Overview
BrokerBot supports agent teams through a feature called Groups. Teams and groups are the same thing — a set of individuals working together toward a common outcome within a brokerage. This article explains how to configure BrokerBot to serve your team with a personalized, intelligent experience.
Important: Only an account owner can set up and configure groups. Team leaders cannot set this up on their own — you'll need to work with your leadership to get started.
How It Works
BrokerBot becomes smarter and more personalized through three layers of configuration — all of which can be scoped specifically to a team:
1. Upload Team Documents
Navigate to your team's folder inside BrokerBot
Upload any documents your team uses — listing presentations, onboarding guides, transaction checklists, scripts, vendor lists, etc.
BrokerBot will automatically analyze each document: what it is, when to use it, and how to reference it
Documents in a team folder are only visible to members of that team — no one else in the brokerage can see them
Best Practices for Uploads:
Use clear, descriptive file names (e.g., "Residential Transaction Checklist - File Submission Requirements" instead of "Trans Checklist")
Add a brief header at the top of each document explaining its purpose (e.g., "Use this checklist when turning in a residential file")
The more context you provide, the better BrokerBot can find and use that document
2. Group Scoping (Web Crawler)
Each team can have its own set of websites configured for BrokerBot to crawl
Navigate to your group's settings and add URLs specific to your team (e.g., your team website, online training library, Zendesk, state association resources, MLS sites)
This is especially useful for teams in different states, different MLSs, or teams with their own branded online resources
Web resources scoped to a group are only accessible to that group
3. Natural Language Training
Training moments teach BrokerBot how to answer specific questions for your team
Example: Telling BrokerBot "The JT Home Sold team website is thetucsonhomefinder.com" creates a training moment scoped to that team
When creating a training moment, set its visibility to Private and assign it to your specific group — this ensures it only applies to team members, not the entire brokerage
Training moments can also be used to create repeatable protocols (see workflows below)
Setting Up and Managing Groups
Groups can be created and managed manually, via CSV import, or via API
When adding members, you assign one of two roles:
Team Leader — can see who is in the group and view all team member chats
Member — can only see their own chats and activity
Team leaders get access to:
A view of all members in their group
The knowledge folder mapped to their group
An "All Chats" view filtered to just their team
Four Key Workflows for Agent Teams
1. Agent Onboarding
Upload your onboarding guides, recruiting decks, and team process documents
Ask BrokerBot to go through the knowledge base and generate a step-by-step agent onboarding plan
Turn that plan into a training moment scoped to your team
Once saved, any team member can trigger the full onboarding protocol with a single keyword or phrase
Example prompt:
"I'm a brand new agent onboarding to the team. Go through the knowledge base, find everything relevant to onboarding, and create a step-by-step plan we can use every time we onboard a new agent."
2. Transaction Coordination (TCNT Protocol)
The Transaction Coordinator New Transaction Protocol (TCNT) is a workflow that automates the most time-consuming parts of opening a new transaction. To use it:
Upload the contract package to the chat
Type:
TCNT, we represent the buyer(or seller)
BrokerBot will automatically:
Define representation and segment transaction information
Extract all contractually sensitive dates and timelines
Create calendar reminders 24 hours before each deadline
Create calendar events for actual due dates and invite clients
Draft an email to the title company
Draft an email to the client
Pro tip: If you're on the Pro version, BrokerBot connects directly to Google Calendar and Gmail, so these items are created automatically — no copy/paste required.
You can save this as a training moment and scope it to your team so every agent or TC on the team can use it consistently.
Message us from the Support button or email [email protected] for the workflow template.
3. Script Training & Role Play
Upload your team's scripts, objection handlers, and sales frameworks
Ask BrokerBot to research a specific methodology (e.g., the ALM framework) and write a playbook
Agents can then roleplay with BrokerBot via chat or over the phone
Save the roleplay prompt as a training moment scoped to your group so any agent can launch it on demand
Example prompt:
"Build a workflow so I can train new agents on the ALM framework. Research what ALM is and write a playbook with scripts we can practice."
4. Process Documentation & System Building
Use BrokerBot as a thought partner to workshop and refine your team's processes
Start a conversation over the phone while driving, then pick it up at your desk
Ask BrokerBot to turn any conversation or outline into a full playbook, checklist, or SOP
Completed processes can be exported as a CSV or saved as a training moment for ongoing use
Pro tip from the session:
"If you have to tell someone something more than once, that's your fault — you should have recorded it the first time." Use BrokerBot to capture and systematize everything the first time.
Using BrokerBot on the Phone
BrokerBot is accessible via phone call. This is especially useful for:
Workshopping processes while driving or away from your desk
Running script roleplays
Quickly capturing ideas or task lists
Every voice call is automatically saved as a chat thread inside BrokerBot. You can pick up the conversation in your browser at any time and ask BrokerBot to turn the call into a document, playbook, or training moment.
CRM & Tool Integrations
BrokerBot (Pro version) currently integrates with:
Gmail and Google Calendar
Microsoft Outlook
KW Command (via KWRI partnership)
SkySlope, Follow Up Boss, Open to Close, Commissions Inc, Corda.io (in progress)
When connected to a CRM, you can:
Add contacts and notes by texting or calling BrokerBot
Create and complete tasks
Pull up your daily task list
Have BrokerBot actively manage your CRM on your behalf
Pricing
If your brokerage is already a BrokerBot customer, groups/teams are included at no additional cost. Your brokerage is already covering it.
Getting Started
Brokerage leaders: Set up the group in BrokerBot and add team members
Assign roles: Designate team leaders and members
Upload team documents to the group's private folder
Configure group-scoped URLs for any team-specific web resources
Create training moments scoped to the group for key workflows
Start with one of the four workflows above and expand from there
For help setting up your group, reach out to BrokerBot Support or join one of our bi-weekly open houses hosted by the team.