New Agent Onboarding Checklist
A structured onboarding checklist ensures that every new agent receives a consistent, comprehensive introduction to your team. This systematic approach reduces the time to productivity while ensuring all critical knowledge, skills, and cultural elements are effectively transferred.
How to Use This Checklist
- Customize for your organization: Adapt this template to reflect your specific systems, processes, and expectations
- Assign responsibilities: Identify who will manage each component of the onboarding process
- Set timeframes: Establish clear deadlines for each element
- Track completion: Document when each item is completed
- Gather feedback: Ask new agents about their experience to continuously improve
Pre-Start Preparation (1-2 Weeks Before Start Date)
| Task | Owner | Due Date | Notes | Complete |
|---|---|---|---|---|
| License & Legal Setup | ||||
| Confirm license activation/transfer status | Operations | □ | ||
| Complete independent contractor agreement | Team Leader | □ | ||
| Complete company onboarding paperwork | Operations | □ | ||
| Process E&O insurance | Operations | □ | ||
| Obtain board/MLS membership | Operations | □ | ||
| Technology Setup | ||||
| Create email account | IT/Admin | □ | ||
| Set up CRM access | IT/Admin | □ | ||
| Configure transaction management system | IT/Admin | □ | ||
| Create access to team resources/drives | IT/Admin | □ | ||
| Order business cards and marketing materials | Admin | □ | ||
| Welcome & Communication | ||||
| Send welcome email with start details | Team Leader | □ | ||
| Provide pre-boarding materials | Training Manager | □ | ||
| Assign mentor/buddy | Team Leader | □ | ||
| Schedule first-week calendar | Admin | □ | ||
| Announce new team member to team | Team Leader | □ | ||
| First Day Preparation | ||||
| Prepare workspace | Admin | □ | ||
| Assemble welcome package | Admin | □ | ||
| Prepare system login credentials | IT/Admin | □ | ||
| Create first-day agenda | Training Manager | □ | ||
| Schedule team introduction | Admin | □ |
First Week Orientation (Week 1)
| Task | Owner | Due Date | Notes | Complete |
|---|---|---|---|---|
| Day 1: Welcome & Introduction | ||||
| Team welcome and office tour | Team Leader | □ | ||
| Review team culture and values | Team Leader | □ | ||
| Complete remaining paperwork | Admin | □ | ||
| Technology account setup and testing | IT/Admin | □ | ||
| Review first-week schedule | Training Manager | □ | ||
| Meet assigned mentor/buddy | Mentor | □ | ||
| Days 2-3: Systems & Processes | ||||
| Email and communication protocols | Training Manager | □ | ||
| CRM training and setup | Training Manager | □ | ||
| Transaction management system overview | Training Manager | □ | ||
| Team meeting structure and expectations | Team Leader | □ | ||
| Essential tools and resources introduction | Training Manager | □ | ||
| Review of daily/weekly activity expectations | Team Leader | □ | ||
| Days 4-5: Initial Skills Assessment & Planning | ||||
| Complete baseline skills assessment | Training Manager | □ | ||
| Review real estate experience and background | Training Manager | □ | ||
| Identify initial strengths and development areas | Training Manager | □ | ||
| Create 30/60/90 day plan | Team Leader | □ | ||
| Set initial production goals | Team Leader | □ | ||
| Schedule shadowing opportunities | Mentor | □ | ||
| Review first week and prepare for week two | Training Manager | □ |
Foundational Training (Weeks 2-4)
| Task | Owner | Due Date | Notes | Complete |
|---|---|---|---|---|
| Real Estate Fundamentals | ||||
| Market overview and statistics | Training Manager | □ | ||
| Team value proposition and positioning | Team Leader | □ | ||
| Local area knowledge development | Training Manager | □ | ||
| Essential forms and contracts | Training Manager | □ | ||
| Compliance and risk management | Training Manager | □ | ||
| Company Systems and Processes | ||||
| Database management and organization | Training Manager | □ | ||
| Lead capture and processing | Training Manager | □ | ||
| Showing scheduling procedures | Training Manager | □ | ||
| Transaction coordination process | Training Manager | □ | ||
| Communications standards and templates | Training Manager | □ | ||
| Lead Generation Foundations | ||||
| Database entry and categorization | Mentor | □ | ||
| Sphere of influence marketing plan | Training Manager | □ | ||
| Online lead systems overview | Training Manager | □ | ||
| Social media strategy | Training Manager | □ | ||
| Initial prospecting activity plan | Team Leader | □ | ||
| Client Interaction Skills | ||||
| Phone and email communication standards | Training Manager | □ | ||
| Initial buyer consultation process | Training Manager | □ | ||
| Showing properties effectively | Training Manager | □ | ||
| Basic objection handling | Training Manager | □ | ||
| Client service expectations | Team Leader | □ | ||
| Accountability Structure | ||||
| Daily and weekly reporting requirements | Team Leader | □ | ||
| Activity tracking system | Team Leader | □ | ||
| Performance metrics review | Team Leader | □ | ||
| Weekly coaching schedule | Coach/Mentor | □ | ||
| Team meeting participation | Team Leader | □ |
Skills Application (Weeks 5-8)
| Task | Owner | Due Date | Notes | Complete |
|---|---|---|---|---|
| Guided Practice and Application | ||||
| Role-play buyer consultations | Training Manager | □ | ||
| Shadow experienced agent on listing appointment | Mentor | □ | ||
| Complete first independent buyer consultation | Mentor | □ | ||
| Practice CMA preparation | Training Manager | □ | ||
| Role-play phone prospecting | Training Manager | □ | ||
| Lead Generation Implementation | ||||
| Implement sphere contact plan | Coach | □ | ||
| Conduct first open house | Mentor | □ | ||
| Create and implement social media content | Coach | □ | ||
| Begin regular prospecting activities | Coach | □ | ||
| Set up and use lead follow-up systems | Training Manager | □ | ||
| Transaction Skills Development | ||||
| Practice writing offers | Training Manager | □ | ||
| Review contract clauses and contingencies | Training Manager | □ | ||
| Learn negotiation frameworks | Training Manager | □ | ||
| Practice handling common transaction issues | Training Manager | □ | ||
| Understand closing process and timeline | Training Manager | □ | ||
| Field Experience | ||||
| Complete property showing tour | Mentor | □ | ||
| Attend inspections with experienced agent | Mentor | □ | ||
| Observe listing preparation process | Mentor | □ | ||
| Attend closing with experienced agent | Mentor | □ | ||
| Shadow transaction coordination process | Admin | □ | ||
| Performance Review and Feedback | ||||
| Mid-point skills assessment | Training Manager | □ | ||
| Activity volume review | Team Leader | □ | ||
| Feedback and coaching session | Team Leader | □ | ||
| Adjust development plan as needed | Training Manager | □ | ||
| Set action plan for next phase | Team Leader | □ |
Production Acceleration (Weeks 9-12)
| Task | Owner | Due Date | Notes | Complete |
|---|---|---|---|---|
| Advanced Skills Development | ||||
| Listing presentation training | Training Manager | □ | ||
| Advanced objection handling | Training Manager | □ | ||
| Pricing strategy training | Training Manager | □ | ||
| Negotiation tactics | Training Manager | □ | ||
| Marketing plan development | Training Manager | □ | ||
| Independent Lead Generation | ||||
| Implement full lead generation plan | Coach | □ | ||
| Create personal marketing materials | Coach | □ | ||
| Develop referral generation system | Coach | □ | ||
| Implement geographic farming strategy | Coach | □ | ||
| Create content marketing approach | Coach | □ | ||
| Business Planning | ||||
| Complete 12-month business plan | Team Leader | □ | ||
| Set production goals by category | Team Leader | □ | ||
| Create financial management plan | Team Leader | □ | ||
| Develop time management system | Team Leader | □ | ||
| Establish personal growth objectives | Team Leader | □ | ||
| Performance Evaluation | ||||
| Comprehensive skills assessment | Training Manager | □ | ||
| Production results review | Team Leader | □ | ||
| 90-day performance evaluation | Team Leader | □ | ||
| Success and challenge analysis | Team Leader | □ | ||
| Ongoing development planning | Team Leader | □ | ||
| Transition to Ongoing Development | ||||
| Graduate from onboarding program | Team Leader | □ | ||
| Establish regular coaching schedule | Coach | □ | ||
| Integrate into team training rhythm | Training Manager | □ | ||
| Set advanced certification goals | Training Manager | □ | ||
| Consider mentoring opportunities | Team Leader | □ |
Implementation Guidance
Create a digital version of this checklist in your project management system or shared document that all stakeholders can access and update in real-time. This ensures transparency and accountability throughout the onboarding process.
Many teams complete the administrative aspects of onboarding but neglect to follow through on the skills application and production acceleration phases. The full 90-day process is crucial for long-term success.
Adapting This Checklist
- Add team-specific systems: Include your particular technology platforms and tools
- Customize for your market: Incorporate local market knowledge requirements
- Align with team culture: Adjust to reflect your specific values and expectations
- Consider role variations: Modify for different positions (buyer agent, listing specialist, etc.)
- Incorporate feedback: Continually refine based on new agent input
Key Resources to Include in Onboarding
- New Agent Guide: Comprehensive reference document
- Scripts Book: Core scripts and dialogues for common situations
- Process Flowcharts: Visual representations of key workflows
- Contact Directory: Team roster with roles and contact information
- Resource Library: Access to training materials and tools
- Technology Guide: Setup and usage instructions for all systems
Remember that successful onboarding balances information delivery with hands-on application. For each knowledge component, include an immediate application task to reinforce learning and build momentum.