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Agent onboarding checklist for a transaction coordinator
What a transaction coordinator collects from a new agent before the first file: brokerage, forms, systems, contacts and the paperwork the brokerage demands before a file goes for review.
Agent onboarding checklist for a transaction coordinator
CSV · 5 KB · 22 rows · No sign-up required
For transaction coordinators taking on a new agent client. Opens in Excel, Google Sheets or Numbers.
What's in it
Each row is one thing to collect or confirm, grouped by section, with why it matters and where it usually comes from. Fill it once per agent and keep it with their files.
The article that walks through each item, Agent onboarding checklist for a transaction coordinator, is coming to the blog.
Every row
The full checklist, as it is in the file. Scroll sideways on a small screen.
| Part | Item | Answer | Why it matters | Where the answer lives | Agreed on | Agreed with |
|---|---|---|---|---|---|---|
| A. Ownership and access | Brokerage system: [SkySlope / dotloop / Transact / other], and your own account in it | Your own account puts your name on the Log, not the agent's. | Brokerage system | |||
| A. Ownership and access | How the agent will give you each file: [TC Access on / Add to my team / per-file share] | SkySlope shares one file at a time; dotloop's Add to my team is permanent. | Brokerage system | |||
| A. Ownership and access | E-sign platform: [dotloop / Docusign / Form Simplicity / other] and who prepares envelopes | Decides who is on the envelope and whose account sends it. | E-sign platform | |||
| A. Ownership and access | MLS: [board], [whether you have a login], [Broker Load Access or equivalent form signed] | Listing entry needs a login and, in some markets, a signed access form. | MLS and agent profile | |||
| A. Ownership and access | Lockbox and showing access: [Supra / combo], [who schedules inspections] | Without it nobody can schedule the inspection. | Agent profile | |||
| A. Ownership and access | Agent profile, asked once: [license number], [brokerage license number], [office address], [team and split] | Needed on every file and never changes between files. | Agent profile | |||
| A. Ownership and access | Preferred vendors: [title or escrow], [home and WDO inspectors, three each], [insurance], [sign company] | Three per trade so the client has a choice. | Agent profile | |||
| B. Communication preferences | Channel for routine updates: [email / text / call / the brokerage system], and for urgent ones | Stops urgent items sitting in the channel the agent checks weekly. | Agent profile | |||
| B. Communication preferences | Hours the agent answers, and when a late message waits until morning | Sets the cut-off after which a message waits. | Agent profile | |||
| B. Communication preferences | Update cadence: [every milestone / weekly summary / only when something needs the agent] | Prevents both silence and noise. | Agent profile | |||
| B. Communication preferences | Who is copied on client threads: [agent always / agent on money and dates only / nobody] | Decides what the agent reads and what they trust you with. | Agent profile | |||
| B. Communication preferences | How you are introduced to the client, and by whom: [agent sends the intro / you send it] | The client learns who you are before you ask them for anything. | Agent profile and email template | |||
| B. Communication preferences | What the agent never wants sent without reading it first: [free text] | The agent's own red line, in their words. | Approval worksheet | |||
| C. Approval boundaries | You send without asking: [scheduling confirmations], [document reminders], [status updates] | Routine messages the agent does not need to see. | Approval worksheet | |||
| C. Approval boundaries | You draft and the agent sends: [anything about money], [contract terms], [a deadline that moves], [bad news] | Money, terms, moving dates and bad news always wait for a person. | Approval worksheet | |||
| C. Approval boundaries | You never touch: [negotiating], [advising on price or terms], [explaining a contract clause to a client] | The unlicensed-activity line for your state. | Approval worksheet | |||
| C. Approval boundaries | Orders you may place: [inspections], [title], [home warranty], [sign down], and from which vendors | An order placed without authority is a bill the agent did not expect. | Approval worksheet | |||
| C. Approval boundaries | Signing: [you prepare envelopes], [you send them], [agent sends everything] | Decides who presses Send on an envelope. | Approval worksheet and e-sign platform | |||
| D. Brokerage submission rules | Compliance contact at the brokerage: [name], [email], [phone] | The person who answers when a file is returned. | Brokerage system | |||
| D. Brokerage submission rules | Who submits the file for review: [agent / you], and what must be in it before anyone can | The brokerage's rule, which the vendor's help page does not know. | Brokerage system | |||
| D. Brokerage submission rules | When the brokerage wants the file opened: [within 24 hours of the effective date / other] | The clock the first task runs on. | Brokerage policy | |||
| D. Brokerage submission rules | How you are paid: [disbursement at closing through title / invoiced to the agent / by the broker], and the cancellation fee | Decides whether title, the agent or the broker pays, and what a dead deal costs. | TC agreement |
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Agent onboarding checklist for a transaction coordinator, DeedSpring, https://deedspring.com/templates/agent-onboarding-checklist