Summary

This describes the key steps that a Realtor will need to take when joining the team. Feel free to use this linked checklist to keep yourself on track.

Steps

• Review Buyer Specialist Contract and sign after discussion with Nick - Store in shared Google Drive

• Review Splits Sheet and sign after discussion with Nick - Store in shared Google Drive

• Get your headshot updated by our team videographer

• Create your personal database. You can use this format if you like.

• Save your personal database in our shared Google Drive and share it with Nick.

• Write out your goals

• Apps and Tools (sign up and get familiar with)

  • LastPass - add to your Chrome Browser and start collecting work passwords

  • Google Suite

    • Gmail - log in to your @nickfundytus.ca account

      • Set up your email signature to coordinate with the team

      • Set up email forwarding from your previous account <external link>

    • YouTube - ask to be added as a contributor

    • Spaces/Chat

    • Docs

    • Sheets

    • Meet

    • Calendar

      • Subscribe to team’s calendars and share yours

      • Set up recurring schedules

  • Wiki - Read the Onboarding section of our wiki for general training and understand those items as well as the Buyer Specialist-specific sections. Go ahead and browse the rest.

  • CRM - Follow Up Boss

    • Log in using your @nickfundytus.ca account

    • Download mobile app and sign in

    • Check that you have dialer set up and note the number

    • Set up your voicemail

    • Set up your email signature and profile photo

    • Set up your smart lists

    • Check that you are set up with a Bombbomb integration for video emails.

    • Sign up for and complete Conversion University Course

    • Take FUB Course

    • Download a copy of our team’s FUB Handbook

  • Monday.com

    • Log in with your @nickfundytus.ca account

    • Download mobile app and sign in

    • Take a tour with our team to get familiar with boards

    • Add the address of your to-do board to your Gmail and mail on your phone

    • Complete the Monday.com onboarding board.

• Read procedures for Weekly Content Roundup. Decide with Nick what your contribution will be if you would like to have a section of your own.

• Order business cards

• Get access to wikiful as an editor

• Add to website

• Obtain any necessary brokerage logins

• Set up phone/tablet with FUB, Monday and Google Apps

• Review how to turn in contracts

• Review FINTRAC requirements

• Review agent responsibilities to generate business

• Get keys to Brokerage/Team offices

• Discuss basic safety for agents

• Send agent paperwork to appropriate parties at the office

• Set up 30/60/90 day review (calendar invites)

• Suggested Reading. We have a copy of all of these in the office.

  • SOLD by David W Greene

  • Prospect by Brian Icenhower

  • The High Performing Real Estate Team by Brian Icenhower

  • Exactly What to Say for Real Estate Agents by Phil Jones, Chris Smith and Jimmy Mackin

2025 Update

Version: Draft v1.0 — July 17, 2025

Purpose

Give every new Realtor on the Fundytus Team a clear, step‑by‑step path from Day 0 (offer accepted) through their first 90 days in production, aligned with:

• Our EOS® operating rhythm

• Local Ontario/RECO compliance

• The core tech stack we run: Follow Up Boss, Monday.com, Google Workspace, and supporting brokerage systems.

This document is designed for use inside our Wikiful knowledge base and links out to the detailed SOP pages already in the wiki (setup, scripts, forms, videos).

Who This Guide Is For

• Newly hired or transitioning licensed Realtors joining the Fundytus Team in a Realtor seat (focus: buyer & tenant clients; limited or no listing responsibilities unless specifically approved).

• Returning team members who need a refresher or re‑immersion after time away.

• Leaders / mentors (Nick, Karim, Sales Manager) who will coach, shadow, and review progress at 30/60/90 day checkpoints.

High‑Level Outcomes by 90 Days

By the end of the first 90 days, a Realtor should be able to:

1. Generate & convert new buyer opportunities from SOI + team sources; hold a skilled Buyer Consultation; secure a signed Buyer Representation Agreement; and guide clients to accepted offers.

2. Operate independently in Follow Up Boss (lead response, smart lists, tagging, dialer, video email) and Monday.com (personal task board, transaction coordination handoffs, Rocks/tasks alignment).

3. Follow the Fundytus Buyer Pathway from lead → consult → BRA & pre‑approval → active search/showings → offer/negotiation → conditional → firm → closing/post‑close nurture, using the wiki SOP links at each stage.

4. Participate fully in EOS rhythms (Sales Level 10, Scorecard updates, Quarterly Conversations) and understand their seat on the Accountability Chart.

5. Stay compliant with brokerage file requirements, FINTRAC, RECO representation rules, and accurate document delivery.

Table of Contents

1. Role Snapshot: Buyer Specialist Seat

2. EOS Context: Where This Seat Fits & How We Meet

3. 30/60/90 At‑A‑Glance

4. Preboarding (Before Day 1)

5. Day 1 Orientation

6. Week 1 Core Systems Setup

7. Training Modules by Buyer Pipeline Stage

8. Daily / Weekly Success Activities

9. Production & Lead Mix Expectations

10. Compliance & Risk (Ontario / RECO / Brokerage)

11. Tool Quick‑Starts

12. Metrics & Scorecard

13. Coaching Touchpoints & Reviews

14. Required & Recommended Reading / Courses

15. Appendix: Link Library to Wiki SOPs

1. Role Snapshot: Buyer Specialist Seat

Below is a condensed version of the Buyer Specialist job duties already documented in our wiki. Use this as your quick reference; click through for full detail.

Key Roles from the Accountability Chart

Anyone sitting in the Realtor seat is responsible for:

• Prospecting for New Business

• Converting leads to prospects, and then prospects to clients

• Showings/Contracts/Client Service

• Generating Referrals

• LMA - Leading/Management and Accountability

Core Responsibilities

• Prospect & convert buyer (and seller) leads; close for buyer agency agreements.

• Conduct needs analysis; ensure mortgage pre‑qualification.

• Identify, schedule & show properties; refine search criteria.

• Write, submit & negotiate offers; manage inspections & repair negotiations.

• Educate clients on process, pricing & local market; respond promptly; maintain communication & CRM notes; reinforce team concept.

• Attend team meetings; preview homes; host open houses as directed.

• Collaborate with admin/transaction team from offer to close; keep lead agent informed.

• Track activities & results in team systems. (FUB, Monday, Google Suite)

2. EOS Context: Where This Seat Fits & How We Meet

We run on the Entrepreneurial Operating System® (EOS) — a simple set of tools for gaining Vision, Traction, and Healthy team dynamics. For the Buyer Specialist seat, EOS shows up in three critical ways:

1. Accountability Chart: Clarifies who you report to (Lead Buyer’s Agent / Sales Manager) and what measurable outcomes live in your seat.

2. Meeting Pulse: Weekly Sales Level 10 Meeting for IDS (Identify‑Discuss‑Solve), Scorecard review, customer/people headlines, and Rocks status.

3. People Tools: Quarterly Conversations & 5‑5‑5, plus clarity around Core Values, GWC (Get It / Want It / Capacity), and Right Person Right Seat reviews.

   These rhythms keep expectations clear and surface issues fast — a proven EOS implementation best practice for real estate teams scaling production.

3. 30/60/90 At‑A‑Glance

Milestone Targets (Customize per agent experience level; use Onboarding Checklist to assign tasks & track completion.)

4. Preboarding (Before Day 1)

Goal: Remove admin friction so first week focuses on learning & lead response.

Paperwork & Identity

• Review & sign Buyer Specialist Contract + Splits Sheet with Nick; store in Shared Google Drive.

• Update professional headshot (team videographer).

• Enter legal/licensing info with brokerage; secure office/lockbox access & keys.

• Send agent paperwork to brokerage admin (RLP Performance Realty).

Personal Database Prep

• Export SOI from prior systems; cleanse & dedupe; load into template spreadsheet; share to team Drive for import to FUB.

• Tag warm prospects needing consult in first 30 days.

Accounts Provisioning

• Team email (@nickfundytus.ca) + signature block; forwarding rules from old email.

• Google Workspace apps (Gmail, Calendar, Drive, Docs, Sheets, Meet, Chat/Spaces).

• LastPass install; begin capturing work passwords.

• Wikiful editor access; review Onboarding section + Buyer Specialist content.

Scheduling

• Add team shared calendars; block Daily Check‑ins, Weekly Level 10, Prospecting Power Hours, personal lead gen blocks, coaching calls.

Reading (Optional pre‑start)

• Prospect (Icenhower); High Performing Real Estate Team (Icenhower); Exactly What to Say for Real Estate Agents (Jones/Smith/Mackin).

5. Day 1 Orientation

Checklist for your live kickoff meeting (Nick + Ops + Mentor):

• Welcome; review team mission, core values & culture expectations.

• Confirm signed contract, splits, licensing compliance status.

• Tech round‑trip: verify logins to email, FUB, Monday, mobile apps, dialer, BombBomb integration, Google Drive folder access.

• Quick tour of wiki navigation; show how SOP links map to onboarding tasks.

• Confirm Daily Check‑in & Level 10 meeting times; review how to escalate help via Google Chat

• Assign mentor/shadow schedule for first two weeks (buyer consult, showings, offer writing).

• Activate Google Sheet + initial due dates.

6. Week 1 Core Systems Setup

You are not in production until your tools are. Complete these steps and mark them done in your onboarding sheet.

1. Follow Up Boss (FUB)

• Accept invite; create account; mobile app install.

• Confirm dialer & voicemail; profile photo; email signature.

• Connect BombBomb for video email.

• Load/import SOI CSV; apply team tag schema; build initial Smart Lists (New Leads, Hot Buyers, Nurtures, Past Clients/SOI).

• Complete FUB Getting Started + Conversion University modules; download team FUB Handbook. (help.followupboss.com, help.followupboss.com, wikiful.com)

2. EOS Website

• Accept invite, create account

3. Monday.com

• Tour with Nick or OPS/Finance

• Tour core boards: Scorecard, ABI Board, RBI Board

3. Google Workspace

• Confirm @nickfundytus.ca email signature matches team standard; set forwarding; subscribe to team calendars.

• Sync mobile calendar; set recurring prospecting blocks.

• Create personal DB sheet in Drive; share w/ Nick for FUB import.

• Ensure Drive folder permissions for transactions & marketing assets.

4. Brokerage / Regulatory Setup

• Brokerage logins (OREB/Matrix MLS, Webforms, NexOne/Faltour for deal paperwork, ShowingTime).

• Review FINTRAC ID collection procedure & storage.

• Review how and when to submit deals for compliance.

7. Training Modules by Buyer Pipeline Stage

Each module maps to a Buyer Pathway Stage in our wiki. Work through them in order; log completion in onboarding Checklist

Stage 0: Buyer Opportunity (Lead)

Objective: Respond fast; classify; set appointment.

Resources: FUB lead routing & alerts; Smart Lists; 7 x 7 touch program; scripts (Karim); Speed to Lead talk track.

Complete When: You’ve responded to 10 new team leads under 5 min avg & logged outcome.

Stage 1: Buyer Lead Contacted, Trying to Convert (A, B or C Prospect)

Objective: Deliver Buyer Presentation; explain process; secure Buyer Representation Agreement (BRA); initiate lender referral for pre‑approval.

Resources: Buyer Presentation (2024); Getting the Buyer Rep & Pre‑Approval SOP; RECO guidance on representation agreements; ABR® course content for deep skills.

Complete When: 3 signed BRA with properly stored docs in Drive + FUB.

Stage 2: Buyer Client (Has active Buyer Representation Agreement)

Objective: Set up searches; schedule & show homes; refine criteria; educate on market & pricing.

Resources: Booking Showings SOP; Communicating Showings SOP; Preview Homes; local market update materials.

Complete When: Logged 10 showings across 3+ clients; client feedback notes recorded in FUB.

Stage 3: Buyer Conditionally Accepted Offer

Objective: Draft, present & negotiate competitive offers; discuss strategy; manage conditions & timelines; coordinate inspections.

Resources: How to Write an Offer (Karim script); Agreement of Purchase & Sale training; Inspection & repair negotiation notes; Daily Check‑in for active offers.

Complete When: 5 written offers reviewed by mentor; 2 accepted.

Stage 4: Buyer Firm and Pending

Objective: Track condition deadlines; collect deposit; coordinate inspections, financing, insurance; deliver docs to lawyer & mortgage broker; update client.

Resources: Buyer Conditionally Accepted SOP; Depositing Cheque; Receipt of Funds; Sending Docs to Lawyer/Mortgage Broker; Brokerage compliance checklist.

Complete When: 2 files cleared to firm with no missing signatures/documents

Stage 5: Buyer Closed and Stage 6: Past Client

Objective: Ensure smooth closing, key exchange, client celebration & database retention for future referrals.

Resources: Final Walkthrough SOP; Client Birthday/Anniversary Recognition processes; Database marketing (Weekly Content Roundup contribution).

Complete When: 2 closed files w/ post‑close outreach logged & tagged.

8. Daily / Weekly Success Activities

Your calendar drives your income. Use this as a weekly planning template.

Daily (Workdays)

• AM Daily Check‑in (priorities, hot clients, obstacles).

• 60‑90 min Prospecting/Lead Gen block (calls, texts w/ intent to call, personal notes, pop‑bys, video emails, social touches; aim toward 3‑2‑1 goal pattern).

• Lead Conversion Follow‑ups (get to yes/no; set Buyer Consult).

• Showings / Client Service blocks (after prospecting).

• Offer writing / negotiation as needed (highest and best value work).

• Skill / education (short daily reps).

• Log all touches & notes in FUB; capture tasks in Monday.

Weekly

• Prepare Scorecard metrics before Weekly Sales Level 10.

• Preview homes to sharpen market knowledge.

• Attend team meeting / training.

• Host or staff an Open House when scheduled (lead gen).

• Update personal database birthdays; check with OPS

  Framework derived from Fundytus daily activity guidance + FUB onboarding best practices

9. Production & Lead Mix Expectations

We track lead source balance to support growth and fairness:

• Team‑Generated Leads: Sign calls, online inquiries, marketing campaigns where lead would not exist “but for” team listings/marketing.

• Agent‑Generated Leads: Your SOI, prospecting (FSBO, Expireds, community outreach, events), and any listings you originate.

• Target: Over time you should match team‑generated closed transactions with an equal number from your own efforts. Helps build durable business

• All sourcing, conversion stages & outcomes must be logged in FUB and visible on Monday dashboards for scorecarding.

10. Compliance & Risk (Ontario / RECO / Brokerage)

Buyer Representation Agreement (BRA)

Ontario requires clear written representation agreements outlining services, duties, compensation, duration & cancellation terms; review these carefully with clients before touring extensively. Store signed copies in compliant brokerage file (Drive + NexOne).

Identity Verification & Financial Reporting

Collect and securely store FINTRAC identification as per federal anti‑money‑laundering regulations; follow team FINTRAC upload SOP in NexOne.

Brokerage File Compliance

Submit all executed agreements, waivers, amendments, deposits, and trade record sheets promptly to brokerage for review; use our wiki “What Forms Are Sent Where,” “Creating a Client/Deal in NexOne,” and “File Naming Conventions” SOPs.

Agency & Fiduciary Duties Training

Enroll in ABR® (Accredited Buyer’s Representative) coursework (REIC / NAR) to deepen buyer advocacy, negotiation, and agency disclosure skills aligned with regulatory standards.

11. Tool Quick‑Starts

Short operational primers; see linked SOPs in Appendix for screenshots & video walkthroughs.

Follow Up Boss Quick‑Start

1. Accept invite; create password.

2. Mobile app install; enable notifications.

3. Set dialer #; record voicemail.

4. Upload photo & signature; connect email.

5. Import CSV; tag per team schema; build Smart Lists.

6. Send first BombBomb video email test.

7. Complete Getting Started + Accelerated Success (if enrolled). (help.followupboss.com, help.followupboss.com, followupboss.com)

Monday.com Quick‑Start

1. Login; join Agent Onboarding Board.

2. Review Buyer Pipeline template; learn status columns (Lead, Consult, Active, Offer, Firm, Closed).

3. Add personal task board & mobile shortcuts.

4. Automations: email → item, due date reminders, mirrored FUB IDs.

5. Use dashboards to visualize Rocks & KPIs. (monday.com, monday.com, wikiful.com)

Google Workspace Quick‑Start

1. Activate @nickfundytus.ca; load signature template.

2. Subscribe to Team Calendars; color‑code personal vs team.

3. Create Buyer Resource folder in Drive; grant team access.

4. Use Meet links in calendar invites for virtual consults.

5. Use Shared Drives for transaction docs (permissions!). (wikiful.com, wikiful.com)

12. Metrics & Scorecard

We review these weekly in Level 10 and quarterly in performance reviews. Customize numeric targets per experience level.

Activity Metrics (Leading Indicators)

• Outbound prospecting minutes/day (target 60+ during ramp).

• Conversations (voice) / day.

• New Appointments Set / week.

• Buyer Consults Held / week.

• Response time to new leads (avg mins).

• Daily CRM updates completed (Y/N).

Conversion Metrics (Lagging Indicators)

• Buyer Rep Agreements signed.

• Offers written.

• Acceptance rate (% offers accepted).

• Closings (units & GCI).

• Lead Source mix: Team vs Agent generated.

Track in FUB; sync to Monday dashboards; review in Daily Check‑ins & Weekly L10. Adapted from FUB KPI guidance + Fundytus production expectations. (followupboss.com, wikiful.com, wikiful.com)

13. Coaching Touchpoints & Reviews

Structured coaching reduces ramp time and turnover. Use calendar invites.

14. Required & Recommended Reading / Courses

Required (during first 30 days unless already completed):

• Follow Up Boss Conversion University.

• Fundytus Team FUB Handbook.

• Read Onboarding section of wiki + Buyer Specialist Job Description.

• Review RECO guide to Representation Agreements (focus on BRA conversation).

• Traction (Wickman)

Recommended (within 90 days):

• ABR® (Accredited Buyer’s Representative) course (REIC/NAR).

• Prospect & The High Performing Real Estate Team (Brian Icenhower).

• Exactly What to Say for Real Estate Agents (Jones/Smith/Mackin).

• Get a Grip (Wickman)

15. Appendix: Link Library to Wiki SOPs

Tip: When you paste this section into Wikiful, convert each bullet into an internal link using the Wikiful UI (use the search box to link to the existing page IDs). The bullets below mirror current wiki page titles; if titles change, update here.

Core Role Docs

• [[Job Description - Buyer Specialist]]

• [[Buyer Specialist - What Do I Do Every Day?]]

• [[Buyer Specialist - Contract and Splits Chart]]

• [[Schedule - Buyer Specialist - Typical Week]]

Onboarding Essentials

• [[Realtor - New Team Member Onboarding (2023)]]

• [[Training: Organizational Chart]]

• [[Training: Daily Check Ins and Level 10 Meetings]]

• [[Training: Goal Setting]]

• [[Training: Periodic Review]]

Buyer Pipeline SOPs

• [[Buyer Presentation (2024)]]

• [[Getting The Buyer Rep and Pre-Approval]]

• [[Buyer Specialist - Clients - Showings - Booking Showings]]

• [[Buyer Specialist - Clients - Showings - Communicating Showings With Clients]]

• [[Karim - How to Write an Offer]]

• [[Forms You Will Need - Buyer]]

• [[Buyer Conditionally Accepted]]

• [[Completing a Receipt of Funds]]

• [[Sending Documents to the Lawyer & Mortgage Broker]]

• [[Final Walkthrough - How to Schedule]]

Compliance & Brokerage Tools

• [[Creating a client, listing or deal the right way (NexOne)]]

• [[How to Create and Upload FINTRAC Forms]]

• [[File Naming Conventions When Uploading]]

• [[What Forms Are Sent Where]]

Productivity & Marketing

• [[Prospecting - Power Hours 2024]]

• [[Weekly Content Roundup Procedures]]

• [[Client Birthday Recognition Process]]

• [[Home Anniversary Recognition Process]]

(Expand list as wiki evolves; see main wiki index for additional resources.) (wikiful.com, wikiful.com, wikiful.com)

Implementation Notes (for Admin Only – delete before publishing if not needed)

• Duplicate this page into Wikiful under Further Learning → Onboarding for New Team Members.

• Replace bracketed items with true internal links.

• Confirm all external Google Doc links are permissioned viewable by @nickfundytus.ca domain.

• Add a progress checkbox table at top (can embed Google Sheet or Monday form).

• Review yearly for updates (licensing, forms, tech stack). (wikiful.com, monday.com)