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AI agent for sales managers

Broker Agent Productivity Review Agent

The broker knows which agents need coaching this week and why, with data that has been checked

AnalysisSalesReal estate and constructionManagement
See how it worksGet access
Broker Agent Productivity Review Agent: what goes in, what the agent does and what you get

What it does

A broker with 20 agents cannot read every pipeline, so coaching often goes to the loudest agents rather than those who need help. This agent reads CRM and transaction data for each agent weekly: leads, appointments, listings, offers and closings. It compares each with the agent's goals and the office pace, and flags stalled pipelines such as leads without contact, listings with no showings, or deals with no next step. It then checks its numbers against transaction records and the CRM log to be sure the data is current. It drafts coaching topics for each flagged agent with the evidence. The broker approves what is shared. Edge case: an agent looks idle because they log activity on paper, so the agent asks before flagging.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN Weekly review begins 2 USES A TOOL Export CRM and transaction data for each agent 3 DOES Compare each agent with goals and the office pace 4 DOES List stalled leads, listings and deals with daysidle 5 CHECKS THE RESULT Does the CRM data match transaction records andrecent logs? If not: mark the agent as unverified and ask for anupdate before flagging. Back to step 2. 6 DOES Rank agents by need and pick one or two coachingtopics each 7 DOES Draft a short coaching note with the evidence 8 CHECKS THE RESULT Is each flag based on current, verified data? If not: remove or soften the flag and note the reason.Back to step 6. 9 YOU APPROVE Broker approves what is shared with each agent 10 RESULT Coaching list and notes ready
Read the steps as a list
  1. Weekly review begins
  2. Export CRM and transaction data for each agent
  3. Compare each agent with goals and the office pace
  4. List stalled leads, listings and deals with days idle
  5. Does the CRM data match transaction records and recent logs?If not: mark the agent as unverified and ask for an update before flagging. Back to step 2.
  6. Rank agents by need and pick one or two coaching topics each
  7. Draft a short coaching note with the evidence
  8. Is each flag based on current, verified data?If not: remove or soften the flag and note the reason. Back to step 6.
  9. Broker approves what is shared with each agentThe agent waits here for your OK.
  10. Coaching list and notes ready

How it decides

An agent is flagged when pace is under 70 percent of goal or a pipeline item has been idle for 14 days, and the data check confirms it. Stale data pauses the flag.

  • Flag an agent under 70 percent of goal pace
  • Flag a pipeline item idle for 14 days
  • Do not flag when the data check shows missing records
  • Limit to two topics per agent per week

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Pace threshold (default 70% of goal)
  • Idle days before a flag (default 14)
  • Topics per agent
  • Report day

What keeps you in control

It always asks you first

  • Broker approves every coaching note shared with an agent
  • Broker approves any action about an agent's standing

Hard limits

  • Never share one agent's numbers with another
  • Do not make decisions about pay or standing
  • Mark unverified data clearly

It stops when

  • Done: weekly list approved and sent
  • Stop: data is too incomplete to judge and the broker is informed

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensThe office runs at 82% of goal pace. Agent R shows 9 leads with no contact for 18 days and 2 listings with no showings. The CRM log shows R's calls are not recorded, so the agent asks first. R replies that calls were made. The agent drops the lead flag but keeps the listing flag, and the broker approves a note on listing activity.

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