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Nick Fundytus Realtor Wiki
  1. Overview
    1. Organizational Structure and Role Descriptions (2023)
      1. Organizational Structure (Midsize Team)
      2. Job Description - Listing Manager/Transaction Coordinator
        1. LM1.1 - Oversee all aspects of sellers transactions from initial contact to executed purchase agreement. (2022)
        2. LM1.2 - Prepare all listing materials (2022)
        3. LM1.3 - Prepping a property for listing
        4. LM1.4 - Obtain all necessary signatures
        5. LM1.5 - Coordinate showings
        6. LM1.6 - Obtain feedback from showings on our listings
        7. LM1.8 - Coordinate all public open houses and broker open houses
        8. LM1.9 - Input all listing information into MLS and marketing websites
        9. LM1.10 - Submit all necessary documentation to office broker for file compliance (2022)
        10. LM1.11 Input all necessary information into client database and transaction management systems.
        11. TC1.3 Coordinate mortgage and appraisal processes.
        12. TC1.4 Coordinate inspections and coordinate completion of repairs.
        13. TC1.5 Regularly update & maintain communication with clients, agents, title officer, lender etc.
        14. TC 1.6 Submit all necessary documentation to office broker for file compliance
        15. TC 1.7 Coordinate moving/possession schedules.
        16. TC1.8 Schedule, coordinate & attend closing process.
      3. Job Description - Buyer Specialist
        1. Schedule - Buyer Specialist - Typical Week, Weekly Schedule (2023)
        2. BS1.23 - Preview Homes (2022)
        3. BS1.24 - Host an Open House (2022)
      4. Job Description - In-House Inside Sales Agent 2022 (In Draft)
        1. ISA schedule 2022
        2. ISA Scripts/Training
        3. Objections
      5. Job Description - Inside Sales Agent (ISA)
      6. Job Description - In-House Videographer (2022)
        1. Schedule - In-House Videographer
      7. Job Description - Lead Buyer's Agent
        1. Schedule - Nick - Typical Week, Weekly Schedule (2023)
      8. Job Description - Listing Agent
      9. Job Description - Marketing Director and Administrative Manager
        1. Schedule - Marketing Director and Administrative Manager - Typical Week, Weekly Schedule (2023)
      10. 2023 Job Description - Associate Realtor - "Paper Agent"
      11. Job Description - Runner
      12. Job Description - Sales Manager
      13. Job Description - Showing Assistant
      14. Showing Assistant 2022
      15. Compensation Model
    2. Our Current Team (2023)
    3. CEO Tasks
    4. COO Tasks
    5. CFO Tasks
  2. My Brand
    1. Values and Controversy Policies (2024)
  3. Marketing Overview (2023)
    1. Ads
    2. Client Events
      1. Old Procedures for Reference
      2. Holiday Kick Off Party
      3. Bonspiel for Shelter
      4. Tire Change Day
    3. Blog
    4. Content Marketing Hub and Spoke
    5. Giveaway Contests (Social)
    6. iXact eNewsletter
      1. iXact Monthly Email Newsletter Video Embed Workaround
    7. Bombbomb E-Blast
    8. Market in a Minute
    9. Our Website - nickfundytus.ca
    10. Monthly Market Summaries
    11. Open Houses
    12. Lead Magnets - How To Create a Lead Magnet
    13. Paid Promotions Guidelines
    14. YouTube Best Practices
    15. Karim's Lead Source - Chloe
      1. Outline & Analysis
    16. In-House Listing Videos
    17. Weekly Content Roundup Procedures
  4. Common Tasks and How-To's
    1. Ads - Create a Facebook Lead Ad for a Listing (2022)
    2. Buyer Specialist - People - Getting Into a Routine
    3. Buyer Specialist - Clients - Showings - Booking Showings
    4. Buyer Specialist - Clients - Showings - Communicating Showings With Clients
    5. Buyer Specialist - Leads - Systemic Follow-Up
    6. Buyer Specialist - People - How to Organize People to Reach Them
    7. Buyer Specialist - People - How to Lead Generate
    8. Calls - Reasons to Call Someone
    9. Client Service - How to do a weekly update.
    10. Closing - What Forms Are Sent Where
    11. Commissions - Entering team commissions in NexOne (2023)
    12. Contests - How to Export from KingSumo to Bombbomb
    13. Courier - How to Courier an Item or Document
    14. CRM - Client Record Audit
    15. COVID-19 - Special Procedures
    16. Drive - How to Organize Google Drive
    17. Final Walkthrough - How to Schedule a Final Walkthrough with a Client
    18. Firm Sale - Sales Assistant Commission
    19. Firm Sale - Sales Assistant Invoice (OLD PROCESS)
    20. Forms - Sales Assistant (SA) Invoice (2021) Procedure
    21. Leads - How to write a calendar invitation to a lead
    22. Leads - How to write a postcard to a new lead.
    23. Leads - How to Introduce Yourself to a New Lead
    24. Listings - Gathering Listing Activity Feedback (2023)
    25. Meetings - Daily Check-ins
    26. Meetings - How to Run a "Same Page" Meeting
    27. People - Accounting and Bookkeeping
    28. Showing Time - Setting Up
    29. How to create a YouTube Thumbnail
    30. Follow Up Boss - How to send a batch email to just your own clients.
    31. Organization - Marketing Administrator Calendar Reoccurring Items
      1. Communication Channels Check Communication Channels Check + Last Minute Tasks
      2. Daily Check-In
      3. 3pm Check-In
      4. Filling Out The Scorecard
      5. Social Media Statistics
      6. Ongoing Listing Client Weekly Market Reports
    32. Prospecting - Power Hours 2024
    33. How to Record and Publish a Client How-To
    34. How To - Referral Form
    35. How to hold an Open House
  5. Glossary - Definitions and Terms
  6. Listing a Property for Sale
    1. Winning the Listing
    2. Pre-Listing Phase
      1. How to Create an Exclusive Feature Sheet on Beacon.by
      2. How to Create a Feature Sheet in Beacon.by
      3. Inputting Information for a New Listing in to Matrix
      4. Adding Pictures to a Matrix Listing
      5. Setting Up ShowingTime For a New Listing
      6. OLD - Putting a New Listing on The Website
      7. Preparing Documents for Electronic Signing
    3. Exclusive Listing Phase
    4. Listing Procedures (Old Procedures for Reference)
    5. Listing Paid Marketing
    6. Forms You Will Need - Listing
    7. Open House ShowingTime & Website Set Up 2022
    8. How to Cancel a Listing
  7. Buyer Agent Systems
    1. Sales Assistant Invoice
    2. The Sales Funnel
    3. Karim's Social Media Profile
    4. Buyer Specialist - What Do I Do Every Day?
    5. Working with a Buyer
      1. Winning/Nurturing The Opportunity
        1. Buyer Leads
        2. Buyer Presentation (2024)
        3. Karim - Lead & Buyer Scripts
      2. Getting The Buyer Rep and Pre-Approval
      3. Active Buyer Client
        1. How to Book a Showing
        2. Karim - How to Write an Offer - Information Needed From Clients Script
        3. Forms You Will Need - Buyer
        4. Karim - Scripts
      4. Buyer Conditionally Accepted
        1. Karim - Buyer's Accepted Offer - Further Information to Collect + Script
        2. Depositing a Cheque with Another Brokerage
        3. Completing a "Receipt of Funds"
        4. Sending Documents to the Lawyer & Mortgage Broker
      5. Firm (pending) Offer
      6. Buyer Procedures (Old Procedures for Reference)
        1. Old Buyer Presentation (Reference Only)
        2. Old Buyer Presentation (Reference Only)
        3. Old Buyer Presentation (Reference Only)
  8. Standard Forms
    1. Filling Out Forms
    2. Agreement of Purchase of Sale (Course with Kerri McGee)
  9. Team Forms
  10. Tools and Apps
    1. Agent Resources
    2. Beacon.by
    3. Bombbomb
      1. Bombbomb and Youtube: Transfer Videos
      2. Bombbomb E-Blast
    4. Defunct Apps
      1. Canva
      2. Kashoo
      3. RLP Smart Studio
      4. Trello
      5. Twitter
      6. Veem
    5. df.ai
    6. Fiverr
    7. Followup Boss (CRM)
      1. Follow-up Boss Sources, Stages and Tags
      2. Creating a Client Profile and Tagging
      3. FUB Smart Lists Criteria
      4. FUB - Using the Dialer
      5. Convert Leads into Prospects - "7 Days of Love" 7 x 7 Touch Program (2022)
    8. Google Tag Manager
    9. iXact Contact (CRM)
    10. Keywordsearch.com
    11. Matrix
      1. How to Book a Single Showing
    12. Nexone (Faltour)
      1. Creating a client, listing or deal the right way (2024).
      2. How to Mark Up a Counter-Offer for E-Signatures
      3. How to Create and Upload FINTRAC Forms
      4. Finalizing in Nexone
      5. Nexone - How to Check Through Listings and Transactions
      6. File Naming Conventions When Uploading
    13. Nickfundytus.ca
    14. Prezi
    15. Showing Time
    16. Webforms
    17. Misc. Websites and their uses
    18. Instagram
    19. Slack
    20. Shorby
    21. VistaCreate
      1. VistaCreate (formerly Crello) Templates - 2022
    22. Ottawa Neighborhoods - Districts
    23. Condo Amenities' Locations
    24. Fundytus.inc Recording Equipment List
  11. Contacts and Professional Referrals
  12. Further Learning
    1. The Complete Copywriting Course - UDEMY
    2. CREA Logo Usage Rules - 2022
    3. Fundamentals of Digital Marketing
    4. Getting a business online
    5. Nick's Training Courses
      1. Building a Lead Generation System (2022)
        1. Framing My Lead Source
          1. Example Lead Source
          2. Lead Source: Downsizing seniors
      2. ChatGPT and AI for Realtors
      3. Ten Key Systems (2022)
        1. CRM System (2022)
        2. E-Mail Service Provider (2022)
        3. Social Media Management (2022)
        4. Lead Generation Systems (2022)
        5. Meeting System (2022)
        6. Tracking and Measuring (2022)
        7. Conversion (2022)
        8. Transaction Management (2022)
        9. Note-Taking Systems (2022)
        10. Project Management (2022)
    6. Onboarding for New Team Members
      1. Buyer Specialist - Contract and Splits Chart
      2. 2025 - Realtor - New Team Member Onboarding
      3. Training: Editing Our Wiki
      4. Training: Goal Setting
      5. Training: Three-Legged Stool Model
      6. Training: Organizational Chart
      7. Training: Daily Check ins and Level 10 Meetings
      8. Training: Periodic Review
    7. Tom Storey Seminar Notes - 24% Return on Database
    8. Tom Storey Ultimate Listing Presentation
    9. YouTube Lessons
  13. 2023 Updates
    1. Systems - Overview
      1. Podcasts - How to publish an episode to Simplecast from Google Drive
      2. Creating an Opinion of Value in Prezi Video
      3. Creating a New Client Folder for Buyer or Seller
      4. Forms - Buyer Closing Checklist
      5. Forms - Buyer Intake Form
      6. Forms - Seller Closing Checklist
      7. Forms - Seller Intake Form
      8. Meetings - Weekly "Level 10" Meeting
      9. Video - How to pitch and record a Client Video
      10. Referrals - How to send a referral to a Realtor in another market
      11. Sales Training - Conversion U
      12. Podcast - Overview of Creating, Publishing and Promoting an Episode (2022)
  14. Content - Ottawa This Week
  15. Content - New Build Experience (2022)
  16. Content - Home Stuff You Should Know (2022)
  17. Listing Manager/Transaction Coordinator Schedule - Typical Week, Weekly Schedule (2025)
  18. Lead Sources and Transaction Types - Definitions (2023)
  19. Integrated Marketing Plan (2024)
    1. 1YNP - One Year Nurture Plan (2024)
    2. AEU - Annual Equity Update (2024)
    3. Client Events (2024)
    4. Leads - How to Convert New Leads (2024)
    5. Listings - Leveraging Listings to meet more clients (2023)
    6. Matrix - Matrix as a Marketing Tool (2024)
    7. Paperwork - Paperwork as a Marketing Tool (2024)
    8. Solving Problems - Problems Can be a Marketing Opportunity (2024)
    9. Referrals - Systems for Generating Referrals (2024)
    10. W&Q - Weekly and Quarterly Updates (2024)
    11. WCR - Weekly Content Roundup (2024)
    12. WNE - What's Next Emails For Each Stage (2024)
  20. Listings - Preparing and Launching a Listing (2023)
  21. Team Email Signatures
  22. Nickfundytus.ca 2024
    1. Adding a Listing on nickfundytus.ca
    2. Navigating Nickfundytus.ca/admin
    3. Weekly Content Roundup - How to Post Coffee with Karim
    4. Weekly Content Roundup - How to Post Deal of the Week
  23. 2024 Team Game Plan
    1. 2024 AP - Set a clear budget (incomplete)
    2. 2024 AP - Prioritize remarketing and lookalike audiences (incomplete)
    3. 2024 AP - Block time for reverse prospecting
    4. 2024 AP - Create Consistency in Seller Follow-up
    5. 2024 AP - Create Standards for the Closing Process (Incomplete)
    6. 2024 AP - Clarify what we're measuring
    7. 2024 AP - Hold each other accountable for the actions that we're taking (Incomplete)
    8. 2024 AP - Keep FUB Tight and Well-organized
    9. 2024 AP - Run new ad campaigns
    10. 2024 AP - Refuse Overpriced Listings
    11. 2024 AP - Improve the listing process to be more intentional
    12. 2024 AP - Improve the Buyer Process to be more intentional
    13. 2024 AP - Hire three new Buyer Specialists in 2023. Keep 2
    14. 2024 AP - Revise Marketing Spend for Listings
    15. 2024 AP - Bring 3D Photography In-House
    16. 2024 AP - Launch Weekly Email
    17. 2024 AP - Launch Quarterly Print Newsletter
    18. 2024 AP - Activate Drip Campaign for ALL Leads
    19. 2024 AP - Print Materials for Listing Launch and Closing Baskets
    20. 2024 AP Set standards for sending referrals to team members
    21. 2024 AP - Relaunch Ourbeaconhill.ca (incomplete)
    22. 2024 AP - "Hire" Volunteers for ourbeaconhill.ca (incomplete)
    23. 2024 AP - Display our team and individual goals clearly in the office.
  24. Our Team's Most Requested Resources
  25. 2025 Team Game Plan
  26. * NEW *Prop T/X
  27. 2025 Monthly Themes for Blogs, Marketing and Socials
  28. 2025 - Realtor Team Member Role Description
  29. 2025 - OPS and Finance Seat Description
  30. Client Birthday Recognition Process
  31. Home Anniversary Recognition Process
  32. 2025 Wiki Structure for Fundytus Team (in Progress)
  33. 2025 Core Values Speech (In Progress)
  34. Gloucester Dragons Marketing Plan
  35. Ottawa Venues for Client Events
  36. Agent Expectations - 2025 Processes
  37. 2025 Fundytus Team Hiring Guidelines
  38. 2025 - Ideal Realtor Work Week
  39. 2025 - Open House Standards
  40. 2025 - Referral Gift Card Standards
  41. 2025 - 2026 Wiki Update - Table of Contents
  42. 2025 -2026 Beacon Hill Farming Playbook
    1. Beacon Hill Farming Playbook: 1. Purpose and Goals
    2. Beacon hill Farming Playbook: 2. Strategy and Principles
    3. Beacon Hill Farming Playbook: 3.1 - Mass Mailers and Postcards
      1. Playbook: Designing and Sending Seasonal Mailers
2025 - 2026 Wiki Update - Table of Contents {{ currentPage ? currentPage.title : "" }}

🏡 Fundytus Inc. Team Wiki

Welcome & How to Use This Wiki

The Fundytus Inc. Wiki is your go-to guide for how our team works. It’s designed to keep us aligned, consistent, and efficient, whether you’re brand new to the team or a seasoned member.

This wiki contains:

  • Our EOS framework – the structure that guides our team’s vision, accountability, and culture.

  • Playbooks and checklists – practical step-by-step guides to help you complete recurring tasks.

  • Team standards and policies – ensuring we present a consistent, professional brand to our clients and community.

  • Resources and references – from scripts and client guides to recommended books, podcasts, and videos.

🔑 How to Use the Table of Contents

  • The Table of Contents (TOC) is organized into 9 sections.

  • Each section covers a key part of how we operate:

    1. EOS Model & Accountability (our structure and culture)

    2. Branding & Marketing (how we present ourselves)

    3. Website (our digital storefront and lead engine)

    4. Onboarding (guides for joining the team)

    5. Operations (systems, workflows, admin playbooks)

    6. Finance (compensation, budgets, transparency)

    7. Tools & Software (digital + physical tools we use)

    8. Resources (scripts, guides, training, glossary)

    9. Appendices (policies, archives, historical info)

  • Playbooks are linked throughout. If you need step-by-step instructions for something (like posting to social media, submitting a deal, or setting up email), follow the playbook link.

  • Cross-links connect related sections, so you’ll never see duplicate info. For example, “Compensation & Splits” lives in Finance but is referenced in Onboarding.

🌟 Why This Wiki Matters

  • Consistency: Ensures every team member does things the same way, reducing errors.

  • Efficiency: Saves time by providing ready-to-use scripts, checklists, and playbooks.

  • Onboarding: New hires can quickly learn our culture, systems, and processes.

  • Accountability: Aligns with EOS so every seat knows its role and responsibilities.

📌 Tip for new team members:

Start with Section 1 (EOS) to understand how we’re structured, and then move to Section 4 (Onboarding) to get set up with tools and systems.

📌 Tip for current team members:

Bookmark your most used playlists and checklists. Use the Glossary (Section 8.5) if you ever hear a term that you don’t recognize.

1. EOS Model and Accountability Chart

1.1 What is EOS? (Overview of the Entrepreneurial Operating System)

1.2 Our Vision, Mission, and Core Values

1.3 Our Accountability Chart

- Visionary

- Integrator

- Sales and Marketing

- Sales Lead

- Realtors

- Operations

- Finance

1.4 EOS Core Tools We Use

- Vision/Traction Organizer (V/TO)

- Level 10 Meetings

- Leadership Team Level 10

- Sales and Marketing Level 10

- Rocks

- Scorecard

1.5 How EOS Shapes Our Team Culture

2. Branding and Marketing

2.1 Brand Guidelines

- Logo Use

- Colours and Fonts

- Photography and Video Style

- Tone and Voice

2.2 Social Media Presence

- Approved Platforms

- Posting Frequency

- Dos and Don’ts

- Personal vs. Team Accounts

- [Playbook: Creating and Scheduling a Post]

2.3 Marketing Campaigns

- Farm: Beacon Hill North Overview

- Open House Promotions

- Seasonal Campaigns (Ice Cream Day, Titans Games, etc.)

- [Playbook: How to Launch a Farm Campaign]

2.4 Community Presence

- Event Guidelines

- Sponsorships

- Public Speaking Guidelines

- [Playbook: Event Setup and Checklist]

2.5 Measurement and Reporting

- Social Media Metrics

- Lead Tracking from Campaigns

- [Playbook: Monthly Marketing Report Template]

3. Website (nickfundytus.ca)

3.1 Purpose of the Website

- Client Journey

- Role in Lead Generation and SEO

3.2 Updating Content

- Adding/Updating Blog Posts [Playbook]

- Editing Team Bios [Playbook]

- Listing Updates [Playbook]

3.3 SEO and Content Strategy

- Keywords and Tagging

- Internal Linking

- Metadata and Alt Text

3.4 Integrations

- CRM (Follow Up Boss)

- Lead Capture Forms

- Calendar and Contact Forms

3.5 Maintenance and Troubleshooting

- Tech Issues

- Backups and Security

3.6 Future Improvements

- Wishlist Features

- Suggesting Updates

4. Onboarding

4.1 General Onboarding (All Team Members)

- Welcome to Fundytus Inc.

- Our Culture and Core Values

- EOS Basics (link to Section 1)

- Key Systems Setup

- Email

- Google Drive

- Google Chat

- CRM (Follow Up Boss)

- EOS ONE

- Faltour/Nexone

- Monday.com

- Communication Guidelines

- First Week Checklist [Playbook]

4.2 Realtor Onboarding

- Role Overview

- Buyer and Seller Playbooks

- Lead Follow-Up Expectations

- Compensation and Splits (link to Section 6)

- Tools Setup [Playbook: CRM, Lockbox, MLS Access]

4.3 OPS/Finance Onboarding

- Role Overview

- Google Drive Organization

- Finance Systems

- Communication Flow

- Tools Setup [Playbook: Admin/Finance Tools]

4.4 Marketing Onboarding

- Role Overview

- Branding Rules (link to Section 2)

- Social Media Guidelines

- Farm Campaigns

- Tools Setup [Playbook: Canva, Scheduling, Analytics]

4.5 Integrator Onboarding

- Role Overview

- Connecting Visionary to Departments

- Level 10 Meeting Leadership

- EOS Tool Management

5. Operations

5.1 Google Drive Organization

- Folder Structure

- Naming Conventions

- Permissions and Sharing

5.2 Google Chat Communication

- Channels and DMs

- Escalation Protocols

- Etiquette

5.3 File and Document Standards

- Templates

- File Formats

- Version Control

5.4 Task and Workflow Management

- Monday.com Use

- Assigning and Tracking Tasks

- [Playbook: Weekly Task Review Process]

5.5 Administrative Playbooks

- Preparing Listing Documentation [Playbook]

- Processing Deposits [Playbook]

- Coordinating Closings [Playbook]

- Booking Photography/Videography [Playbook]

5.6 Common Troubleshooting

- Drive Access

- Chat Notifications

- Monday.com Sync

6. Finance

6.1 Compensation and Splits

- Realtor Splits Chart

- Sales Lead Splits

- Bonus Structures

6.2 Payroll Overview

- Pay Schedule

- Realtor Pay

- Employee Payroll Basics

6.3 Budgeting and Profit Margins

- Target Margin (20%)

- Annual Budget Overview

- Expense Categories

6.4 EOS Finance Tools

- Scorecard Metrics

- Finance Rocks

6.5 Financial Transparency

- What the Team Sees

- What Leadership Tracks

7. Tools and Software

7.1 Follow Up Boss (CRM)

- Purpose

- Key Features

- [Playbook: Adding a Lead]

- [Playbook: Tracking Lead Follow-Up]

7.2 Google Workspace

- Gmail

- Calendar

- Drive (link to Section 5)

- [Playbook: Sharing Files]

7.3 EOS ONE

- Logging Rocks

- Scorecard Access

- Issues List

7.4 Faltour/Nexone

- Document Management

- Transaction Submissions

- [Playbook: Submitting an Agreement]

7.5 Monday.com

- Task Assignments

- Project Tracking

- [Playbook: Weekly Task Review]

7.6 Marketing Tools (Digital)

- Canva

- Social Scheduling

- Video/Photo Tools

- [Playbook: Creating and Scheduling a Post]

7.7 Physical Tools

- Signage [Playbook: Installing/Removing]

- Lockboxes [Playbook: Placement/Removal Rules]

- Photography Gear (Cameras, Lenses)

- Drones [Playbook: Drone Use and Safety]

- Audio/Visual Gear (Mics, Lighting, Tripods)

- Booking and Usage Rules

7.8 Other Key Platforms

- Lockbox Access Systems

- MLS Tools

8. Resources

8.1 Scripts and Templates (Internal)

- Buyer Scripts

- Seller Scripts

- Objection Handling

- Email Templates

- Flyers and Brochures

8.2 Guides (Client-Facing)

- Buyer Guide

- Seller Guide

- Market Reports

- Event Playbooks (Ice Cream Day, Titans Games, etc.)

8.3 Checklists

- Buyer Journey

- Seller Journey

- Open House

8.4 Training Materials (Internal)

- Realtor Best Practices

- OPS/Admin Processes

- Marketing Guides

- Further Reading & Viewing

- Books

- Podcasts

- Videos

8.5 Glossary of Terms

9. Appendices

9.1 Policies and Compliance

- Royal LePage Brokerage Requirements

- Ontario Real Estate Regulations

- Privacy Policy

- Data Security Guidelines

9.2 HR and Team Policies

- Vacation and Time-Off

- Sick Leave

- Professional Development

9.3 Retired Processes

- Old Listing Workflow

- Past Marketing Campaigns

9.4 Archived Documents

- Old Templates

- Outdated Checklists

9.5 Historical References

- Team History

- Past Accountability Charts

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