Real Estate Team

A brokerage team server: a listings feed, a leads inbox, a showings calendar, a contracts desk and a brokers-only room.

5 categories
19 channels
7 roles
Small

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Server structure

Channels

OFFICE BOARD

office-bulletin
Team announcements: meetings, policy changes, new agents, market notes from the broker.
listings-feed
New listings, price changes and status updates arrive here automatically. Discuss them in #agent-chat.
open-house-schedule
This weekend's open houses with address, time and who is hosting. Updated by the Assistant.

DEALS

leads-inbox
New leads post here. Reply to a lead to claim it; one claim per lead, first reply wins.
showings-calendar
Booked showings by day: address, time, agent, client initials. Post changes as a reply to the original.
offers-and-negotiations
Offers in, counters out. One thread per property so the history stays together.
under-contract
Files between acceptance and closing: inspection dates, financing deadlines, what is outstanding.
closings
This week's closings, the final walkthrough and who is bringing the keys.

CONTRACTS DESK

contracts-help
Paperwork questions for the Transaction Coordinator. Name the form, the clause and the deal.
document-templates
The current version of every form, posted by the coordinator. Do not use an older copy from your files.

TEAM

agent-chat
The team, day to day. Nothing about a client's finances or another agent's commission here.
referrals-and-vendors
Inspectors, lenders, photographers, stagers and movers who did a good job. One vendor per message with a contact.
sold-board
Closed deals. Post the photo, the agent and the date; the numbers stay in the Brokers Room.
Team Huddle
Showing Prep

BROKERS ROOM

brokers-room
Broker and team lead. Recruiting, compliance issues and the deals that need a second pair of eyes.
commission-splits
Splits, referral fees and caps, per agent. Never discussed anywhere else.
agent-reviews
Performance notes, training plans and who is ready to take leads.
Brokers Call

Roles

BrokerAdministrator
Team LeadModerator
Transaction CoordinatorModerator
Agent
Assistant
New Agent

Overview

Built for a real estate team of a broker, a team lead and a handful of agents who need the deal flow in one place instead of a group chat and three spreadsheets. The Office Board is read-only: #office-bulletin for announcements, #listings-feed where new listings arrive automatically, and #open-house-schedule for the weekend. Deals is the working area and follows a transaction from first contact to keys: #leads-inbox, hidden from the New Agent role until they are licensed to take one, then #showings-calendar, #offers-and-negotiations, #under-contract and #closings, so an agent can see at a glance where every file sits. The Contracts Desk pairs #contracts-help, where the Transaction Coordinator answers paperwork questions, with #document-templates, a read-only shelf of the current forms. Team holds #agent-chat, #referrals-and-vendors for inspectors, lenders and photographers, and #sold-board for the celebration, plus a Team Huddle and a small Showing Prep voice room. The Brokers Room is hidden from every agent role: #commission-splits, #agent-reviews and a Brokers Call where the broker and team lead talk about the people in the other channels.

When to use it

Listings go out by text message, leads get claimed twice, and nobody knows which deals are under contract this week without asking. This layout gives the team a feed for listings, an inbox where a lead is claimed once, a channel per deal stage and a contracts desk, while commission conversations stay in a room only brokers see.

What makes it different

Deals run through leads, showings, offers, under contract and closings, one channel per stage.
The listings feed is read-only and fed automatically, so a listing is never missed in chat.
The leads inbox is hidden from New Agent until the broker decides they can take one.
Document templates are a read-only shelf maintained by the Transaction Coordinator.
Commission splits and agent reviews live in a Brokers Room no agent can see.

Recommended Vetox setup

Notifications
Feed the brokerage's listing RSS into #listings-feed so every new listing and price change posts itself.
Reminders
Schedule a Reminder in #showings-calendar each morning with the day's showings and a Friday one for #open-house-schedule.
Auto Roles
Give New Agent on join so a recruit sees the team channels but not #leads-inbox until the broker swaps the role for Agent.
Embed Messages
Pin an embed in #contracts-help listing the current form versions and who the Transaction Coordinator is.

Questions

How does a lead get claimed once?

Leads post to #leads-inbox and an agent replies to the message to claim it. The reply is public to the team, so a second agent sees it is taken before calling. Move the conversation to #showings-calendar once a viewing is booked.

What is the New Agent role for?

It is a training tier. New Agent sees the office board, the deals channels except #leads-inbox, the contracts desk and the team channels, so they can learn the flow without taking a lead before they are licensed. The broker replaces it with Agent.

Who can see the Brokers Room?

The Broker and the Team Lead. The category denies ViewChannel to @everyone and grants it back to Team Lead only; the Broker role has Administrator. Agents, the coordinator and assistants cannot see it exists.

Common mistakes

Discussing a commission split in #agent-chat, which is how every agent learns what every other agent earns.
Posting leads in the general chat, where two agents claim the same one and the client hears from both.

Consider instead

Small Business Internal Your business is not deal-based and you need tasks, orders and finance rather than a transaction pipeline.

Do you have any doubts?

Our team is there for you

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