Purpose

To ensure that every new client has both a Client Intake Form and an Internal Checklist created, stored, and linked properly. These tools allow the team to collect key information, stay consistent, and track progress throughout the client journey.

When to Use

• Immediately after a new deal is created in Follow Up Boss (FUB).

• Applies to both Buyer Representation Agreements and Listing Agreements.

Step-by-Step Instructions

Step 1: Create the Client Intake Form

1. Go to the Google Sheet Intake Form Template (stored in Google Drive → Templates).

2. Make a Copy of the template.

   • Rename the file: Client Intake – [Client Last Name, First Name] – [Property Address].

3. Move the copy into the client’s Google Drive folder:

   • Google Drive → Clients → [Client Last Name, First Name] → Intake.

4. Open the client’s Deal Card in FUB.

   • Paste the Google Sheet link into the Deal Card under “Files & Links.”

5. Share the form with the client/prospect.

   • Adjust permissions so they can view and edit their own responses.

Step 2: Create the Internal Checklist

1. Go to the Google Sheet Internal Checklist Template (stored in Google Drive → Templates).

2. Make a Copy of the template.

   • Rename the file: Internal Checklist – [Client Last Name, First Name] – [Property Address].

3. Move the copy into the client’s Google Drive folder:

   • Google Drive → Clients → [Client Last Name, First Name] → Checklist.

4. Open the client’s Deal Card in FUB.

   • Paste the Google Sheet link into the Deal Card under “Files & Links.”

5. Because of how Google Drive is shared across the team, the checklist is automatically available to all team members.

Roles and Responsibilities

• Realtors: Create intake form and internal checklist when adding a deal.

• Ops/Finance: Spot-check that both documents are present and linked in the deal card.

  • OPS - Get involved at Buyer internal checklist at Conditional stage

  • OPS - Get involved at Seller internal checklist at Winning the Listing stage

  • OPS is ultimately responsible for maintenance and that it gets followed.

• Integrator: Reviews processes in Level 10s to ensure compliance.

Checklist

✅ Client Intake Form copied, renamed, and stored in client folder.

✅ Intake Form linked to FUB Deal Card.

✅ Intake Form shared with client/prospect.

✅ Internal Checklist copied, renamed, and stored in client folder.

✅ Internal Checklist linked to FUB Deal Card.

✅ Checklist visible to whole team (via shared Drive).