Real estate agency · People and operations
New agent onboarding
Get a new agent from signed contract to working with clients alone, with every check done and nothing left to memory. The new agent completes their own steps through a shared link, an AI agent drafts a personal training plan, and no solo client work starts before the managing broker signs off.
- Duration: 4 to 8 weeks
- How often: For every new agent
- Steps: 10 steps
- AI agents: 1 AI agent
- Approvals: 1 approval
Free plan, no credit card needed.
What changes with this template
Without it
New agents spend their first week waiting for logins.
Training depends on who has time that week.
A new agent meets a seller alone before anyone has seen them work.
Licence details sit in an email nobody can find.
With it
Email, CRM and portal access are set up on day 1, from a checklist.
Each new agent has a written plan with a mentor and shadowing dates.
Solo client work stays locked until the managing broker signs off.
The licence check and its expiry date are on the run.
The template, step by step
Each step says who does it: someone on your team, an AI agent, or the client through a shared link. An approval keeps every later step locked until it is given.
- Done by your team
- Done by an AI agent
- Done by the client, through a shared link
Starts when
A new agent signs their contract. The office administrator starts a run with the agent's name, the start date and the mentor.
- 1
Open the onboarding and share the new agent link
Before day 1Office administrator · Team
Fill in the start date and the mentor, and send the new agent the shared run link with what to prepare before day 1.
Checklist
- Signed contract saved
- Mentor assigned
- Shared link sent to the new agent
Fields to fill in
- Agent name (required)
- Agent email (required)
- Start date (required)
- Mentor (required)
- 2
Share your details and experience
Before day 1New agent · Shared link
Through the shared link, the new agent shares a link to their licence or registration where your market requires one, describes the areas and property types they know, and lists what they want to learn first.
Checklist
- Licence or registration shared where required
- Profile photo shared as a link
- Code of conduct read
Fields to fill in
- Link to your licence or registration
- Areas and property types you know (required)
- Experience so far (required)
- What you want to learn first
- 3
Check the licence and set up the systems
Day 1Office administrator · Team
Check the licence or registration as your rules require, and set up email, the CRM, the portal profile and office access. If the licence check is not clear, mark the run blocked and note why.
Checklist
- Licence or registration checked
- Email and CRM access working
- Website and portal profile created
- Office and key access given
Fields to fill in
- Licence check result (required)
- Licence expiry date
- 4
Draft the training plan
Day 2Training planner · AI agent
The training planner drafts a personal plan for the first weeks from the new agent's experience and wishes and your training modules: what to learn, which viewings and appointments to shadow, and by when.
Fields to fill in
- Draft training plan (required)
Checked by: The mentor agent corrects and agrees the plan with the new agent in step 5.
- 5
Agree the training plan
Days 2 to 3Mentor agent · Team
Go through the draft with the new agent, correct it and set the dates for the shadowed viewings and appointments.
Checklist
- Plan fits the agent's experience
- Shadowing dates set
- Compliance training included
Fields to fill in
- Changes to the plan
- 6
Shadow viewings and appointments
Weeks 1 to 3Mentor agent · Team
Take the new agent to viewings, a listing appointment and an offer conversation, and record what went well and what to practise.
Checklist
- At least three viewings shadowed
- One listing appointment shadowed
- Compliance rules walked through
Fields to fill in
- Feedback for the new agent (required)
- Ready to lead under supervision (required)
- 7
Complete your training
Weeks 2 to 4New agent · Shared link
Through the shared link, the new agent ticks off the training modules, rates how ready they feel and notes what they still need help with.
Checklist
- Compliance training done
- CRM and transaction process training done
- Pricing and comparables training done
Fields to fill in
- How ready do you feel? (required)
- What you still need help with
- 8
Lead a supervised appointment
Weeks 3 to 6Mentor agent · Team
Let the new agent lead a viewing and a listing appointment with you present, and record how it went.
Checklist
- Viewing led by the new agent
- Listing appointment led by the new agent
- Feedback given the same day
Fields to fill in
- Date of the supervised appointment (required)
- Mentor's assessment (required)
- 9
Sign off to work alone
Weeks 4 to 8Managing broker · Team
Review the checks, the training and the mentor's assessment, and decide whether the new agent can work with clients alone.
Checklist
- Licence and systems in order
- Training plan completed
- Mentor recommends sign-off
Fields to fill in
- Broker note
Approval: Solo client work stays locked until the managing broker signs off.
- 10
Announce the new agent
Day after sign-offOffice administrator · Team
Publish the agent's profile on your website and the portals, add them to the lead rotation and tell the team.
Checklist
- Profile live on the website
- Added to the lead rotation
- Team told
Fields to fill in
- First solo appointment
Done when
The new agent's licence or registration is checked where your market requires one, their systems work, the training plan is complete and the managing broker has signed them off to work alone.
Make it yours. Rename steps, change owners and add checklist items, fields or approvals. The template is a starting point for the way your team works.
The AI agents in this template
An agent only works on its own steps, and a person on your team checks what it did. Anything an agent writes to a connected app waits for approval unless you allow it.
Training planner
Turns the new agent's experience and your training modules into a first personal training plan.
What it does
- Reads the new agent's answers and the start date on the run
- Uses the training modules listed in its step instructions
- Writes the draft plan into its step
- Completes its step, so the mentor can agree the plan with the new agent
Checked by: The mentor agent corrects and agrees the plan with the new agent in step 5.
Questions this template answers
Have the licence check, the systems and a training plan ready before the first client conversation, and let the agent do their part before day 1. Steps 1 to 3 cover the paperwork and the systems, and the new agent completes step 2 through the shared link before they start.
Compliance, your transaction process, pricing and comparables, and shadowed viewings and listing appointments, matched to the agent's experience. In step 4 the training planner drafts it from the agent's answers, and in step 5 the mentor agrees it with them.
Let AI turn the new agent's experience and your training modules into a first personal plan, and leave the final plan to the mentor. In step 4 the training planner drafts the plan, and in step 5 the mentor agent corrects it with the new agent.
Check the licence or registration your market requires on day 1, and hold the onboarding if it is not clear. Step 3 records the check and the expiry date, and the run is marked blocked when something is wrong.
When the training is done and they have led appointments under supervision, not on a fixed date. Step 9 is an approval gate: solo client work stays locked until the managing broker reviews the mentor's assessment and signs off.
Take them along first, then let them lead with you present, and give feedback the same day. Steps 6 and 8 record the shadowed and the supervised appointments, with the mentor's feedback on each.
Run this workflow in OKiDO
Set up the steps, owners and approvals once, then start a run for every new case.