New Listing Onboarding

Process Map

9

Steps

2

Agent Steps

7

Admin Steps

4

Tools

6

Pain Points

Trigger

Agent signs a contract

Frequency: Variable based on appointments

Agent

Admin Team

Pain Point

Handoff

1

Agent

Scan contract & upload to Salesforce

Salesforce

Contracts are 40+ pages long

15 min

Handoff ↓

2

Admin Team

Receive auto-notification from Salesforce

Salesforce

Instant

3

Admin Team

Download contract & manually enter data into Salesforce

Salesforce

Time consuming (~1 hour per contract)

Gaps/issues require agent correction

~1 hour

↺ Rework Loop

4

Admin Team

Contact agent via Front to remedy gaps or issues

Front

Agent response delays (can take days)

Days

5

Admin Team

Schedule photography with outside firm & coordinate with customer

Scheduling toolEmail

1–7 days

Process Map — continued

Agent

Admin Team

Pain Point

Handoff

Handoff from Step 5 ↓

6

Agent

Fill out 9-page MLS form & email to admin team

Front

Handoff ↓

7

Admin Team

Manually enter MLS form data into MLS system(s)

MLS systems

Missing information → email agent again

Some states require entry into 2 MLS systems

1+ hours

↺ Rework Loop

8

Admin Team

Send draft listing to agent & customer for review

Front

Wait for approval

9

Admin Team

Set listing live & verify data across 4 MLS sites

MLS systems

Complete

Time Analysis & Findings

Time Analysis — bar widths proportional to duration

Contract scan & upload

15 min · Active work

Admin notification

Instant · Automated

Manual contract data entry

1 hr

Bottleneck — manual entry

Agent issue resolution

1–3 days

Wait — rework loop

Photography scheduling

1–7 days

Wait + coordination

MLS form completion

Varies

Depends on agent

Manual MLS data entry

1+ hr

Bottleneck — manual entry

Draft review & approval

Varies

Wait time

Go-live & verification

30 min · Active work

◆ Estimated 2–3 hours of active work spread across 3–14+ calendar days due to wait times and rework loops

Key Findings

■ 2+ hours of manual data entry per listing

Contract data entered into Salesforce (~1 hr) + MLS form entered into MLS (1+ hr). Same underlying data, different systems, all manual.

■ Two rework loops cause multi-day delays

Admin emails agent via Front when contract has gaps (Step 3→4) and when MLS info is missing (Step 7). Agent response can take days each time.

■ Dual MLS entry required in some states

Some states require entering the same 9-page form into two separate MLS systems, effectively doubling the manual entry work.

◆ 4-site verification is fully manual

After going live, admin must visually check 4 different MLS sites to confirm data accuracy. No automated validation exists.

◆ Agent-to-admin handoffs rely entirely on email

Multiple handoff points depend on email responsiveness via Front. No SLA or escalation path for agent delays.

Tools & Opportunities

Tool Inventory

Salesforce

CRM & contract storage · Steps 1–3

Front

Email management · Steps 4, 6–8

MLS Systems

Listing platforms (×4 sites) · Steps 7, 9

Scheduling Tool

Photography firm booking · Step 5

Data Flow

Contract

40+ pages

Manual entry

~1 hour

Salesforce

CRM record

Agent fills

9-page form

MLS Form

9 pages

Manual entry

1+ hours

MLS Systems

×4 sites

Automation Opportunities — ranked by estimated impact

1 OCR / AI Contract Extraction

Auto-extract data from 40+ page contracts instead of manual entry. Could eliminate ~1 hour of admin work per listing.

2 Salesforce → MLS Auto-Population

Push structured data from Salesforce directly into MLS, eliminating the second round of manual entry (1+ hours).

3 Validation at Upload

Catch gaps and missing fields at contract upload time, before admin begins processing. Eliminates the first rework loop entirely.

4 Agent Response SLA + Escalation

Set time-based escalation rules in Front to reduce multi-day agent response delays. Alert manager after 24 hours of no response.

Bottom Line

This workflow has 2–3 hours of manual data entry per listing that could be largely automated.

The biggest wins: AI contract extraction and Salesforce-to-MLS data push would eliminate the two heaviest manual steps and the rework loops they create.