Duplicate Agent Process

Duplicate Agent Process

Purpose

The purpose of this article is to reduce duplicate real estate agent records by outlining how to correctly search for existing agents, identify the correct record to keep, and merge duplicate records. Following this process helps maintain accurate reporting and system data.

Associates are responsible for searching for an agent correctly to prevent creating duplicate records. Agents must also check for existing duplicates and take appropriate action. To avoid extending call time, gather all required information during the call and complete follow‑up work after the call. 

Scenario 1:  Handling Duplicate Agent Records When One Has an ARC  

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

 

 

2.    Search TIMX for the agent.  Be sure to search the system using different variations of the agent's name.

    1.  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?  Three

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

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

  
  1. Example 1: Agent ID 142379990 
    1. If the Website Username field is populated, then there is an 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.

  1. IF yes, THEN cancel the agent record.
  2. IF no, THEN leave the record alone - it's for a different person.

 


 Important Rules to Remember:

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

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

Scenario 2: Handling Duplicate Agent Records When No ARC Account  Exist

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

 

 2.    Search TIMX for the agent.  Be sure to search the system using different variations of the agent's name.  

  1. 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?  Five

    1. Are they all in the same office address?  Yes 

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

  

Example 1: Agent ID 141825747

  1. No ARC account
  2. Email looks different than the others.
  3. Reports to Century 21 Precision

 

  

Example 2: Agent ID 142372700 

  1. No ARC account
  2. Email same as the other 4
  3. Reports to Century 21 Precision

 

Example 3: Agent ID 142379464

  1. No ARC account
  2. Email same as the  other 4
  3. Reports to Century 21 Precision

 

Example 4: Agent ID 142377409

  1.  No ARC account
  2. Email same as the other four
  3. Reports to Century 21 Precision

 

Example 5: Agent ID 145959762 

  1. No ARC account
  2. Email same as the other four
  3. 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 an ARC account attached.  

  1. Example 1 has a different email address than the other 4.
  2.  In situations like this, choose the account that has the most up to date information as the account to keep.

 Send email to

Patricia Burt
  1. Jill Polta,
  2. Andres Tinoco
  3. Kalautie Mack
  4. Shanique Rose

Subject:  “Duplicate Agent/s - For Keep/Merge”  - 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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