------------------------------- | | 🔥 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 | Smart List Name | Filters | Match | What It's For | | ------------------- | ---------------------------------------------------- | ----- | ---------------------------------------------------- | | 🚨 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 | Smart List Name | Filters | Match | What It's For | | -------------------------------- | ----------------------------------------------------- | ----- | --------------------------------- | | 🎯 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: | Smart List | Who Uses It Most | What It Answers | | --------------------------- | ----------------------- | ------------------------------------------ | | 🔥 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** * [ ] Define all People Categories * [ ] Define all People Keywords (agent profile, recruitment status, lead source, compliance) * [ ] Define Roles for use on Projects and Opportunities * [ ] Set up Relationship types (Referred by / Referred to, Mentors / Mentored by, Colleague of) **Companies Setup** * [ ] Define Company Categories * [ ] Define Company Types and Industries * [ ] Define Roles on Company records **Opportunities — Recruiting** * [ ] Create Agent Recruitment Pipeline with all stages * [ ] Define Opportunity Categories * [ ] Define Opportunity Types (how recruits come in) * [ ] Define Win and Loss Reasons * [ ] Set the Agent Recruitment pipeline as your default * [ ] Establish Opportunity naming convention: `[Last Name] – [Current Brokerage] – [Target Quarter]` **Projects — Onboarding and Development** * [ ] Create Agent Onboarding Pipeline with all stages * [ ] Create Agent Development Pipeline with all stages * [ ] Define Project Categories (Onboarding, Development, Compliance Review) * [ ] Define Project Keywords * [ ] Set up Custom Fields on Person: License Number, Join Date, License Expiry Date, Commission Split **Calendar** * [ ] Set up all Calendar Categories with colours **Activity Sets** * [ ] Build Prospect Agent Outreach Activity Set * [ ] Build Brokerage Presentation Activity Set * [ ] Build New Agent Onboarding Activity Set (with both After start and Before end tasks) * [ ] Build Annual Agent Review Activity Set * [ ] Configure task assignments in each Activity Set by team role * [ ] Attach Activity Sets to relevant Pipeline stages **Forms & Custom Fields** * [ ] Build Agent Onboarding Checklist Form (on Project) * [ ] Build Transaction Compliance Review Form (on Project) * [ ] Configure Custom Fields on Person: License Number, Current Brokerage, Annual Volume, Join Date, License Expiry Date * [ ] Configure Custom Fields on Opportunity: Current Brokerage, Approximate Volume, Proposed Split **Letter & Email Templates** * [ ] Create Initial Recruiting Outreach template * [ ] Create Brokerage Presentation Follow-Up template * [ ] Create Welcome to the Brokerage template * [ ] Create 30-Day Check-In template * [ ] Create Annual Review Invitation template * [ ] Create additional templates: recruiting follow-up sequences, offer extension, license renewal reminder, compliance notice **Smart Lists** * [ ] Build all People Smart Lists (roster, prospects, no-contact, license renewal) * [ ] Build all Companies Smart Lists * [ ] Build all Opportunities Smart Lists (pipeline, offers extended, stalled) * [ ] Build all Projects Smart Lists (onboarding, compliance, development) * [ ] Build all Tasks Smart Lists * [ ] Build all Appointments Smart Lists * [ ] Pin daily-use lists as Favourites in the sidebar **Data Migration** * [ ] Import existing contacts in groups by Category * [ ] Create Opportunities for all active recruiting conversations * [ ] Create Projects for all agents currently in onboarding * [ ] Link agents to their brokerage Company records with appropriate Roles * [ ] Apply Lead Source keywords to prospect agents --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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