Agent Intake Form
It is very important to complete this form in order, as various fields may be hidden based on your responses. The first page of this form will allow you to save your work. We will not have access to this form and cannot recover it until it is submitted. The second page is a signature page.
Agent Name
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First Name
Last Name
Agent's Preferred Email Address
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example@example.com
Do you have an assistant that we should coordinate with as well?
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No
Yes
Assistant Name
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First Name
Last Name
Assistant's Email Address
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example@example.com
Who is the primary point of contact for administrative and non-urgent issues?
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Agent is primary contact and Assistant should always be copied
Assistant is primary contact and Agent should always be copied
Assistant is primary contact, only copy Agent on matters of urgency or significant to the Agent's duty as a the Realtor
Agent License Number
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Brokerage Full Name
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Brokerage License Number
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Select Your Team
Please select a Transaction Coordinator (TC) or select "No TC Services":
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Please Select
No TC Services (Marketing Only)
Dannielle Wallace (Cantrell) - Taking New Clients
Emily Hooks - Taking New Clients
Erin Foster - Taking New Clients
Jemme Thompson (Pherigo) - Taking New Clients
Jennifer Herbert - Taking New Clients
Jennifer Richter - Taking New Clients
Josh Schimberg - Taking New Clients
Leah Schimberg - Taking New Clients
Nicole Herrera - Existing Clients Only
Nicole Parayno - - Taking New Clients
Rachel Silverman - Taking New Clients
The TC's role includes includes listing compliance coordination, contract coordination, or document drafting services (listing docs, offers, buyer docs, etc.).
Please select a Marketing Coordinator (MC) or select "No MC Services":
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Please Select
No Marketing Services (Transaction Coordination Only)
Amy Jo Fowler - Existing Clients Only
Briana Leonard - Taking New Clients
Melissa Dolezal - Taking New Clients
The MC's role includes anything related to marketing your listing (brochures, postcards, fliers, etc.) and MLS entry.
Preferred Title Company AND Escrow Officer Name (if any):
Preferred Photographer Name AND Company (if any):
Broker Platform and Software Used by Agent
Please select which Transaction Platform your Brokerage primarily uses:
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Business Tracker
DotLoop
Jointly
Pl@tform
reChat
SkySlope
Transaction Desk
Workspace
Other
If you selected "Other" in the question above, please provide a link to your Transaction Platform sign-in page
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Does your coordinator have permission to work on your behalf in MLS.
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Yes, coordinator can impersonate me as a team member in my MLS account
No, I will handle all MLS updates myself
Please select from the list below which software you want your coordinators to use on your behalf. After submitting the form, your coordinator will contact you directly regarding sign in information.
Austin MLS
Central TX MLS
San Antonio MLS
Three Rivers MLS
Austin Luxury Network
CommissionCo
Canva
Supra
ShowingTime
Other Showing Service
Sign Otter
Other Third-Party Sign Installation Service
DocuSign
Other
Do you use Seller's Shield for the Seller's Disclosure Notice?
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Yes, your TC will send you an invite to link accounts
No, but please send me an invite to set up a free account
No, I prefer for my clients to complete the SDN manually or I use a different service
Please upload a PDF of your IABS, as this is required to take on any new agents for Transaction Coordination Services. Please make sure it is the 2025 version as this is now required by TREC.
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Any other information your Coordinator should know?
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Acknowledgement of Invoicing Policy and Services
Invoicing Policies: Please sign acknowledging this statement... "As Independent Contractors, each coordinator is responsible for setting their own invoicing process. Some will bill on the DA, some at the time of service. Please check with your coordinator directly for their specific invoicing process, payment terms, late fees, etc. prior to ordering services."
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Nicole Herrera's Invoicing Policy and Late Fees: Please sign acknowledging ... "All services offered by Nicole Herrera are billed at the time ordered, with the exception of Full Contract to Close which is billed upon closing. No services will be collected on the DA. Invoices will be sent via Quickbooks bi-monthly (1st and 15th) and will include all services for that pay period on a single invoice. All invoices are Due Upon Receipt. Late payments are subject to an automatic late fee of $25 after seven days. An additional $50 per week will be charged until payment is received. Once a late fee is applied it will not be removed. If payment is not received in full within 30 days, additional services will not be offered until all invoices are paid. Fees are subject to change upon written notice."
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Melissa Dolezal's Invoicing Policy and Late Fees: Please sign acknowledging ... "All services offered by Melissa Dolezal are billed at the time ordered. No services will be collected on the DA. Invoices will be sent via Quickbooks bi-monthly (1st and 15th) and will include all services for that pay period on a single invoice. All invoices are Due Upon Receipt. Late payments are subject to an automatic late fee of $25 after seven days. An additional $50 per week will be charged until payment is received. Once a late fee is applied it will not be removed. If payment is not received in full within 30 days, additional services will not be offered until all invoices are paid. Fees are subject to change upon written notice."
As the Agent requesting services, please sign acknowledging this statement... "At Coordinate TX, our coordinators are all licensed, however it's up to you as the Agent to adhere to all local, state, and federal laws and implement all rules and requirements issued by your respective Brokerage. Our coordinators will act only as the Transaction and Marketing Coordinators on all hired transactions and listings. They do not act as Brokers, and are not held liable for the Agents actions. Agents who enlist services from a coordinator understand that we will act solely in support and will not lead, negotiate, or decide which terms will apply. You as the Agent release Coordinate TX and it's coordinators from all liabilities that may arise by virtue of these real estate transactions and further agree to indemnify, defend, and hold Coordinate TX and it's coordinators harmless from all claims, disputes, litigation, judgments, and attorney fees that may arise in connection with any hired services. You will still be your client's primary contact and will be solely responsible for all agreements made by parties of the transaction. In addition, all Agents requesting services agree to be an active member of the National Association of Realtors and will have Errors and Omissions Insurance for any listing or transaction in which a Coordinator TX coordinator is hired."
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