Operations Hub & Brokerage Manual
A fast, searchable internal operations portal for brokerage procedures, systems, checklists, and training references.
Brokerage Systems Dashboard
Use these links to jump directly into the systems and resources agents use most often.
One-Sentence Rule for Agents
People live in Follow Up Boss, properties live in FlexMLS, contracts live in TransactionDesk, compliance lives in BrokerMint, and internal knowledge lives in the Operations Hub.
Welcome + Brokerage Foundations
Quick-reference summary
- ☐ Mission and values
- ☐ Communication standards
- ☐ Daily expectations
- ☐ Meeting schedule
Mission and Values
Our Mission is help you reach your real estate goals by providing thoughtful guidance, market savvy, and an approach to marketing that you won’t find anywhere else.
Our Vision is to provide the highest level of real estate expertise in the lakes area,
while also providing an experience second to none.
Communication Standards
At Andrew Yaggie Real Estate, how we communicate is a direct reflection of who we are. We ask that you respond to all clients, colleagues, and leads promptly — within an hour during business hours — because responsiveness is one of the most powerful ways to build trust and demonstrate professionalism. Clients under contract should be communicated with at least a minimum of 1 time per week. Whether you're on a call, sending an email, or firing off a quick text, hold yourself to the same high standard across every channel: clear, courteous, and composed. Every interaction is an opportunity to reinforce the reputation we've built together, so carry the Andrew Yaggie Real Estate name with the integrity and care it deserves. When we communicate well, we close more deals, earn more referrals, and create clients who become advocates for life.
Daily Expectations
Consistency is the foundation of a successful real estate career, and at Andrew Yaggie Real Estate, we hold ourselves to a daily standard that keeps us sharp, accountable, and ahead of the market. Each day, make it a priority to check and clear your messages across all channels — email, phone, and text — so nothing falls through the cracks and every client feels taken care of. Dedicate time each morning to reviewing your active pipeline: know where each client stands, what needs follow-up, and what's coming next. Stay current on new listings, price changes, and market shifts so you're always equipped to speak with confidence and authority. Connect with at least one new lead or past client daily - a quick check-in, a market update, or a simple touchpoint goes a long way toward building the relationships that sustain a thriving business. Come prepared, stay proactive, and remember that the small disciplines practiced every day are what separate good agents from great ones. We're in this together, and when each of us shows up fully, the entire Andrew Yaggie Real Estate team wins.
Meeting Schedule
Team meetings will be held every Monday morning at 8:30am via Google Meet unless otherwise noted.
Technology + Systems Guide
Follow Up Boss
CRM used for contacts, follow-up tasks, lead stages, notes, and daily client communication tracking.
RealScout
Buyer search and property engagement platform used to send curated property matches and monitor buyer activity.
BrokerMint
Compliance and commission system used to submit paperwork, track transaction files, and monitor required documents.
NSTAR FlexMLS
MLS system used for property searches, listing input, CMAs, MLS data, and status coordination.
TransactionDesk
Forms, contracts, and e-signature system used to prepare and send real estate documents.
Access through FlexMLS
ShowingTime
Showing scheduling system used to coordinate property showings and listing access.
Access through FlexMLS
TrustFunds
Electronic earnest money deposit platform.
Access through FlexMLS
SentriLock
Lockbox access system used for property entry and lockbox management.
Used through the phone app
Asteroom
Virtual tour system used for listing marketing assets.
Buyer Playbook
Quick-reference summary
- ☐ Lead capture
- ☐ Consultation
- ☐ Buyer rep process
- ☐ Showings
Lead Capture
- ☐ Add lead to Follow Up Boss Open
- ☐ Assign source and tags
- ☐ Call within 5 minutes
- ☐ Send intro text/email
- ☐ Set follow-up task
Consultation
- ☐ Schedule consultation in office
- ☐ Discuss goals/timeline/needs/wants – make notes in FUB Open
- ☐ Sign Agency Disclosure and explain Buyer Representation Contract
- ☐ Review pre-approval
Search & Showings
Offer & Contract
- ☐ Confirm offer details
- ☐ Draft Purchase Agreement and additional documents in TransactionDesk Access through FlexMLS
- ☐ Upload signed contracts to BrokerMint Open
- ☐ Calendar important dates and follow up weekly with clients (inspection dates, appraisal dates, other contingency dates, scheduled closing date, etc.)
Seller Playbook
Quick-reference summary
- ☐ Seller intake
- ☐ Office consultation
- ☐ CMA process
- ☐ Listing launch
Seller Intake
- ☐ Add seller lead to Follow Up Boss Open
- ☐ Assign source and tags
- ☐ Gather seller goals and timeline
- ☐ Schedule initial office meeting
CMA Process
- ☐ Review comparable sales in NSTAR FlexMLS Open
- ☐ Create a CMA report
- ☐ Meet with client or prepare a Loom video explaining the CMA
- ☐ Prepare pricing strategy recommendations
Listing Setup
- ☐ Complete listing docs & get signatures (Listing Agreement signed and Disclosures completed by seller)
- ☐ Upload signed contracts to BrokerMint and Client File in Google Drive
- ☐ Schedule photos/video
- ☐ Activate listing in MLS Add/Edit
- ☐ Install lockbox + sign
- ☐ Send Lynette text code so she can assign it to the property
- ☐ Set up ShowingTime and confirm showing instructions with Seller
Marketing & Offers
- ☐ Launch listing marketing campaign
- ☐ Monitor showing feedback
- ☐ Present offers and discuss strengths/risks
- ☐ Track milestones and communicate weekly updates
Contract-to-Close System
Contract-to-Close Checklist
- ☐ Update MLS status in NSTAR Add/Edit (Pending or Active w/ contingency)
- ☐ Pending checklist in BrokerMint will have all tasks needed to complete
- ☐ Use BrokerMint checklists provided within each transaction to track forms and to do’s
- ☐ Calendar and track inspection + appraisal dates/deadlines
- ☐ Do NOT send disclosures to lenders or title
- ☐ Do NOT send Personal Property agreements to lenders
- ☐ Verify earnest money has been received/paid from Buyer
- ☐ Coordinate closing logistics (lender, title, clients, etc. – prefer closing in our office)
- ☐ Ensure BrokerMint compliance is complete (pending checklist complete)
Quick-reference summary
- ☐ Inspection
- ☐ Appraisal
- ☐ Title
- ☐ Closing week
Forms & Contracts Manual
This section provides a practical overview of the most commonly used Minnesota real estate forms and contracts. Agents should always use the most current version of approved forms (updates are typically released annually in August) and consult their broker regarding questions about form selection, completion, or compliance requirements.
- Listing Stage: Listing contract, agency disclosure, seller disclosures, MLS data input forms.
- Offer Stage: Buyer representation, purchase agreement, financing addenda, inspection contingencies, counter offers.
- Under Contract: Amendments, ICR, earnest money documentation, title and financing documents.
- Closing: Closing Disclosure, ALTA, closing documents, commission check.
- Post-Closing: File completion, compliance review, record retention.
Listing Stage
Exclusive Right to Sell Listing Contract
Purpose: Establishes the brokerage's exclusive right to market and sell a seller's property during a specified listing period and outlines compensation.
When Used: At the beginning of a seller relationship before marketing or listing a property.
Agency Relationships Disclosure
Purpose: Explains the various agency relationships available in Minnesota real estate transactions.
When Used: Upon first substantive contact as required by Minnesota law.
Seller's Property Disclosure Statement
Purpose: Allows sellers to disclose known material facts and property conditions.
When Used: Prior to or at the time of listing and before a purchase agreement is finalized.
Lead-Based Paint Disclosure (if applicable)
Purpose: Federal disclosure regarding known lead-based paint hazards.
When Used: Required for residential properties built before 1978.
Well Disclosure Statement
Purpose: Identifies the existence and status of wells on the property.
When Used: During the sale of property containing or previously containing wells.
Septic System Disclosure
Purpose: Provides information regarding sewage treatment systems serving the property.
When Used: When applicable to the property being sold.
Location Map (if applicable)
Purpose: Provides a drawing of the property showing the location of wells, septic systems, drain fields, and other applicable site features.
When Used: When a property has a well or septic system.
MLS Data Input Forms
Purpose: Collects property details required for MLS entry.
When Used: Prior to entering a property into the MLS.
Offer Stage
Exclusive Buyer Representation Contract
Purpose: Creates a formal agency relationship between the buyer and brokerage and outlines the services provided and compensation terms.
When Used: Prior to showing property or providing brokerage services to a buyer.
Residential Purchase Agreement
Purpose: Creates the legally binding contract between buyer and seller.
When Used: When a buyer submits an offer to purchase real property.
Financing Addenda
Purpose: Establishes financing terms and loan approval contingencies.
When Used: When financing is required for the purchase.
- Financing Addendum
- FHA Financing Addendum
- VA Financing Addendum
Inspection Contingencies
Purpose: Gives the buyer an opportunity to conduct inspections and negotiate repairs or cancel under specified terms.
When Used: During the inspection period following acceptance.
Counter Offers
Purpose: Allows parties to negotiate modifications to an offer.
When Used: During offer negotiations.
Arbitration Agreement
Purpose: Establishes a process for resolving disputes through binding arbitration rather than litigation.
When Used: When parties agree to submit certain disputes arising from a transaction to arbitration.
Under Contract
Amendments
Purpose: Modifies an accepted purchase agreement.
When Used: After contract acceptance when terms need to be changed.
Inspection Contingency Removal (ICR)
Purpose: Documents removal of the inspection contingency.
When Used: After inspections are completed and negotiations are resolved.
Earnest Money Documentation
Purpose: Documents receipt and handling of earnest money deposits.
When Used: Upon receipt of earnest money.
Best Practice: Always retain a copy of the Trust Funds Receipt and/or earnest money check in the transaction file.
Title and Financing Documents
Closing Disclosure (CD)
Purpose: Summarizes final loan terms, costs, and cash-to-close figures.
When Used: Prior to closing for financed transactions.
Settlement Statement (ALTA)
Purpose: Details all financial credits, debits, fees, prorations, and proceeds.
When Used: At closing.
Closing
Closing Disclosure
Purpose: Summarizes final loan terms, costs, and cash-to-close figures for the borrower.
When Used: Prior to closing for financed transactions.
Settlement Statement (ALTA)
Purpose: Details all financial credits, debits, fees, prorations, and proceeds associated with the transaction.
When Used: At closing.
Closing Documents
Purpose: Final executed documents transferring ownership and completing lender requirements.
When Used: At closing.
Commission Check
Purpose: Brokerage commission disbursement and accounting.
When Used: Following successful closing and funding.
Post-Closing
Transaction File Completion
Ensure all required forms, disclosures, and supporting documentation have been uploaded to BrokerMint.
Brokerage Compliance Review
Broker reviews transaction for completeness and regulatory compliance.
Record Retention Requirements
Transaction files and related records must be retained in accordance with the Andrew Yaggie Real Estate Document Retention Policy.
Additional Specialized Forms
Cancellation of Listing Contract
Purpose: Terminates an existing listing agreement before its scheduled expiration date by mutual agreement between the seller and brokerage.
When Used: When a seller and brokerage agree to end a listing relationship prior to expiration.
Common Interest Community (CIC/HOA) Addendum
Purpose: Provides disclosure and contractual provisions related to properties located within an HOA, condominium, townhome association, or other Common Interest Community.
When Used: When a property is subject to a homeowners association or CIC.
Short Sale Addendum
Purpose: Establishes terms and disclosures specific to a short sale transaction requiring lender approval.
When Used: When a property is being sold as a short sale and third-party approval is required before the transaction becomes fully binding.
Resources + Vendors
Lenders
Alisha Abbott, Primary Residential Mortgage - 218-341-6056 - aabbott@primeres.com
Michelle Vogl, Northwestern Bank Home Mortgage - 218-770-9538 - mvogl@nwbmortgage.com
John Hexum, Tradition Mortgage - 218-205-6933 - john.hexum@traditionllc.com
Chris Marvel, American Federal Bank - 218-998-4586 - cmarvel@americanfederal.net
Scott Duberowski, My Kind of Bank - 218-864-7195 - scott.duberowski@mykindofbank.com
Teresa Leno, Edge Home Finance - 701-361-0847 - teresa.leno@edgehomefinance.com
Title
The Title Team - Angela Quam - 218-346-4110 - angela@thetitleteam.com, contactperham@thetitleteam.com
Richland Title - 701-642-2500 - Wahpeton@innovativeabstract-title.com
NF Field - 218-739-5476 - Kelsey@nffield.com, dacia@nffield.com, suzanne@nffield.com
West Central Abstracting, Erin Neumann - 218-736-5685 - westcen@prtel.com
Home Inspectors
Pro-Tech Home Inspections, Cody & Bill Lewis - 218-332-7222 - service@protechinspects.com - https://inspectionhomepros.com/
Pillar to Post, Darren Herman - 218-864-7100 - darren.herman@pillartopost.com - https://voyagerteam.pillartopost.com
Lakes Area Home Inspection, Cory Pederson - 218-731-2897 - cory@lakesareainspection.com
Septic Designers
Schueller’s Septic Solutions, LLC, Bill Schueller - 218-998-0861
Crescent Septic Services, LLC, Peter Johnson - 701-929-0157
Bob’s Lakeside Septic, Jerame Tysdal - 218-864-3004
Septic Inspectors
Crescent Septic Services, Peter Johnson - 701-929-0157
Schueller’s Septic Solutions, Bill Schueller - 218-998-0861
Ness Backhoe, Brett & Tony Anderson - 218-747-2200
Bob’s Lakeside Septic, Jerame Tysdal - 218-864-3004
Septic Installers
Outdoor Renovations, Jeremy Jacobson - 218-826-6623
Budke Excavating, Cory Budke - 218-739-0657
Fergus Power Pump, McClain Okerstrom - 218-736-6772
SF Excavating & Septic Systems, Shane Finkelson - 218-589-7494
Ness Backhoe, Brett & Tony Anderson - 218-747-2200
Scripts + Templates Library
Quick-reference summary
- ☐ Texts
- ☐ Emails
- ☐ Objections
- ☐ Review requests
- ☐ Texts
- ☐ Emails
- ☐ Objections
- ☐ Review requests
Real Estate Transaction Document Retention
All agents are responsible for ensuring that transaction files and related real estate records are submitted to the brokerage and maintained in accordance with brokerage policies and applicable regulatory requirements.
The brokerage shall retain transaction records, including purchase agreements, listing agreements, buyer representation agreements, disclosures, amendments, addenda, closing documents, and related correspondence, for a minimum of seven (7) years or as otherwise required by law.
Agents should not destroy, alter, or remove transaction records from brokerage files. Any documents related to pending litigation, disputes, audits, investigations, or regulatory inquiries must be preserved until the matter is fully resolved.
Electronic storage of records is permitted provided the records remain secure, accessible, and reproducible upon request.
Original source text preserved for reference
Andrew Yaggie Real Estate Operations Hub & Brokerage Manual – Version 2 Revision Control Version: 2.0 Purpose: Master operations manual for agents, staff and brokerage systems. Table of Contents • 1. Welcome + Brokerage Foundations • 2. Technology + Systems Guide • 3. Buyer Playbook • 4. Seller Playbook • 5. Contract-to-Close System • 6. Forms & Contracts Manual • 7. Key Points: Common Real Estate Transaction Documents • 9. Scripts + Templates Library • 8. Resources + Vendors • Appendix Welcome + Brokerage Foundations Purpose: Standardize process and create consistency. ☐ Mission and values ☐ Communication standards ☐ Daily expectations ☐ Meeting schedule Technology + Systems Guide Purpose: Standardize process and create consistency. ☐ Follow Up Boss ☐ RealScout ☐ BrokerMint ☐ NSTAR FlexMLS ☐ TransactionDesk ☐ ShowingTime ☐ TrustFunds ☐ SentriLock ☐ Asteroom Buyer Playbook Purpose: Standardize process and create consistency. ☐ Lead capture ☐ Consultation ☐ Buyer rep process ☐ Showings ☐ Offer process ☐ Pending-to-close ☐ Post-close Seller Playbook Purpose: Standardize process and create consistency. ☐ Seller intake ☐ Office consultation ☐ CMA process ☐ Listing launch ☐ Marketing ☐ Offer review Contract-to-Close System Purpose: Standardize process and create consistency. ☐ Inspection ☐ Appraisal ☐ Title ☐ Closing week ☐ Post-close Forms & Contracts Manual Purpose: Standardize process and create consistency. ☐ Agency ☐ Buyer Rep ☐ Purchase Agreement ☐ Addenda Agent Training Roadmap Purpose: Standardize process and create consistency. ☐ 30/60/90 day plan ☐ Mentorship ☐ Role play Scripts + Templates Library Purpose: Standardize process and create consistency. ☐ Texts ☐ Emails ☐ Objections ☐ Review requests Resources + Vendors Purpose: Standardize process and create consistency. ☐ Lenders ☐ Inspectors ☐ Title ☐ Photographers Appendix BrokerMint checklists, folder structures, naming conventions, compliance forms, sign-off pages.