Duplicate Agent Process

Duplicate Agent Process

Duplicate Agent Process

Our goal is to eliminate real estate agent record duplicates in our system – presently there is a large volume of duplicate agent records that lead to issues with our reports (among other issues) and the following steps outline how to identify the record to keep and how to merge the dupes.

  It is your responsibility to search for an agent correctly to avoid creating a new dupe and to check if dupes exist and take appropriate action.  In addition, follow up work should be done after the call so that we don't hold customers up on the line.  Gather the pertinent information from the caller and process after the call.  

 

Scenario 1:  There are Agent Dupes and 1 has a ARC Account

 

1.    If you have the agent live on the phone, always use your Sticky Note tool to record the agent name, the office name and location and the agent email address.

 

 

2.    Search TIMX for the agent.  Be sure to search the system using different variations of the agent's name.  In the example below, DAV was entered as the first name in case the agent was in the system as Dave or David.

 

 

3.    How many active Dave/David Walkers are there?  3

 

Are they all in the same office address?  No.  2 are the same and one is different.

 

Do any of them have a ARC account?  You have to click into each active agent record to find out.

 

  

Example 1: Agent ID 142379990

 

If the website If the Website Username field is populated, then there is a ARC account.

 

This is the account that we want to keep.  Make sure the information on this account is current (i.e., correct email, correct office, etc.) and update accordingly.

 

 

  

Example 2: Agent ID 141943747

 

Examples 1 and 2 have the agent reporting to the same office.

 

 

 

  

Example 3: Agent ID 141943746

 

This example shows the agent reporting to a different company.

 

Ask if the agent used to work for this office.:

·       If yes, cancel the agent record.

·       If no, leave the record alone - it's for a different person.

 

 

Important Rules to Remember:

·       If the duplicate agent records that you want to merge are tied to the same office, follow the Keep/Merge Process.  This process merges all of the dupes into the record you want to keep and moves the warranty production over without manual intervention.

 

·       If the duplicate agent records are tied to different offices, you need to cancel the agent account.  Warranty production stays with the office, unless a particular warranty was entered under the old office in error.

Scenario 2: There are Agent Dupes and NONE of them have a ARC Account

1.    If you have the agent live on the phone, always use your Sticky Note tool to record the agent name, the office name and location and the agent email address.

 

 

2.    Search TIMX for the agent.  Be sure to search the system using different variations of the agent's name.  In the example below, MELI was entered as the first name so we don't miss various spellings of the name.

 

 

3.    How many active Melissa Roops are there?  5

 

Are they all in the same office address?  Yes

 

Do any of them have a ARC account?  You have to click into each active agent record to find out.

 

  

Example 1: Agent ID 141825747

 

·       No ARC account

·       Email looks different than the others

·       Reports to Century 21 Precision

 

 

  

Example 2: Agent ID 142372700

 

·       No ARC account

·       Email same as other 4

·       Reports to Century 21 Precision

 

 

  

Example 3: Agent ID 142379464

 

·       No ARC account

·       Email same as other 4

·       Reports to Century 21 Precision

 

 

  

Example 4: Agent ID 142377409

 

·       No ARC account

·       Email same as other 4

·       Reports to Century 21 Precision

 

 

  

Example 5: Agent ID 145959762

 

·       No ARC account

·       Email same as other 4

·       Reports to Century 21 Precision

 

 

  

In this example, all 5 of the agent's accounts report to the same office and none of them have a ARC account attached.  

 


Example 1 has a different email address than the other 4.

 

·       In situations like this, choose the account that has the most up to date information as the account to keep.

 

Example (send email to patricia burt, jill polla, shanon Floyd(sometimes when helping), Andres tinoco, kalutie mack, Julia mckay; subject: “keep merge” with this table has to have at least 3 columns)

Keep

Merge

Name

Distb chnl ID (new)

Distb Chnl ID (old)

Agent name



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