Agent onboarding is the process of integrating a new employee into the brokerage by filling out the required paperwork. You can onboard a brand new agent, who is getting adapted to the brokerage lifestyle, or an existing agent, who's paperwork is missing.
Before starting the onboarding process, the onboarding checklist should be created. Please navigate to the Checklists section, where transaction checklist templates are located, and find the Agent Onboarding section. When the onboarding feature is activated for your account it comes with its own simple onboarding process named Simple onboarding, very similar to how the transaction works in terms of the actual checklists.
As we go to the adding task feature, you will see the main difference under the To be completed by drop-down list, which will show the user type options instead of all transaction roles. Tasks in the onboarding checklist can be completed by the account owner, accountant, agent, broker, office administrator, onboardee, TC, team leader, or by a custom role created.
To create a new role, please click the Type role link and assign the required custom role to see it in the drop-down list.
Just like in the transaction checklists you need to give a name to the task, a description if you want, and check the box if the task requires a document. You can set them to be attached or to be created using the forms, by specifying the corresponding onboarding form that you have already saved in your library as an e-signature template.
Onboarding tasks do not have due dates and when you assign the checklist they will appear in the order you set them in the onboarding checklist. If you want to manage their order, please drag the task you want to move and drop it to the appropriate place within your template.
Once your onboarding checklist is ready to be used, you can start the onboarding process. To do this please navigate to the Users section, select the required person, and hit the Start onboarding button from the right-hand side menu.
A new pop up window will open asking you to select the corresponding onboarding checklist.
And once selected, associated users will be auto-populated according to the roles set in your onboarding checklist.
You can also start the onboarding on step 4 of the user creation process.
On the actual user profile level, when onboarding has been started, you will find the new section named onboarding.
When you click on it, you will see the description of when the onboarding has been started, how long the agent has been going through this, information regarding outstanding tasks, and what the current progress is. To open up the onboarding, please click the word onboarding or the more details link.
This is how the agent onboarding looks like from the admin's perspective. As long as you have permission "Can manage users" activated, you can place people in and out of onboarding and manage the onboarding tasks. Depending on if your brokerage has sub-accounts, if your sub-accounts have different names, you will see each of their names shows up, so you can always keep track of which account you onboarding an agent into.
The onboarding checklist looks pretty similar to the transaction checklist. You can upload any document you need using the Upload or Use forms button. If for any reason your agents request an exemption for one of these items, you can exempt this, if you know you already have this or they just don't need this.
What happens from the agent's perspective once we get them into the onboarding status is that the only thing the agent will have access to is our onboarding module. This means that the agent won't be able to create transactions, access the rest of his account no matter what permissions you gave him. And this will stay this way until he completes his onboarding and you finish the onboarding process. An agent will be able to fill out only the tasks assigned to him and the ones assigned to other users will be greyed out. Once he starts getting the documents back in you will see the progress will start to grow up. With that being said, this is not only what happens to the new agents but this is also what happens to the existing ones. Once an agent is ready with the documents, he submits them for review.
To be able to review the documents, you need to access the onboarding module of the required person and hit the Review button from the right-hand side menu or under the Action button.
To complete the onboarding process you need to click the Action button and hit the Finish from the drop-down list. Once this is done agent will be taken out from the onboarding status. When the onboarding is done you can always have access to all paperwork by accessing it through the user profile.
When you started the onboarding process and it was not finished as the agent decided not to proceed with being a member of your team, you can cancel the onboarding. You can do this by selecting the Cancel option under the Action button. When we cancel the process, it will inactivate that person and he won't have access to the Brokermint system.