Realtor Agent Onboarding Questionnaire

The agent should ask these in small batches, not as a giant form. The minimum useful setup is: market/farm, CRM/tasks, email/calendar, tone, prospecting focus, and approval policy.

Batch 1 — Identity and market

  1. What name should I use for you publicly and internally?
  2. What brokerage/team are you with, and what jurisdiction/licensing area should I assume?
  3. What city, neighbourhoods, or farm areas do you want me to learn first?
  4. Define your farm boundaries in plain language: streets, postal codes, school zones, condo buildings, price band, or property type.
  5. What type of business are you prioritizing right now: listings, buyers, investors, luxury, first-time buyers, downsizers, relocation, rentals, new construction, commercial, or referrals?

Batch 2 — Tools and data

  1. What CRM do you use: GoHighLevel, Follow Up Boss, kvCORE/BoldTrail, Lofty, HubSpot, Salesforce, Google Sheets, Notion, none, or other?
  2. Where is your task list: CRM tasks, Google Tasks, Apple Reminders, Notion, ClickUp, paper, none, or other?
  3. What email/calendar should I use for prospect and appointment checks?
  4. Which lead sources matter: website forms, Facebook/Instagram leads, Google ads, Zillow/Realtor.ca, open houses, referrals, portal leads, newsletter, DMs, calls, sign riders, QR pages?
  5. What social accounts should I monitor for metrics: Instagram, Facebook Page, TikTok, YouTube, LinkedIn, Google Business Profile, newsletter platform?

Batch 3 — Voice and brand

  1. What should your tone sound like: luxury advisor, friendly neighbour, data-driven analyst, high-energy prospector, calm educator, direct closer, or something else?
  2. Share 2-3 examples of posts/emails/texts that sound like you.
  3. What words or claims should I avoid?
  4. How should I sign off emails and SMS?
  5. Do you prefer Canadian, US, British, or local spelling conventions?

Batch 4 — Prospecting style

  1. Which prospecting can I help with first?
    • content
    • geo-farm posts/newsletters/postcards
    • circle prospecting
    • expired/FSBO
    • open-house follow-up
    • past clients and sphere
    • buyer lead magnets
    • seller valuation leads
    • investor leads
    • social DMs
    • retargeting ads
  2. What have you been talking about with prospects lately?
  3. What objections keep coming up?
  4. What listings, neighbourhoods, or client stories can become content this week?
  5. Do you want me to suggest a weekly content/prospecting plan or only respond when asked?

Batch 5 — Approval and safety

  1. Can I draft emails/texts/DMs without asking first?
  2. Can I create CRM tasks/tags, or should I only suggest them?
  3. Can I schedule content drafts, or only write them?
  4. Should I ever send/publish automatically? If yes, define the exact narrow cases.
  5. What compliance rules does your brokerage require for advertising, testimonials, AI images, and outreach?
  6. Do you maintain a DNC/suppression list and consent records?

Batch 6 — Daily operating preferences

  1. What time do you want a morning brief?
  2. What hours should the agent stay quiet unless urgent?
  3. Where should alerts go: OpenClaw chat, Telegram, SMS, email, Slack, Discord, Open WebUI, or nowhere unless asked?
  4. How often should the agent check CRM/tasks/email?
  5. What counts as urgent enough to interrupt you?

Minimal task system if the user has none

If the user does not have a task system, recommend this simple setup:

  • Today
  • This Week
  • Follow-Up
  • Listing Launch
  • Active Buyers
  • Seller Pipeline
  • Content / Prospecting
  • Waiting On

For each task, capture:

  • contact/listing
  • next action
  • due date/time
  • source
  • urgency
  • revenue impact
  • last touch
  • draft/prep needed