Setting up your Market Center Site for success begins with assigning the right roles to your team. Each user plays a key part in nurturing recruits, from their first click to officially joining your Market Center. This guide gives you a breakdown of user roles, how calendars help manage follow-up, and how pipelines track progress.
User Seats & Access #
Each account includes 4 user seats by default. Users typically hold more than one role in the system. If your team needs more seats, reach out to support@profitsharesites.com to request a paid upgrade.
| MC Sites Role | Description | Typical MC Role |
|---|---|---|
| NS Recruits & NS Referrals | Follows up with R0 (Not-in-School) recruits who have expressed interest but haven’t started real estate school. This person will be responsible for managing the R0 Not In School Pipeline and guiding recruits through Info Sessions and/or Career Nights. A different User can be assigned to NS Referrals, but it’s typically assigned to the same person. | Team Leader, Assistant Team Leader, or Productivity Coach |
| IS Recruits & IS Referrals | Connects with R0 (In School) recruits who are currently enrolled in real estate school. This person will be responsible for managing the R0 In School Pipeline. A different User can be assigned to NS Referrals, but it’s typically assigned to the same person. | Team Leader, Assistant Team Leader, or Productivity Coach |
| EX Recruits, Brokerage Owner (BO) Recruits & R1/R2 Referrals | Oversees experienced, licensed agents. Often assigned to the Team Leader. Three roles exist, one for licensed agents that come in through the Join KW page, and two for referrals–one for R1 and another for R2. 99% of the time, MCs assign all four to the same User. | Team Leader |
| Command Demo | Leads technology overviews. Some MCs use their Tech Trainer or Productivity Coach. Others assign this to R0 or hide the demo button entirely. | Director of Agent Services or Market Center Tech Trainer |
| KSCORE Admin | Acts as the administrator (systematizer) for KSCORE and KW Prep. Responsible for enrolling recruits into the system. | Director of First Impressions, Director of Agent Services, Market Center Administrator, Virtual Assistant |
| KSCORE Liaison | The front-facing lead (snuggler) for KSCORE students. Handles student communication and Blueprint reviews. We call them the Liaison because Josh hates the term “snuggler.” | Team Leader, Assistant Team Leader, or Productivity Coach |
| Onboarding Specialist | Manages the onboarding process after a recruit officially joins. This includes paperwork and systems setup. | Could be anyone so long as it’s a single person. |
Calendars & Configuration #
There are a variety of calendars within the system that are tied to specific pipelines, stages, and users. For the purposes of this training, we use User and Leader interchangeably.
Two types of calendars exist:
- Individual Meeting Calendars: Recruits book themselves into a 1:1 meeting with a Market Center Leader based on where they are in any given pipeline. These are Leader-specific and will be connected to that leader’s Google Calendar, so new appointments will appear on their Google Calendar.
- Group Session Calendars: Recruits book themselves into a group session (ex. Career Night). While leader-specific these calendars are set up differently and are NOT connected to that leader’s Google calendar.
Calendars allow recruits to schedule the right appointment with the right person based on their licensing status and what stage they are in within a given Pipeline. In each of these calendars, recruits book themselves onto the calendar. Below, we’ll do the following:
- Connect your Google Calendar by integrating it into the system.
- Configure Individual Meeting Calendars including which Users Assignments will need to configure which calendars.
- Configure Group Session Calendars including which Users Assignments will be responsible for these calendars.
- Configure Virtual and In Person Meetings by adding appropriate virtual links and physical addresses to the appropriate calendars.
Step 1: Connect Your Google Calendar #
Your first action item is to Connect your Google Calendar. This is the first step to allowing our system to push appointments recruits book to your calendar while also checking it for conflicts. You can think of it like connecting Calendly or Appointlet to your calendar.
ACTION ITEM: Here’s how to connect your calendar. Please do this now.
Step 2: Configure Assigned Individual Calendars #
Again, Individual Meeting Calendars are meant for one-on-one meetings between a User assigned to the calendar and a recruit who books themselves on to that calendar for a meeting.
See the table below to determine which (if any) Individual Calendars you are responsible for. If your assigned role(s) are in the first column, you’ll need to configure them by clicking the link below.
Make sure to complete the Connections tab while configuring it by linking it to your Google Calendar, and making sure it is set to a One-Way Sync.
| USER ROLE | CALENDAR | PURPOSE |
| KSCORE Liaison | KWPREP Calendar | Format: phone call or virtual meeting. Purpose: Blueprint Review after recruit submits KWPrep Blueprint form. |
| R1/R2 Recruits | Career Consultation (EX) Calendar | Format: phone call. Purpose: Assess licensed agent’s background, motivation, and next step in joining KW |
| R0 In School Recruits | Career Consultation (IS) Calendar | Format: phone call. Purpose: Conversation with In School recruits within two weeks of their exam to plan next steps. |
| R0 In School Recruits | Career Strategy (IS) Calendar | Format: phone call. Purpose: After an In School recruit passes their licensing exam, they are encouraged to book a Strategy Call to discuss next steps. |
| R0 No In School Recruits | Career Consultation (NS) Calendar | Format: phone call. Purpose: Help Not In School recruits choose their next step (KW Prep, Kaplan, or third-party school). This calendar is pushed after a recruit attends a group Info Session without taking a next step. |
| Command | Command Demo Calendar | Format: virtual meeting. Purpose: This calendar is linked to the Technology page, where recruits can book a call to get a demo. |
| Onboarding Specialist | Onboarding Session (Personal) | Format: in person or virtual. Purpose: Personalized onboarding meeting for new agent joining the Market Center. |
ACTION ITEM #1: Here’s how to configure individual calendars. Please do this now for any individual calendar linked to a role you’ll be responsible for.
ACTION ITEM #2: See Step 4 to complete any in-person or virtual call configuration if it applies.
Step 3: Configure Assigned Group Session Calendars #
Again, Group Session Calendars are meant for group meetings between a User assigned to the calendar and multiple recruits who book themselves into a pre-determined meeting. For any session calendar you are responsible for, you’ll need to configure it or them by clicking the link below.
Make sure you add any pre-determined meeting time you add to the calendar to your Google Calendar as well, and DO NOT make any changes within the Connections tab during configuration. In other words, you will NOT link it or sync it to your Google Calendar.
| USER ROLE | CALENDAR | PURPOSE |
| R0 Not In School Recruits | Info Session (In Person) Calendar | Format: in person. Purpose: Recruits in the Not In School Nurture stage register for an in-person Info Session after submitting the Join KW form. Only pushed if the Market Center offers In Person Info Sessions, managed through a URL redirect for /ns.* |
| R0 Not In School Recruits | Info Session (Virtual) Calendar | Format: virtual meeting. Purpose: Recruits in the Not In School Nurture stage register for a virtual Info Session after submitting the Join KW form. Only pushed if the Market Center offers Virtual Info Sessions, managed through a URL redirect for /ns.* |
| Onboarding Specialist | Onboarding (Group) Calendar | Format: virtual or in person Purpose: Group onboarding meeting for multiple new agents. |
ACTION ITEM: Here’s how to configure Session calendars. Please do this now for any individual calendar linked to a role you’ll be responsible for.
Step 4: Virtual and In Person Meeting Set-Up #
Regardless of whether the meeting is one-to-one (individual) or one-to-many (session), it will require an additional step for any that will be virtual or in person: you’ll need to add a meeting link for the former or the physical address for the latter. We’ll outline these steps below.
ACTION ITEM #1: For virtual meetings, follow the steps in this resource to create a virtual link, update the applicable URL Redirect, and confirm it’s presence in the calendar.
ACTION ITEM #2: For in person meetings, follow the steps in this resource to ensure the proper physical address is surfaced when someone books an appointment.
Virtual Meeting Redirect URLS #
Select calendars have pre-built virtual meeting URL redirects. These are listed below:
| CALENDAR | REDIRECT | URL |
| Info Session (Virtual) Calendar | /virtual-info | {{location.website}}/virtual-info |
| Command Demo Calendar | /virtual-cmd | {{location.website}}/virtual-cmd |
| KWPREP Calendar | /virtual-ksc | {{location.website}}/virtual-ksc |
| Onboarding (Personal) Calendar | /virtual-onbp | {{location.website}}/virtual-onbp |
| Onboarding (Group) Calendar | /virtual-onbg | {{location.website}}/virtual-onbg |
| Career Coaching Session Calendar | /virtual-ccs | {{location.website}}/virtual-ccs |
NOTE: Additional Calendars #
Three additional calendars exist if you wish to use them.
- Career Coaching Calendar (Optional): Used by a productivity coach or similar role to guide recruits. Example: your MC monetizes the pre-licensing through 1:1 or group coaching sessions.
- Exam Prep Calendar (Optional): Used by the leader managing R0 In School recruits for in person or virtual exam prep sessions.
- One Page Consultation Calendar (Optional): Used by the One Pager Consultant if you are driving traffic to download the built-in one-pagers.
Related Resources #
- Training 3: Pipelines & Opportunities Overview
- Training 4: R0 (Not In School) Pipeline
- Training 5: R0 (In School) Pipeline
- Training 6: R1/R2 (Licensed Agent Pipeline)
- Training 7: KWPrep Pipeline
- Training 8: Kaplan Pipeline
- Training 9: Long Term Nurture Pipeline
- Training 10: Onboarding Pipeline
- Training 11: Driving Traffic & Generating Leads
