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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 - Create Consistency in Seller Follow-up
    2. 2024 AP - Create Standards for the Closing Process (Incomplete)
    3. 2024 AP - Clarify what we're measuring
    4. 2024 AP - Hold each other accountable for the actions that we're taking (Incomplete)
    5. 2024 AP - Keep FUB Tight and Well-organized
    6. 2024 AP - Run new ad campaigns
    7. 2024 AP - Refuse Overpriced Listings
    8. 2024 AP - Improve the listing process to be more intentional
    9. 2024 AP - Improve the Buyer Process to be more intentional
    10. 2024 AP - Hire three new Buyer Specialists in 2023. Keep 2
    11. 2024 AP - Revise Marketing Spend for Listings
    12. 2024 AP - Bring 3D Photography In-House
    13. 2024 AP - Launch Weekly Email
    14. 2024 AP - Launch Quarterly Print Newsletter
    15. 2024 AP - Activate Drip Campaign for ALL Leads
    16. 2024 AP - Print Materials for Listing Launch and Closing Baskets
    17. 2024 AP Set standards for sending referrals to team members
    18. 2024 AP - Relaunch Ourbeaconhill.ca (incomplete)
    19. 2024 AP - "Hire" Volunteers for ourbeaconhill.ca (incomplete)
    20. 2024 AP - Display our team and individual goals clearly in the office.
  24. WORK IN PROGRESS: 2025 - 2026 Wiki Update - Table of Contents
    1. 1.EOS Model and Accountability Chart
      1. 1.1 What is EOS? (Overview of the Entrepreneurial Operating System)
      2. 1.2 Our Vision, Mission, and Core Focus
        1. 2025 Core Values Speech *In Progress*
      3. 1.3 Our Accountability Chart
        1. OPS and Finance Seat Description
        2. Realtor Team Member Role Description
      4. 1.4 EOS Core Tools We Use
        1. 1.4.1 L10 Meeting Expectations
      5. 1.5 How EOS Shapes Our Team Culture
    2. 2. Branding and Marketing
      1. 2.1 Brand Guidelines
      2. 2.2 Social Media Presence
        1. Monthly Themes for Blogs, Marketing and Socials
      3. 2.3 Marketing Campaigns
        1. 2.3.1 Farming Beacon Hill
      4. 2.4 Community Presence
        1. Ottawa Venues for Client Events
        2. Gloucester Dragons Marketing Plan
      5. 2.5 Measurement and Reporting
    3. 3. Website (Nickfundytus.ca)
      1. 3.1 Purpose of Website
      2. 3.2 Updating Content
      3. 3.3 SEO and Content Strategy
      4. 3.4 Integrations
      5. 3.5 Maintenance and Troubleshooting
      6. 3.6 Future Improvements
    4. 4. Onboarding
      1. 4.1 General Onboarding (All Team Members)
        1. Fundytus Team Hiring Guidelines
      2. 4.2 Realtor Onboarding
        1. Agent Expectations and Processes
      3. 4.3 OPS/Finance Onboarding
      4. 4.4 Marketing Onboarding
      5. 4.5 Integrator Onboarding
    5. 5. Operations
      1. 5.1 Google Drive Organization
      2. 5.2 Google Chat Communication
      3. 5.3 File and Document Standards
      4. 5.4 Task and Workflow Management
      5. 5.5 Administrative Playbooks
        1. Playbook: Referral Gift Cards Standards
        2. Playbook: 1-Year Home Anniversary Card Standards
        3. Playbook: Client Birthday Card Standards
      6. 5.6 Common Troubleshooting
    6. 6. Finance
      1. 6.1 Compensation and Splits
      2. 6.2 Payroll Overview
      3. 6.3 Budgeting and Profit Margins
      4. 6.4 EOS Finance Tools
      5. 6.5 Financial Transparency
    7. 7. Tools and Software
      1. 7.1 Follow Up Boss (CRM)
        1. 7.1.4 [Playbook: Adding Deals and Checklists]
      2. 7.2 Google Workspace
        1. 7.2.5 [Playbook: Intake Forms and Internal Checklists]
      3. 7.3 EOS One
      4. 7.4 Faltour/Nexone
        1. 7.4.3 Faltour - Transaction Data Entry Standards
      5. Prop T/X
      6. 7.5 Monday.com
      7. 7.6 Marketing Tools (Digital)
      8. 7.7 Physical Tools
      9. 7.8 Other Key Platforms
    8. 8. Resources
      1. 8.1 Scripts and Templates (Internal)
        1. Our Team's Most Requested Resources
      2. 8.2 Guides (Client-Facing)
      3. 8.3 Checklists
        1. Open House Standards
      4. 8.4 Training Materials (Internal)
        1. The Ideal Realtor Work Week
      5. 8.5 Glossary of Terms
    9. 9. Appendices
      1. 9.1 Policies and Compliance
      2. 9.2 HR and Team Policies
        1. 2025 Team Game Plan
      3. 9.3 Retired Processes
        1. 2024 Game Plan
          1. 2024 AP - Set a clear budget (incomplete)
          2. 2024 AP - Prioritize re-marketing and lookalike audiences (incomplete)
          3. 2024 AP - Block time for reverse prospecting
      4. 9.4 Archived Documents
      5. 9.5 Historical References
    10. 2.3 Playbook: Beacon Hill Farm
      1. 1. Purpose and Goals
      2. 2. Strategy and Principles
      3. 3.1 - Mass Mailers and Postcards
        1. Playbook: Seasonal Mailers
      4. 3.2 - Beacon Hill Website
        1. Playbook: Business Profiles/Event Recaps
      5. 3.3 - Social Media
      6. 3.4 - Sponsorships and Community Events
      7. 3.5 - Charity and Fundraising
      8. 3.6 - Local Partnerships
      9. 3.7 - Local Initiatives
      10. 3.8 - Special Projects
      11. 4 - Preparation
      12. 5 - Step-by-Step Execution
      13. 6. Measurement and Reporting
      14. 7 - Roles and Responsibilities
      15. 8 - Future Expansion
      16. 9. Related Resources
7.2.5 [Playbook: Intake Forms and Internal Checklists] {{ currentPage ? currentPage.title : "" }}

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).

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