Realtor Onboarding & Offboarding - No Vendor Compares to Nautilent

Every time a brokerage adds or removes an agent, there are about 22 action items, and each action item has multiple steps. Let’s look at one simple example: the agent profile on the broker website. It is one of those 22 action items.

As you can see through this illustration, the steps involve uploading the headshot, adding first name, last name, website address, phone number, email, Facebook, Instagram, and a bio. A swift admin can do this in about 15 minutes if they have all of the information, which is painful, but necessary to collect during onboarding. The set of data needed for the broker website is one piece of information for one of the 22 action items. One down, 21 more to go - at 15 minutes per action item. If the admin is on top of it, and they work really hard without any interruptions, they can onboard an agent in a little more than five hours!

It might be fine for a small firm without a lot of agent turnover to do this manually, but if you work at an enterprise real estate brokerage, you're process to onboard agents needs to be instant. We have developed the most extensive identity management solution for brokerages in real estate. For Nautilent clients, this becomes a superpower that not only supports the recruiting efforts and merger efforts with onboarding, but we also handle turning everything off when an agent exits the brokerage.  And let's face it, no brokerage wants to spend valuable employee time on an agent that's in the process of leaving the company to go to the competition.

The ability to serve the correct information to the individual agent at the brokerage begins with roster management and access control. Very few brokers have developed this component of their tech platform. Onboarding an agent is done by adding them to the roster - creating their identity, then selecting the permission levels that determine what they can access in the intranet.

Most firms onboard and offboard agents poorly because the process is manual and time consuming, as illustrated above. Moreover, they are not collecting the full sum of information needed to onboard the agent onto all of the software systems across the enterprise. 

A clear example of the issues in data collection is the agent's headshot and bio. Nearly every bit of software used by an agent today is branded to the firm and the agent. When a gray skull represents the agent’s headshot in software, it’s unappealing. Just look at the number of incomplete headshots and bios on broker websites, CRMs, CMAs, Flyers, and more. 

Nautilent does this by having our brokerage experts custom design a flow chart and corresponding form systems that are fully integrated into our identity management solution.  When you work with the Nautilent experts, you'll be speaking with former CEOs, CMOs, and other senior level brokerage roles at enterprise organizations like yours.

Our system creates one record per human, not one record per login or record in your current systems. We have the ability to set permissions for each person - the CEO has certain access to systems, and regional managers, office managers, teams, agents and staff are all configured exactly as you would prefer. (By the way - this system is also tied to our intranet chat groups.)

The record created in the Nautilent identity management system creates a source of truth for every application that they can access, and permissions that access dynamically through API connections.  In addition, we can manage downstream access to all of your tools through one simple to use, and passwordless, Brokerage Single Sign On Hub designed exclusively for the enterprise organizations. Today, we have over 130 commonly used technology products (both real estate specific and general tools) connected to our hub. Chances are, we have already wired up every product connected to your brokerage!

Because we specialize in solving problems for large enterprise firms (and our sister company, Solid Earth, regularly solves the same issues for some very large MLSs with more than 60,000 users), we have also built some unique connections that every firm size can benefit from. For example, we can pull license data, CE class checks, and license check alerts for the broker.

Agents love our identity management tool for many reasons.  It speeds up their onboarding, makes it quicker to get access to tools, and their favorite feature - when the brokerage makes a change in the identity management tool to a person’s record, that change is instantly conveyed to every software application within minutes.  This could include updates to their website, headshot, social links, bio, and more.

Adding an agent does not take five hours, when the onboarding process is measured in minutes. Do you need to remove an agent, staff member, team, etc.? Simply log in and change their status - everything is instantly shut off - their email, software, everything. 

If you're a CTO / CIO of an enterprise brokerage, make sure to reach out.  You'll love to hear more about the APIs, customizability, and security of the platform. In addition, you can connect our identity management systems and SSO dashboards with our Enterprise Brokerage Data Warehouse platform to better understand your agent data.

And because we have built our own IdP from scratch, we aren't reliant on the misgivings and costs of third party tools like Auth0.

This allows us to create any custom field that you need to support every application. We support full passkey enablement, and single passkey with biometric authentication to improve security. 

If you want to see this system in action, give us a call. We are extremely proud of the work our developers have done and happy to show it off.