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Complete BrokerBot Setup Guide for Individual Users

Here's a comprehensive, step-by-step guide combining everything for a individual BrokerBot user:

Kyle Berglund avatar
Written by Kyle Berglund
Updated over 3 weeks ago

Phase 1: Initial Account Setup & Authentication

Step 1: Authenticate Your Profile

  • Click on your Profile icon (located in the bottom left corner of the interface)

  • Enter and authenticate your phone number

  • Confirm you see a green checkbox next to your phone number (this confirms successful authentication)

Step 2: Save the BrokerBot Hotline

  • Locate your Hotline number in your profile

  • Save this number in your cell phone contacts as "BrokerBot Hotline"

  • This allows you to text or call BrokerBot directly from your phone

Step 3: Review Your Account Settings

  • While in your Profile, review and adjust:

    • Notification preferences

    • Email settings

    • Any other personal preferences

Phase 2: Knowledge Center Setup

The Knowledge Center is your AI's internal library. This is where BrokerBot learns about YOUR business, contracts, and processes.

Step 1: Identify Your Essential Documents

For a individual user, gather these core documents:

  • Independent Contractor Agreement (ICA) – Your agreement with your brokerage

  • Policy & Procedure Manual – Office rules, brand guidelines, compliance standards

  • Standard Contracts:

    • Residential Listing Agreement (local standard form)

    • Residential Purchase Contract (local standard form)

    • Any addenda or disclosures you commonly use

  • File Turn-In Checklists – Transaction completion checklists

  • Leadership/Contact Roster – Key contacts at your brokerage (TC, broker, compliance officer)

  • Marketing Materials – Approved logos, brand assets, templates

  • Client-Facing Documents – Buyer/seller guides you share with clients

Step 2: Prepare Your Files for Upload

File Naming Best Practices:

  • Use clear, descriptive file names with version dates

    • ✅ Good: Residential Purchase Contract Arizona 2025.pdf

    • ❌ Bad: contract.pdf or document1.pdf

  • Include the year or version for easy version control

    • Example: ICA 2025.pdf, Listing Agreement Updated Jan 2025.pdf

File Format Best Practices:

  • Prioritize PDFs – BrokerBot is optimized for PDF files

  • Convert Word documents, images, or other formats to PDF before uploading

  • Keep files under 100 pages per document for optimal performance

Keep It Simple:

  • Start with only the essential documents (6-10 key files)

  • You can always add more later

  • A cluttered Knowledge Center is harder to maintain and less effective

Step 3: Upload Documents to the Knowledge Center

  • In the BrokerBot chat interface, locate the paperclip icon (attachment button)

  • Click the icon and select files from your computer, OR

  • Drag and drop files directly into the chat window

  • BrokerBot will automatically process and index each document

  • Wait for confirmation that each file has been uploaded successfully

Step 4: Test Your Knowledge Center

After uploading, verify BrokerBot can access your documents by asking test questions:

  • "What are the key terms of my ICA?"

  • "Summarize the residential purchase contract."

  • "What's on the file turn-in checklist?"

  • "Who should I contact for transaction coordination?"

If BrokerBot answers correctly, your Knowledge Center is working!

Phase 3: Web Crawler Configuration

The Web Crawler lets BrokerBot search specific websites for current information like market data, property listings, or local regulations.

Step 1: Identify Key Websites to Whitelist

Make a list of websites you use regularly:

  • Local MLS or Association of REALTORS® website

  • County assessor or property tax websites

  • Your brokerage's company website

  • State licensing board or regulatory sites

  • Real estate portals (Zillow, Realtor.com, Redfin, etc.)

  • Trusted market news or data sources

  • Continuing education providers

Note: Only whitelisted domains can be crawled by BrokerBot for security and compliance reasons.

Step 2: Test the Web Crawler

Once your sites are whitelisted, test with basic prompts:

  • "Search the local association website for CE classes next week."

  • "Find the property tax information for [address] on the county assessor site."

  • "What are the latest market updates on my company website?"

Step 3: Try Advanced Web Crawl Prompts

Use the Web Crawler for complex research tasks:

Example 1: Comparable Market Analysis

"Search online to perform a comparable market analysis for my subject property located at [Full Address]. Find all listed homes within a 3-mile radius. Comparables should be within 10% variance of the subject property's square footage. List the findings in an easy-to-read table format with the subject property at the top. Provide an estimated listing price range and $/sf calculation."
"Search online to perform a comparable market analysis for my subject property located at [Full Address]. Find all listed homes within a 3-mile radius. Comparables should be within 10% variance of the subject property's square footage. List the findings in an easy-to-read table format with the subject property at the top. Provide an estimated listing price range and $/sf calculation."

Example 2: Market Trends Research

"Search for recently sold single-family homes in the same 3-mile radius from the last 6 months. Establish historical property values and provide an estimated time on market if we list at a competitive price."
"Search for recently sold single-family homes in the same 3-mile radius from the last 6 months. Establish historical property values and provide an estimated time on market if we list at a competitive price."

Phase 4: Explore Core Features

Now that your account is configured, explore BrokerBot's key capabilities.

Feature 1: Basic Prompting & Document Analysis

  • Upload a document (like CC&Rs) and ask questions:

    • "Can my client park an RV here?"

    • "Are there pet restrictions in this community?"

    • "Write a summary email for my buyer about these CC&Rs."

Feature 2: Tile Functions (Pre-Configured Custom Prompts)

  • Explore pre-built prompts available in the interface:

    • Preliminary Contract Review – Upload a fully ratified contract package for analysis

    • Photorealistic Image Generation – Create marketing images or visualizations

  • Click on any Tile to see what it does

Feature 3: Computer Vision & OCR (Text BrokerBot Pictures)

  • Text a photo to the BrokerBot Hotline:

    • Photo of a plant in a seller's backyard: "What plant is this?"

    • Photo of a contract section: "Explain this clause to me."

    • Photo of property damage: "What might have caused this?"

Feature 4: Voice Functions (Call BrokerBot)

  • Call the BrokerBot Hotline directly

  • Ask questions while driving or multitasking:

    • "I'm heading to a listing appointment. How should I respond if the seller asks for a commission discount?"

  • All voice calls are transcribed into your chat so you can continue the conversation later

Feature 5: Advanced Multi-Step Collaboration

  • BrokerBot can handle complex, multi-step tasks:

    • Upload 3 offers and ask: "Compare these offers, highlight pros/cons, determine which nets my seller the most, and draft an email to my seller with a strategy."

Feature 6: Image Generation & Virtual Staging

  • Upload a photo of an empty room:

    • "Stage this living room with modern farmhouse furniture—couch, loveseat, coffee table, and plants. Use a light color palette."

Phase 5: Use the Training Center (Optional but Recommended)

The Training Center lets you customize how BrokerBot responds to match your preferences.

Step 1: Access the Training Center

  • Look for the Training Center in your BrokerBot interface (typically in settings or a dedicated menu)

Step 2: Review and Refine Responses

  • As you use BrokerBot, it will log "training moments" when you:

    • Correct an answer

    • Provide specific instructions ("Always format emails this way")

    • Express dissatisfaction with a response

  • Review these moments in the Training Center and confirm or adjust the training

Step 3: Add Custom Instructions You can proactively train BrokerBot:

  • "Always sign emails with my full name and license number."

  • "When analyzing offers, prioritize net proceeds over closing timeline."

  • "Remember that my commission rate is X%."

Phase 6: Best Practices for Daily Use

Tip 1: Communicate Like a Human Assistant

  • Provide context, variables, and details

  • Instead of: "Find comps"

  • Try: "Find comparable sales within 3 miles of 123 Main St, Tucson, AZ. I need 3-4 bed, 2+ bath homes sold in the last 6 months, within 10% of 2,000 sq ft."

Tip 2: Become AI-Reflexive

  • If a task will take longer than a few minutes, use BrokerBot first

  • Examples: contract review, email drafting, market research, client Q&A

Tip 3: Use BrokerBot as a "First Stop"

  • BrokerBot is powerful but not a replacement for human expertise

  • Use it for initial research, then verify critical information (especially legal/compliance matters)

Tip 4: Access via Web Browser for Best Performance

  • Use BrokerBot through your web browser (desktop or mobile) for full functionality

  • Avoid installing as a PWA (Progressive Web App) – it currently doesn't support file uploads

Tip 5: Leverage Multi-Channel Access

  • Web interface: For detailed work, document uploads, complex prompts

  • Text/SMS: For quick questions, computer vision, on-the-go assistance

  • Voice calls: For hands-free support while driving or multitasking

Phase 7: Ongoing Learning & Support

Stay Updated:

  • Attend the monthly BrokerBot Open House (2nd Friday of each month at 11am PT)

  • Read newsletters and updates to learn about new features

  • Check your email for product announcements

Get Help When Needed:

  • Email [email protected] for technical questions, feature requests, or feedback

  • Share success stories or favorite prompts – your experience helps other users!

Continue Refining:

  • Regularly update your Knowledge Center (remove outdated docs, add new ones)

  • Add new websites to your whitelist as needed

  • Train BrokerBot to match your evolving workflow

Quick Reference: Essential Resources

📄 Knowledge Center Quickstart Guide:
​https://app.brokerbot.ai/api/download/cmjhrovwg0001l4047kodfzh0

📄 BrokerBot Rollout Guide:
​https://app.brokerbot.ai/api/download/cmi0ne2ui0001jm04zovczhut

📄 Prompt Guide (Copy-Paste Examples):
​https://app.brokerbot.ai/api/download/cmi0ne38o0002jm04c3ddiiws

📄 Preparing Your Office for AI Guidebook:
​https://app.brokerbot.ai/api/download/cmi0ne58r0003jm04ioy4jcz6

You're Ready!

You've now completed the full setup for BrokerBot as a solo user. Start experimenting, explore features, and make BrokerBot your go-to AI assistant for daily real estate tasks.

Questions? Reach out to [email protected] anytime!

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