Maintaining your roster is vital. Adding and removing agents in real time saves you a headache and prevents past agents from getting team-wide broadcasts or new agents from missing out. However, if your roster is out of date and needs an overhaul, there are a few ways we can help tackle it.
Once we've uploaded your roster, we don't replace it unless it's an extreme circumstance. Your agents have a history of notes, followup dates, and associated referrals that will be eliminated if we perform a Full Reset on your roster.
That said, there are circumstances where you may decide a Full Reset is needed. In that case, you'll need to:
- Copy any vital notes or information for your agent's profiles, as this will be lost.
- Provide us with an updated roster with all your agent's names and contact information. Preferably, the roster should include Agent ID's, birthdays, anniversaries, and any notes you'd like added to the agents.
- Once complete, you'll need to re-invite your agents to refer with Brokerkit. Any referrals they've sent before will no longer be associated with them, and they will not be able to view them in their accounts.
NOTE: A Full Reset of your roster is irreversible, and any data lost is not recoverable.
More often than not, most rosters can be updated with a Merge. First, we'll need to download your current roster.
From Brokerkit, click your name in the upper right-hand corner and select Manage Team. Then, select Download a current CSV.
Open your file and make any additions you need. Add new agents at the bottom while leaving the Brokerkit ID field blank. When you're finished, send the file to Help@GetBrokerkit.com.
NOTE: Do not edit or remove the column labels, the Brokerkit ID, or Agent ID if present. If you're not sure what a particular field does or if it's necessary, contact support at Help@GetBrokerkit.com or at 858-520-0552 for assistance.
An Agent ID is required for the agent's production to update properly and helps prevent duplicates, and can be exported from BrokerMetrics. Click here to learn how to export leads and your agent's production from BrokerMetrics.
While you can copy and paste the Agent ID by hand, that can get tedious fast if you have a lot of agents. It takes a little setup, but Excel's VLOOKUP can instantly find and transfer all the information you need.
VLOOKUP allows you to tell Excel to look for an email in another spreadsheet, and insert the corresponding value (such as a cell phone number, birthday, production, etc.) into the spreadsheet you're working in. This is especially handy for adding cell phones or birthdays to your agent roster in Brokerkit. You'll need to repeat these steps for each column you want to match and pull into your first or primary spreadsheet.
For this example, we'll focus on the Agent ID. To start, open both spreadsheets - your roster and your BrokerMetrics export.
First, in the BrokerMetrics file, cut the Email column and paste it as the first column in the sheet. VLOOKUP will use the emails to pair up agents, and it needs the emails in the first column to work properly.
Next, go to your Roster and click the blank Agent ID cell next to an agent. Type =VLOOKUP( then hold Control and click the cell containing that agent's email. This will tell VLOOKUP what value we're using to match up agents.
Next, return to your BrokerMetrics file. Hold Control, and select all the cells containing the email addresses and Agent ID's we want to match up.
Finally, return to your Roster to finish out your formula. Enter the number of the column that contains the data you want to find. In our example, the Agent ID is the third column in the range we selected, so we enter 3. If the Agent ID is right next to the Emails in your file, you'll enter 2, and so on.
Enter a comma, type False to ensure an exact match, and close the parenthesis. Press enter.
Now you can simply copy and paste that formula into all the blank cells below. Save your file as a CSV, and send it off to Help@GetBrokerkit.com
VLOOKUP can feel complicated, but once you have it down it makes combining various spreadsheets and data easy. And of course, contact support if you have any trouble.