Home Getting Started: Importing and updating contacts

Getting Started: Importing and updating contacts

Jim Turner
By Brokerkit Product and 1 other
• 13 articles

Adding and Editing Individual Leads

Brokerkit is great for tracking and communicating with leads, but it only works if you keep feeding it new prospects and keep them up to date. From anywhere on the Recruiter screen, click Add Lead in the upper right corner. 2021-04-14_16_03_26-Search_-_Brokerkit.png Every lead requires a First Name, Last Name, and a unique Email address. You can add multiple email addresses, and you can either set the type to office, personal or other emails and set one as the "Main" email, which is the one that outbound emails will be sent to. Other fields are extremely helpful and recommended but optional. Here, you can also mark the Owner - who is in charge of following up with the lead - and a Referrer if applicable. You can also add your leads' cell phone number, agent ID, "Currently at" is for the current company they are at, Total $ Production LTM, Total # Production LTM, and your lead's Production Label, Source, Status, and even your lead's rating. Add any information you have on the lead's Production, Current Company, or Notes, then click Save. For custom segmentation beyond these standard fields, you can use Labels - a flexible way to tag and group your leads. Labels allow you to create custom categories like 'High Priority', 'Warm Lead', or any other custom grouping you need. Learn more about using labels to group your contacts. 📝 Note: If you regularly import and update your leads using BrokerMetrics, search for the lead's name or email before adding a new lead - they may already be in your system, and you'll avoid creating a duplicate. Click here to learn more about importing and updating with BrokerMetrics. Once you've saved the lead, Brokerkit will automatically take you to the lead's profile. Any notes you've included will appear under Referrer Notes. In the upper-right of the lead's profile, we can move the lead between Normal and Archived states and we can also adjust the lead's Status, which is crucial for keeping leads organized**.** The default status are: 1. Lead 2. Contact Attempt 3. Contact Made 4. Appt Set 5. Needs Evaluated 6. Offer Sent 7. Onboarding 8. Active 💡 You can also add your owner custom status, follow this guide to learn how. Click here to learn more about Using Today, Leads, and Tasks. From here, we can also modify anything about a lead. Click Edit under the Personal Details, Recruiting, or Pipeline sections on the right-hand side to make any changes. When you're finished, click Save to continue. The more up-to-date information you include on a lead, the more context you and your recruiters have when trying to bring them aboard. Viewing Your Newly Added Leads After adding a lead to your recruiting roster, you may need to adjust your view settings to see them: My vs. All Filter The Recruiting screen includes a "My" vs. "All" filter that controls which contacts are visible: - "My" - Shows only agents assigned to you - "All" - Shows all contacts in your account If you don't see a newly added lead: 1. Check that you're viewing "All" contacts (not just "My" contacts) 2. Verify the agent was saved successfully 3. Refresh your browser 4. Check if the agent is in Retention instead of Recruiting Label Filtering You can also filter contacts by labels: 1. Select a label from the filter dropdown 2. Only contacts with that label will appear 3. Clear the label filter to see all contacts again Note: Label filters work in combination with the My/All filter. If viewing "My" contacts with a label filter, you'll only see your assigned contacts that have that label. Changing Contact Ownership Every contact in BrokerKit has an Owner field that determines who is responsible for that contact. The owner receives notifications and sees the contact in their "My Contacts" view. To change ownership for a single contact: 1. Find the contact - Use the search bar to search by name, email, or phone - Or browse your contacts list to locate them 2. Open the contact profile - Click the contact's name to view their full profile 3. Edit the Owner field - Click the Edit button on the right-hand side of the profile - Locate the Owner field in the contact details - Select the new owner from the dropdown menu - Choose yourself to take ownership, or select another team member 4. Save your changes - Click Save to apply the change - The contact now appears in the new owner's "My" view Editing a Contact's Source The Source field tracks where a lead came from, helping you measure the effectiveness of your recruiting channels. To change the source on an existing contact: 1. Navigate to the contact's profile - Search for the contact or browse your contacts list - Click their name to open their profile 2. Find the Recruiting section - On the right side of the profile, locate the Recruiting section 3. Click Edit - Click the Edit button in the Recruiting section 4. Update the Source field - Find the Source dropdown - Select the appropriate source value 5. Save your changes - Click Save to apply the change Available Source Options Brokerkit includes default sources like: - Landing Page - Referral - Manual Entry - Import You can also create custom sources at Account Settings > Sources to match your lead generation channels (e.g., "Career Night", "MLS Report", "Wright Brothers"). Reassigning Leads to Team Members "Assigning" and "reassigning" a lead both mean updating the Owner field — the team member responsible for follow-up. The new owner will see the lead in their "My" view and receive notifications for it. Reassign a Single Lead Use the Changing Contact Ownership steps above. In the Owner dropdown, pick the team member you want to reassign the lead to, then Save. Bulk Reassign Multiple Leads When you need to transfer a batch of leads between team members (e.g., an agent leaving your team, or rebalancing territories): 1. Go to Recruiting or Retention. 2. Use the checkbox at the top of the leads list to select the leads you want to reassign — or tick individual rows. 3. Click the Bulk Actions menu above the list. 4. Choose Change Owner (or Reassign). 5. Pick the new owner from the dropdown, then confirm. The leads are reassigned immediately, appear in the new owner's "My" view, and the new owner starts receiving notifications for them. Reassign vs. Transfer Between Accounts This article covers reassignment within your team. If you need to move leads between separate organization accounts (different BrokerKit teams in the same org), see Transferring leads and team members between accounts in an organization. How do I change the source of a lead or agent? Open the contact profile from Recruiting or Retention. In the details panel on the right side, find the Recruiting or contact-details section and click Edit. Update the Source field, then save the profile. If your team uses custom sources, Admin users can also manage the available source names from the lead source settings. Renaming a source updates contacts that already use that source name, and deleting a source removes it from contacts that used it.

Last updated on May 03, 2026

Importing and Updating Contacts from MarketView Broker

Import/Update your recruiting leads and agent roster from MVB MarketView Broker from ShowingTime is a fantastic tool for pulling up-to-date contact information and production data on your market's agents straight from your local MLS. For an existing Account - Please watch the video below and follow the steps to import your data using our MVB importer: Getting Your MarketView Broker Data 1. Log in to MarketView Broker 2. From any list of agents, choose the timeframe for reported data which should be "Year through Last Month" mceclip0.png 3. Make sure Values is selected for the view. mceclip1.png 4. To get the percentage change and the previous year production details, click % Change: mceclip2.png 5. Click CSV option to export up to 2,500 records. mceclip4.png 6. Wait for the file to export. mceclip5.png 7. Here is what the file will look like with % Change selected: mceclip3.png Things To Note: - Getting the data from MVB - Please do not modify the columns or column header names in the standard format exported from MVB. - You can only export 2500 rows at a time in a search. You should create a set of saved searches that query by zip code or county so each search is under 2500 and can be exported. Create a set of searches that are each under 2500 but cover the territory you want to recruit into when combined. - Importing periodic data updates - Once you import your saved searches into Brokerkit, you can reimport them monthly or quarterly to bulk update your Brokerkit database, keeping it in sync with the MLS and capturing new agents and updates on agent office and production information. Be sure to save your searches so you can run them again later at your desired frequency. - We match and update existing records using any of the existing contact emails or agent ID/MLS. This helps prevent duplicates and allows you to do the monthly or quarterly updates mentioned above. - Certain fields, like phone numbers, will not be updated unless they are empty so that you don't end up fixing a mobile phone number and having it overwritten later. Notes added with one of the note icons in the contact profile will also not be impacted by an update. - Archiving agents - For agents you feel are not fit, archive them rather than delete them, as this will prevent them from being added back on the next import. It will just match and update them, and they will start in the archive. - Updating agents in retention - Note that the data will, by default, be imported into the recruiting module in Brokerkit unless there is an existing agent in retention with the same email or agent ID/MLS, in which case it would match and update the existing record. - If you want to update your existing agents with MVB production data, you can then go ahead and import your roster first into retention using the Teams importer here, and be sure to set their emails and agent ID/MLS on import. They will match and update the email or agent ID/MLS on import and add the production information in retention from MVB. - For any of your agents who did not match and update and ended up in recruiting, move their status to Signed, and they will be shifted to retention. Export Co-Op Agents report In MarketView Broker is also possible to pull a report to view co-op agents. 1. Log in to MarketView Broker 2. Go to the tab Co-Op Agents. 3. Click the button Export. 4. You can also set up recurring email notifications, click the button Email Updates. 5. Select the frequency and file format. 6. Click Save. For more details, watch this detailed video in the MVB website: https://marketviewbroker.uservoice.com/knowledgebase/articles/1926796-detail-page-co-op-agent-tab-overview After you have exported your co-op agents data, you can import it to Brokerkit using our Leads Importer, be sure to follow this guide: https://info.getbrokerkit.com/knowledge/hc/en-us/articles/360046359412-how-to-import-data 

Last updated on Nov 27, 2025

Importing and Updating Contacts from BrokerMetrics

BrokerMetrics is a fantastic tool for pulling up-to-date contact information and production data on your market's agents, straight from your local MLS For an existing Account - Please watch the video below and follow the steps to import your data using our BrokerMetrics importer: First, Log in to BrokerMetrics and select Proficiency Metrics. bm-export1.jpg Then Select All property types and Addall the counties or cities in the territory from which you’ll be recruiting. bm-export2.jpg Once you’ve selected the coverage Areas, click Search. Note on searches: - BrokerMetrics will only allow you to export a search with 2000 rows or less. If your search exceeds 2,000 results, you’ll need to narrow the search. - Once you've pulled a search with 2000 results or less, select Contact Information, and check all columns to include in the report. - You should create a set of saved searches which query by things like zip code or county so each search is under 2000 so it can be exported. Create a set of searches that are each under 2000, but when combined cover the territory that you want to recruit into. - Once you import your saved searches into Brokerkit, you can reimport them monthly or quarterly to bulk update your Brokerkit database to keep it in sync with the MLS and to capture new agents and updates on agent office and production information. Be sure to save your searches so you can run them again later at your desired frequency. bm-export3.jpg A few things to note: - We can import all columns from the BrokerMetrics CSV, so please send the full export with all columns without changing the column header names or removing columns. - You can also add columns in your spreadsheet with the header name "Referal Notes" and "Labels" if you want to add notes or labels to the records on import. - Leave bothHide My Agents and Hide My Company Agents unchecked**.**We can remove agents from franchise partner-offices afterward, and this will allow us to update production for your agents as long as their roster email/agent ID is the same as what's listed in BrokerMetrics. - Finally, Export to CSV by clicking the Export icon. Note that you may need to filter production ranges to export in batches of 2,000 leads or less. bm-export4.jpg Things To Note: - Importing periodic data updates - Once you import your saved searches into Brokerkit, you can reimport them monthly or quarterly to bulk update your Brokerkit database, keeping it in sync with the MLS and capturing new agents and updates on agent office and production information. Be sure to save your searches so you can run them again later at your desired frequency. - We match and update existing records using any of the existing contact emails or agent ID/MLS. This helps prevent duplicates and allows you to do the monthly or quarterly updates mentioned above. - Certain fields, like phone numbers, will not be updated unless they are empty so that you don't end up fixing a mobile phone number and having it overwritten later. Notes added with one of the note icons in the contact profile will also not be impacted by an update. - Archiving agents - For agents you feel are not fit, archive them rather than delete them, as this will prevent them from being added back on the next import. It will just match and update them, and they will start in the archive. - Updating agents in retention - Note that the data will, by default, be imported into the recruiting module in Brokerkit unless there is an existing agent in retention with the same email or agent ID/MLS, in which case it would match and update the existing record. - If you want to update your existing agents with BrokerMetrics production data, you can then go ahead and import your roster first into retention using the Teams importer here, and be sure to set their emails and agent ID/MLS on import. They will match and update the email or agent ID/MLS on import and add the production information in retention from BrokerMetrics. - For any of your agents who did not match and update and ended up in recruiting, move their status to Signed, and they will be shifted to retention.

Last updated on Nov 27, 2025

How to configure the Relitix Integration in Brokerkit

Brokerkit offers two direct MLS data source integrations with automatic sync: Relitix (this article, monthly sync) and Courted (nightly sync). Other providers (BrokerMetrics, REality, MarketView Broker) require manual CSV imports. Getting a Relitix API key - If you are a Relitix customer, you can utilize our Relitix Integration to have your MLS data automatically imported and updated in Brokerkit. - If you want to sign up with Relitix, fill out the contact form here and tell them that Brokerkit sent you! You can also reach out to them at support@relitix.com to ask about pricing or any other questions you may have. - Once you're set up in Relitix, please follow the steps below to configure the integration from within Brokerkit. Please Note on MLS import query limits: - Each Brokerkit pricing plan has a maximum number of search queries available. To understand those limits, please take a look at our pricing page here. - Each import query can import up to 10k records at a time. If you create a query with more than 10k results and run it again later to update the data, you may not get the same 10k records as they may not come in the same order. How to connect in Brokerkit When you are logged in to Brokerkit and looking at the Today view, you'll want to navigate to your Data Page: Next, you'll want to select the MLS Settings tab and be sure you have a Primary MLS selected Once you have your MLS selected, select the Settings button. On this page, you can select your MLS provider and put the API Key you retrieved from Relitix. Make sure to add the API Key exactly as you copied it to avoid errors.. If desired, select this box: "When selected, the MLS Preferred Phone number will be added to the Cell Phone Field if there is no cell phone number available via the Relitix integration. Note that it is not possible to determine the phone type from the MLS Preferred Phone attribute so it is possible this is not a mobile phone" Next, you'll switch to the MLS Import tab and click the "Add Import Query" button: When building your new import query, you'll provide the following information first: - Name for your import query - The MLS you want to pull the data from 📝 Note: this dropdown will populate based on the MLS(s) you selected under the MLS Settings tab. Once that information is set, you can choose if this data pull will go into your Recruiting or Retention database using the provided dropdown menu. Be sure to apply a relevant label to help you find your imported data easier. For Recruiting: - You will have a variety of options under "Field," which will serve as the import parameters from your MLS Provider: | | | | --- | --- | | "Field": in Brokerkit | Description | | Minimum Volume | * Minimum 12-month closed volume * Set to 0 to capture new agents with zero production | | Maximum Volume | Maximum 12-month closed volume | | Minimum Volume Percent Change | Minimum year-over-year change in closed volume as a decimal percentage (10% = .1) | | Maximum Volume Percent Change | Maximum year-over-year change in closed volume as a decimal percentage (10% = .1) | | Minimum Sides | Minimum closed sides in the prior 12 months | | Maximum Sides | Maximum closed sides in prior 12 months | | Minimum Months in MLS | Minimum number of months the agent has been active in MLS | | Maximum Months in MLS | The maximum number of months the agent has been active in MLS | | Include agents without prior-year history | * Set to True to include agents without a prior-year history (defaults to True) * This parameter is used to include agents without a prior year history who would not have valid results for year-over-year change in closed volume as a percentage (Inf). The agents in question would have current-year production. | | Maximum distance to the closest office | Maximum distance from agent's center of business to closest client office (defaults to 15 miles) | | Include own company agents | Set to True to include own company agents, False to exclude (defaults to False) | | Agent Production Postal code | Zip code at the center of the agent's geographical center of production | - Set the operator as "is." - Enter your preferred value based on the "field" you selected. 📝 Note: You can choose multiple parameters using the "Add a New Condition" button, and the search will find data where ALL conditions are met. To create a new Query, go to Data > MLS Import > Add Import Query. For Retention: You will set the following: - "Field" as Office Number - Operator as "is" - The value is your MLS office ID, which will import the agents on your team Click "Save Search" once your import query is built. Once your query is saved, you can see how many import query results will be generated! Screen_Shot_2022-04-27_at_10.49.12_AM.png 📝 Note on the Query count: - The record count will only be updated each time you save an import query with a change in query parameters. - Note that it does not perform an API call in real-time to determine the current count when viewing the screens with the count, so it does not consume your Relitix API key credits. - If you have questions about how this works, please contact us at support@brokerkit.com with questions. Running your MLS import queries Once you've saved your import query, your saved search will appear under the MLS Import tab. From here, you can: Manually Trigger your query import This will trigger a one-time API call and allow your data to be automatically updated. Schedule a Monthly update for your import query. Once you save your import query, a monthly update will automatically be scheduled to occur on Saturdays between the 14th and 20th of each month at 1:00 a.m. Mountain Time. Edit your import query. Delete your import query. After a successful query search, here is what a contact profile will look like: Notification of a successful import When building the new import query, the option to have an email sent upon a successful import to all Admin/Staff users on the account will be auto-selected as seen below: Any user on the account can opt out of these emails under their user settings by deselecting the box marked "MLS Import notification emails." Note: If a user clicks "unsubscribe" upon receiving an MLS Import notification email, that link will reroute them to the page above to deselect the checkbox, but it will not unsubscribe them from all future Brokerkit communications. Viewing Relitix Data in Brokerkit Your MLS Integration is now all set. You can schedule your imports to be done every month automatically or manually trigger them! Once the Relitix data has been imported with the search queries, you can see the new information in the contact profile within the Personal Details, Recruiting & Relitix sections. Below are the fields that we are importing from Relitix in Brokerkit, with the Brokerkit field on the left and the description of the Relitix field on the right. | | | | --- | --- | | Name | Description | | Agent ID | The Relitix ID of the agent (unique to MLS) | | MLS | The RESO OUID of the MLS | | First Name | Agent first name | | Last Name | Agent last name | | Office ID | MLS OfficeKey value for the agent's current office. | | Cell Phone | Agent mobile phone | | Office Address | Address of current office | | Office Email | Agent email | | Active Listings | Active listing count on Last Updated date | | Our Closest Office | Name of the client's closest office to the agent's center of business | | Our Closest Office Address | Address of the client's closest office to the agent's center of business | | Dist. to Our Closest Office | Distance in miles from the client's closest office to the agent's center of business | | Dist. to Current Office | Distance from agent's center of business to the current office in miles | | Center of Production Zip | The zip code which contains the geographic center of this agent's listings and sales over the prior five years. | | First Transaction at Current Office | For agents who have changed offices, the date of the first MLS transaction in the new office | | First Transaction in MLS | Date of the agent's first MLS transaction (accurate to 2011 in most markets) | | Rookie Rating | This rating indicates the probability that this agent will still be in the business in their fourth year and that they'll be closing more than 3 million in volume. | | Current Switch Risk | It compares this agent's behavior to the behavior of agents who have switched offices and gives us the likelihood that this agent will switch offices in the next three months. It has 3 levels: * Green: The agent is less likely than the average agent to switch offices. * Yellow: They are 5 times more likely than the average agent to switch offices in the next 3 months. * Red: They are 10 times more likely than the average agent to switch offices in the next 3 months. | | Listing Effectiveness Grade | Each agent is graded based on how well they handled their listings over the last 6 to 18 months. All the agents in the MLS are graded on a curve. The top 20% of agents in the MLS get an A, and the bottom 20% get an F. | | Listing Effectiveness Impact | Assigns a dollar amount to this agent's effectiveness with listings by comparing the volume they closed on their listings to what an average agent would have closed for those same listings. If there is a high negative number, this agent most likely had a high-priced listing canceled or expired. | | 5 Year Batting Avg | Percentage of listings taken between 6 and 66 months ago which have closed | | 5 Year Listing Count | Number of new listings taken between 6 and 66 months prior to the last update date | | Last Updated | Calculation date of metrics | | Total $ Production LTM | Total closed dollar volume in 12 months prior to the last update date | | Total # Production LTM | Total closed sides in 12 months prior to the last update date | | $ Change | Year-over-year change in 12 month closed volume in dollars | | % Change | Year-over-year change in 12 month closed volume as a percentage | | Company | Name of current office | Filtering on Relitix Data in Brokerkit Once your data is imported from Relitix via your import queries, you can use the contact filters in the advanced search feature to segment your list by various parameters for review and targeted outreach. From the Recruiting or Retention screen, click Show Advanced Options under the search bar. The following four Relitix-specific filter categories appear alongside the standard filters. Click the info icon next to each filter label in Brokerkit for a quick tooltip reference. The fields highlighted below are the ones to focus on for filtering on data imported from Relitix. By clicking on "Show advanced options", you can use the following Relitix-specific filter categories: Production Filter by an agent's recent sales performance. Select a metric from the dropdown, then enter a numeric range (From/To): - Total $ Production LTM - Sales production volume over the last twelve months - Total # Production LTM - Total units sold by an agent on either side of a transaction in the last twelve months - $ Change - Sales volume production in the last twelve months compared to the prior twelve months on a dollar basis - % Change - Sales volume production in the last twelve months compared to the prior twelve months on a percentage basis - Average Sales Price - The average sales price of all transactions sold by the agent in the last twelve months Production Insights Filter by Relitix AI-powered predictive analytics and performance grades. Select a metric from the dropdown, then use the appropriate input: - Rookie Rating - This rating indicates the probability that this agent will still be in the business in their fourth year and that they'll be closing more than 3 million in volume. Enter a numeric range (From/To). - Current Switch Risk - Compares the agent's behavior to agents who have switched offices and predicts the likelihood of switching in the next three months. Select one or more risk levels: - Green: The agent is less likely than the average agent to switch offices - Yellow: 5 times more likely than the average agent to switch offices in the next 3 months - Red: 10 times more likely than the average agent to switch offices in the next 3 months - Listing Effectiveness Grade - Each agent is graded based on how well they handled their listings over the last 6 to 18 months. All agents in the MLS are graded on a curve: the top 20% get an A and the bottom 20% get an F. Select a letter grade. - Listing Effectiveness Impact - Assigns a dollar amount to the agent's effectiveness with listings by comparing the volume they closed on their listings to what an average agent would have closed for those same listings. A high negative number usually means the agent had a high-priced listing canceled or expired. Enter a numeric range (From/To). - Five-Year Batting Average - The number of listings the agent has held over the last five years and the percentage of those that closed. Enter a numeric range (From/To). - Five-Year Listing Count - The number of listings taken between 6 and 66 months ago. Co-listing agents are not counted. Enter a numeric range (From/To). Production Location Filter by geographic location and proximity to your offices. Select a metric from the dropdown, then use the appropriate input: - Closest Office Name - The office of your company which is located closest to the geographical center of an agent's historical listings and sales activity. This determines the best-fit office location for a prospective agent recruit. Select from a dropdown of your office names. - Closest Office Address - Address of your closest office. Select from a dropdown. - Distance To Closest Office - The straight-line distance from the geographical center of the agent's historical listing and sale activity to your closest office. Enter a numeric range in miles (From/To). - Distance To Current Office - The straight-line distance from the geographical center of the agent's historical listing and sale activity to their current office. Large values here indicate agents working in virtual offices. Enter a numeric range in miles (From/To). - Office Postal Code - The agent's office mailing zip code. Select one or more zip codes. - Center of Production Postal Code - The zip code that is the center of the agent's production (geographic center of their listings and sales over the prior five years). Select one or more zip codes. Production Dates Filter by key career milestones. Select a metric from the dropdown, then enter a date range (Start/End): - First Transaction At Current Office - The date of the first MLS transaction (listing or sale) at the agent's current office. Note that Relitix only loads back to 2011 for most MLSs. - First Transaction At MLS - The date of the first MLS transaction record in which the agent appears, regardless of office. Note that this is limited by the history loaded in Relitix's server and will not be accurate beyond the first date of complete data for the MLS in question. When to use filters vs. import queries: - Use Advanced Search filters for quick searches and one-time filtering of existing contacts - Use Import Queries only when you need to import new contacts from Relitix or schedule regular updates Example: To find agents operating in a specific zip code: 1. Go to the Recruiting or Retention screen 2. Click Show Advanced Options 3. Select Production Location > Center of Production Postal Code 4. Enter or select the zip code(s) you want to filter by 5. Click Search to see matching contacts

Last updated on Apr 14, 2026

Identify & Merge Duplicate Contacts

Brokerkit is designed to prevent the majority of duplicates, but there's no way to prevent all of them. This article will help you understand when duplicate leads or contacts can be created and how to address them. How duplicates are prevented and can be created - How do we prevent duplicates? - In general, we match and update existing contacts on either the email address or agent ID/MLS, as sometimes you will have one or the other. For instance, you might have emails on new agents in a real estate school or event, whereas some MLSs block providing emails, so you might only have their MLS/agent ID. - - If you try to create a contact in the user interface with the same email or agent ID/MLS as another contact in the same account, it will block it. If you try to do this for a contact with a duplicate in another account linked in an organization, it will warn you but allow you to override it. - When importing recruiting or retention contacts via a file importer or the Relitix integration, we will match and update existing records with the same email or MLS/agent ID combination. - Contacts created via landing pages, agent referrals, API/Zapier, or transferring between 2 accounts linked in an organization will also match any contacts with the same email or MLS/agent ID combination. - Here are two common scenarios for creating duplicates: - When agents move between brokerages, their emails change, but it will match the MLS/agent ID if you have that. If not, it will create a duplicate. - If you are importing data from multiple MLSs that can contain the same agents, then duplicates will be created if they use different emails in each since their agent ID/MLS will be different. - In both scenarios, we recommend you search for duplicates by agent name as detailed below and merge the valid duplicates. How to Identify Duplicates Leads or Contacts Select Data using the menu on the left side of your home page**.** Screen_Shot_2021-04-23_at_1.50.07_PM.png Once on the Data page, select the Merge Duplicates tab. merge.png Leverage one of the below filters and then click Identify Duplicates 1. Duplicate Email address 2. Duplicate Agent ID 3. Duplicate Name How to Merge Duplicate Leads or Contacts 1. Select a Primary record. 2. Once the primary record is selected, click Merge Into Primary on any secondary record, and they will be merged into the Primary record. Please Note: - Agent IDs/MLSs, email addresses, emails, texts, and any activities (e.g., calls, sticky notes, etc.) logged will be merged from the secondary record into the primary record. Then, the secondary record will be deleted. - The selected Primary record will override the data in certain fields on the secondary record, including company information and production values. - For team members in Retention, records will have a tag with the role of that user next to their name (e.g., "Agent") - If you select a team member from Retention as the secondary record and merge it into a different primary, the user account will be removed for that secondary (even if you merged it into a lead which will not have a retention user account) - When you hover your mouse over the button Merge Into Primary, a tooltip detailing how the merge will work will appear. - If you click on a person's name, their contact profile will open in a new browser tab, allowing you to review the details of each record side by side. - Note that if you find duplicates with the same email address or agent ID, it is highly likely that they are the same person, and the records should be merged. However, when you scan for duplicate records with the same name, they might not be the same person, and as such, you need to review both records to be sure it is the same person before merging the two. Can I merge all duplicates at once? Brokerkit does not currently merge every duplicate automatically in one bulk action. The Merge Duplicates tab helps you identify duplicate groups, but you should review each group and choose the correct Primary record before merging. After you identify duplicates, select the record you want to keep as the Primary record, then click Merge Into Primary on the duplicate record you want to combine into it. Repeat that process for each duplicate pair or group that you confirm is the same person. This manual review step is important because duplicate-name matches may not always be the same person, especially when different agents share a name or when MLS data comes from multiple sources.

Last updated on May 03, 2026

How To Import or Upload Contacts

Need Help Importing Your Data? Having trouble uploading your CSV file? If you're experiencing difficulty with the import process, or you'd prefer someone to handle it for you, just email your file to support@brokerkit.com and our team will take care of it. What to include in your email: - Your CSV or Excel file attached (our team can convert Excel files to CSV for you) - The type of contacts you're importing (leads, team members, etc.) - Any labels you'd like applied to the imported contacts - Any special instructions or field mapping notes - If your organization blocks file attachments or external file sharing, you can send a Google Drive, SharePoint, OneDrive, or other file link that Brokerkit Support can access. If the link is restricted, grant access to the support team member. - Each row should include a matching identifier so Brokerkit can create, update, and de-duplicate contacts. Use an email address and/or Agent ID/MLS when available. Phone numbers can be imported as contact data, but phone number alone is not enough to reliably match and de-duplicate contacts during an import. File Import Limits by Plan: Each Brokerkit plan includes support-assisted file imports per month (excluding data transformation): - Starter: 1 file import/month - Core: 2 file imports/month - Expansion: 3 file imports/month - Enterprise: 5 file imports/month For details on all plan features, see Brokerkit Pricing. Prefer to do it yourself? Continue reading for self-service import instructions below. CSV File Format Requirements ⚠️ Important: You must be an Admin user to access Data > Contact Import. Staff and Agent users cannot access the import page — please ask an Admin user on your account to help you. Your import file must be a CSV (.csv) file. If your data is in Excel (.xlsx/.xls) or Google Sheets, you need to export it as CSV before importing. - File type: .csv (comma-separated values) only — if you have an Excel or Google Sheets file, export it as CSV first - Encoding: UTF-8 encoding recommended (avoid UTF-16, ISO-8859-1, or Windows-1252, which can cause silent import failures) - First row must be column headers — these are the field names Brokerkit maps to contact fields - Use the official CSV template for each importer — download it from inside the importer screen before adding your data. Required column headers vary by importer (Leads, Team Members, BrokerMetrics, MarketView Broker) - Required fields: at minimum, each row needs an identifier — typically Office Email (or Personal Email) and/or Agent ID so Brokerkit can match and de-duplicate contacts - Optional fields: First Name, Last Name, License Number, License Expiration Date, Office Phone, Cell Phone, Current Company, Office Address/City/State/Zip, Owner, Birthday, Joined On, Anniversary, Production fields, Notes, Labels (see full field list further down this article) - Date fields (Birthday, Joined On, Anniversary, License Expiration Date) accept MM/DD/YYYY or YYYY-MM-DD formats - Phone numbers accept any format — Brokerkit will normalize them - Important: Phone numbers can be imported and normalized, but they are not the primary matching identifier for imports. Rows with only a phone number and no email or Agent ID/MLS may be skipped or require manual review because Brokerkit needs a stable identifier to avoid duplicates. - Labels column accepts comma-separated values (e.g. 2025-import,top-producer) - No blank header rows or merged cells — these will cause the importer to skip rows How to convert Excel or Google Sheets to CSV: - Excel: File → Save As → choose CSV (Comma delimited) (.csv) - Google Sheets: File → Download → Comma Separated Values (.csv) - Apple Numbers: File → Export To → CSV For detailed format requirements and common conversion issues, see Supported File Formats for Contact Import. CSV example (Leads importer): First Name,Last Name,Office Email,Cell Phone,Current Company,Labels Jane,Smith,jane@example.com,555-123-4567,Acme Realty,2025-import If your file has columns Brokerkit doesn't recognize, the importer will let you map them during the upload step or skip them. Demonstration of Importing contacts with one of our file importers - See the video below for a demonstration of how to import or upload a list of contacts: Note: We also have our Relitix integration for importing MLS agent data as recruiting leads and your agent roster into retention. Please have a look here for details. When importing data from an MLS, you have multiple options available to you. You can utilize the Relitix integration or explore the file import functionalities within Brokerkit, specifically for BrokerMetrics or MarketView Broker. Follow these steps to import or upload your list of contacts with a File importer: ⚠️ Note that this option is only available for Admin users, if you are not one, please contact an Admin user to help you out. 1. Select "Data" using the menu on the left side of your home page. 2. Select "Contact Import" 3. There are 4 importers: 1. Leads Importer - Make sure to download the CSV template. - This tool imports data from external documents using our leads import template. It allows you to upload multiples leads into the Recruiting module in Brokerkit or it matches/updates agents in Retention based on the same email or agent ID/MLS. - It is designed to import data from external sources that are not BrokerMetrics, MarketView Broker or Relitix. Examples include lists of newly licensed real estate agents, real estate school attendees, event participants, and other similar records. 2. Team Members: - Make sure to download the CSV template. - This importer will import your agent roster as agents in the Retention module using our team member template or match/update recruiting leads with the same email or agent ID/MLS. - You can also export your team roster to CSV, make changes (e.g. add birthdays), and re-import it to make bulk changes. You can delete the column you don't want to update before re-importing that list. - For any of your agents who ended up in retention because they matched on an email or agent ID/MLS there, move their status to Signed, and they will be shifted to retention. 3. BrokerMetrics - This importer will import your CSV exports from BrokerMetrics as leads or match/update agents in retention with the same email or agent ID/MLS. - You can go here for step-by-step instructions on how to import from BrokerMetrics. 4. MarketView Broker - This importer will import your CSV exports from MarketView Broker as leads or match/update agents in retention with the same email or agent ID/MLS. - You can go here for step-by-step instructions on how to import from MarketView Broker. 4. Follow the prompts and read the notes on the screen. 5. Be sure to use Labels so that you can easily find the contacts you have just imported later. You can do this by filling out the option "Comma Separated Labels to add to leads" during the import process. 6. You can click on Continue to proceed. 7. Click on Start Importing Data once a file is selected. 8. To verify the accuracy of your import, you will receive an email detailing the number of rows that were successfully imported as well as those that were skipped. For any skipped rows, a downloadable CSV file will be included, providing you with the details of the skipped entries along with an explanation in the "Error" column. 9. Scan for duplicates and merge them by following the directions here. Please ensure that the import settings are enabled to receive an email notification after completing your import in Brokerkit. Troubleshooting: Not Receiving the Import Notification Email? After completing an import, Brokerkit sends you an email with the results of your import (how many rows were imported, skipped, etc.). If you are not receiving this email, here are the most common causes: 1. You may be on our email suppression list. If you previously clicked an "unsubscribe" link on one of our internal notification emails, your email address was added to a suppression list. This prevents you from receiving all notification emails from Brokerkit, including import results, export downloads, and other system notifications. 2. Check your spam/junk folder. The email comes from noreply@u.getbrokerkit.com with the subject "[Brokerkit] Imported data." It may have been filtered to spam. 3. Verify your import notification settings are enabled. See the screenshot above to confirm the setting is turned on. If you believe you are on the suppression list, please contact our support team at support@brokerkit.com and we will check your email address and remove it from the suppression list so you can receive notifications again. File Size Limits BrokerKit enforces a maximum upload size of 10 MB for import files. For the best experience, keep your import file under 1 MB. Files larger than 5 MB may be slow or fail to import and should be split into smaller files before uploading. Tips for reducing file size: - Remove unnecessary columns before importing - Split large files into multiple smaller imports (use Labels to track which batch each file belongs to) - Save or export as CSV before uploading Things to note: - How does the import handle Duplicated Contacts? - The file importer prevents duplicates by matching both the agent_id and email. If a contact with the same values already exists, it will not be imported again. - How can I find the contacts that I have just imported? - To find the data you imported, if you have used Labels, go to the Advanced filters section, look for the field "Labels", and search for the label you used. Also, at the bottom of the page, ensure you have selected the correct option: - - All: To see all contacts - My + unassigned: To see your contacts and the contacts without an owner - My: To see only your contacts. - Archiving agents - For agents you feel are not fit, archive them rather than delete them, as this will prevent them from being added back on the next import. It will just match and update them, and they will start in the archive. - Bulk updating Custom Contact Status on Contacts - To perform a bulk update of contact statuses, please navigate to the Data page, where you can download the CSV file from the leads importer. Once you have the file, enter the email and name alongside the custom or default status you wish to update. After completing these entries, import the file, and the listed contacts' statuses will be updated accordingly. - Please be aware that only contacts categorized under recruiting within the lead importer can have their statuses updated. It is important to note that the status names are case-sensitive. For instance, if your custom status is labeled "LEADS" and you input it as "leads" in the CSV file, the status will not be updated. Therefore, ensure that the status names match exactly. - How to bulk change contact's information? - You can bulk upload or update contact information like notes, emails, office information, etc. using the Leads Importer or Team Members Importer. To do this, first download the CSV template and use either the Agent ID or Office Email field to identify the contact whose information you want to update. The CSV template allows you to upload a wide range of details. Here are some examples of the fields you will find: - First Name - Last Name - Agent ID - License Number - License Expiration Date - Office Email - Personal Email - Other Email - Office Phone - Cell Phone - Other Phone - Current Company - Office ID - Office Address - Office City - Office State - Office Zip - Office County - Home Address - Home City - Home State - Home Zip - Owner - Birthday - Joined On - Anniversary - Total $ Production LTM - Total # Production LTM - Production Label - $ Change - % Change - Notes - Sticky Notes - Labels - Important: How Email Updates Work When you import a CSV with a new email address for an existing contact: - The new email is ADDED to the contact (not replaced) - The original email remains as the PRIMARY email - The contact will now have multiple email addresses on file To replace a wrong email address: After importing the new email address, you must manually set it as primary: - Open the contact's profile - Go to Personal Details section - Click on the new email address - Select "Set as Primary" or remove the old email address - Opted In Status in Contact's Personal Details - The Opted-In selector in a contact's profile indicates whether they have given consent to be contacted at the phone number they provided. This is automatically selected for contacts who submit their information through your landing page and explicitly agree to receive communications. If the Opted-In status is not selected, it is likely because the contact was added through one of the four file import methods mentioned above. Additionally, if a contact provides consent through other methods-such as a phone call, text, in-person conversation, or another platform-you can manually update or change their Opted-In status. To do this, go to the contact's Personal Details section and check the box. 📩 Note: This Opted In setting does not prevent you from contacting the individual. It serves as a reference for compliance with text messaging regulations. Troubleshooting Failed Imports If your import failed or skipped rows, work through these steps: 1. Check the Import Result Email After every import, BrokerKit sends an email (from noreply@u.getbrokerkit.com, subject "[Brokerkit] Import results") with: - Total rows processed - Number of contacts added / updated - Number of rows skipped and the reason for each Open the email first — it usually tells you exactly what went wrong. 2. Common Reasons Rows Get Skipped | Reason | What to do | |---|---| | Missing First Name or Last Name | These fields are required. Go back to your CSV and fill them in. | | Missing or invalid Email | Every row needs at least one email. Check for typos, missing @, stray spaces. | | Duplicate email | A contact with this email already exists. BrokerKit will update them (not skip) unless your import is set to "skip duplicates". See [How to avoid creating duplicates while importing data]. | | Invalid phone format | US cell phones should be 10 digits. BrokerKit strips formatting, but garbled entries like cell: (555)... won't parse. | | Required field mapping missed | During the import wizard, make sure First Name, Last Name, and Email columns are mapped to the right CSV columns. | | Empty rows | Trailing blank rows at the bottom of a CSV are silently skipped — not a problem. | | Bad encoding / special characters | Save your CSV as UTF-8. Other encodings can corrupt accented characters and cause skipped rows. | 3. Fix Errors and Re-Upload 1. Open your CSV in Excel / Google Sheets / Numbers. 2. Filter to the rows the import email flagged. 3. Correct the specific issues (missing names, invalid emails, etc.). 4. Re-export as CSV. 5. Re-run the import — BrokerKit will skip rows it already imported (by email) and add the newly-corrected rows. 4. Import Silently Finished With Zero Changes If the import finished with no contacts added or updated, the most common causes are: - Wrong column mapping — the wizard defaulted to wrong fields. Re-run and check each field mapping carefully. - Wrong importer selected — if you're importing from BrokerMetrics, use the BrokerMetrics importer. For MarketView Broker, use the MarketView Broker importer. For recruiting leads or other external lists use the Leads importer, and for your agent roster use the Team Members importer. Using the wrong importer can result in zero rows matched. - All rows missing required identifiers — every row in your file needs at least an email address or Agent ID/MLS to match contacts. Check that these columns are populated for each row. - CSV file was empty except for headers. - File encoding issues — non-UTF-8 file encoding (such as UTF-16, ISO-8859-1, or Windows-1252) can cause the importer to fail silently with zero rows processed. Save your file as UTF-8 CSV before importing. 5. Still Stuck? We Can Help Import troubleshooting can be tricky — but we're here for you. Our team can import your file for you or help you figure out exactly what went wrong. Send us your file and we'll do it. Email your CSV or Excel file to support@brokerkit.com along with a brief note about what you're trying to accomplish. The support team can: - Import the file for you - Investigate exactly which rows and fields caused errors - Walk you through the fix if you'd prefer to handle it yourself Need help right now? Chat with our support team and a real person can help with your import. See also: - [How to avoid creating duplicates while importing data] - [Importing and Updating Contacts from REality] - [Updating and Merging Data Into Your Retention Roster]

Last updated on May 22, 2026

Agent Alerts

{% video_player "embed_player" overrideable=False, type='hsvideo2', hide_playlist=True, viral_sharing=False, embed_button=False, autoplay=False, hidden_controls=False, loop=False, muted=False, full_width=False, width='688', height='387', player_id='183781463436', style='' %} What Are Agent Alerts? Agent Alerts notify you when there are significant changes in your agents' activities, such as: - New Listings - The home is listed for sale on the market. - New Pending Sales - The home becomes pending once all contingencies are met, such as inspections and financing. - New Contracts - A buyer submits an offer, and the seller accepts it. Both parties sign a contract. - New Closings - This is the final step, where all paperwork is signed, and the property officially transfers ownership to the buyer. A great way to find co-ops agents: By reviewing the Agent Alerts for New Closings on your retention agents, you'll see the co-ops who participated in the transaction. - Email Changes - They update their email in the MLS. This could be from a brokerage change. - Name Changes - Office Changes - They update their email in the MLS. This could be from a brokerage change. - Status Changes - They go inactive or reactivate with the MLS. Setting Up Agent Alerts Enable Alerts for Relitix Import Queries Note: This feature is available to recruit import queries or retain import queries for your agents. 1. Navigate to your import query settings (setting up your queries is detailed here) 2. Look for the Agent Alerts toggle Enable the toggle to start receiving alerts for agents in that query Note: You'll need a valid Relitix API key that supports agent alerts. If your API key doesn't support this feature, you'll receive a notification to contact Relitix support at support@relitix.com. Configuring Notifications 1. Go to User Settings > Notifications 2. Find the "Agent Alerts" section under Relitix Integration 3. Choose your preferred notification methods: 1. Email notifications 2. Notification Center Bell alerts 4. Customize the filter on which agents you will receive alerts for: 1. All agents 2. Only agents assigned to you 3. Agents assigned to you and unassigned agents Viewing Agent Alerts in Contact Profiles 1. Open an agent's contact profile. 2. Look for the "Agent Alerts" panel in the right sidebar of the contact profile 3. View alerts in a table showing: 1. Alert Date 2. Alert Type 3. Role 4. Address 4. Click "View" on any alert to see full details, including MLS information and agent details. Viewing Agent Alerts in the Notification Center In the Notification Center, alerts are organized by type in the top left filter, allowing easy access and review. - Agent Alert - New Listing - Agent Alert - New Pending - Agent Alert - New Contract - Agent Alert - New Closing - Agent Alert - Misc (email, name, office, or status changes) Viewing Agent Alerts in your Email Notifications Daily email updates include: - Grouped alerts by category - Up to 10 alerts per section - Total count of alerts by type - Direct links to contact profiles by clicking view - Each category includes a "See all Alerts" button, which will take you directly to the Notification Center, applying the appropriate category filter for your convenience. Data Retention - Alerts are retained for 90 days - Older alerts are automatically purged on the first Saturday of each month Best Practices 1. Consider creating more focused import queries with agent alerts activated to ensure you receive notifications about agents relevant to your and your team's needs and that you don't get overwhelmed with too many notifications. 1. The goal is to use the agent alerts as a reason to soft-contact your agents or agents you are looking to recruit to stay in touch. 2. Ultimately, it would be best if you considered them a tool to help you stay in touch with potential recruits and your agents and strengthen your relationships. 2. Regular Monitoring: Check your Agent Alerts daily to stay current with agent activities 3. Prioritize Follow-ups: Focus on high-priority alerts like new listings and closings. 4. Customize Notifications: Adjust your notification preferences to avoid alert fatigue. 5. Use Filters: Utilize the Notification Center filters to focus on specific alert types. 6. A recurring question is where do I find co-ops agents? This is where you can find co-ops agents — also known as cooperating agents or co-broker agents. By reviewing the Agent Alerts for New Closings on your retention agents, you'll see the co-ops who participated in the transaction. Common Issues 1. I received an alert email but don't see alerts when I log in 1. Check the Notification Center (bell icon): Agent alerts appear in the Notification Center, not on a standalone alerts page. Click the bell icon in the top-right corner of BrokerKit to view your alerts. 2. Toggle to show read notifications: By default, the Notification Center only shows unread notifications (blue toggle). If you already clicked a link in the email, those alerts may be marked as read. Switch the toggle to gray to see both read and unread notifications. 3. Use the correct filter: In the Notification Center, use the filter dropdown in the top-left to select the specific alert type (e.g., "Agent Alert - New Listing"). Selecting "All" will show all notification types. 4. Check the email links: Each alert in your daily email has a "View" link that goes directly to the contact profile, and a "See all Alerts" button that opens the Notification Center with the correct filter applied. 5. 90-day retention: Alerts older than 90 days are automatically removed. If the alert email referenced older activity, the alert may no longer be available. 2. Missing Alerts (not receiving any alerts) 1. Verify that your Relitix API key is configured correctly 2. Check if agent alerts are enabled for your import queries 3. Confirm that your notification preferences are set correctly in User Settings > Notifications. 3. API Key or Subscription Key Issues 1. If you receive an "Invalid Agent Alerts API Key" or "Invalid Subscription Key" message, it typically means one of the following: - Your Relitix subscription does not include Agent Alerts. Agent Alerts is an add-on feature and must be enabled on your Relitix account. Contact Relitix support at support@relitix.com to have Agent Alerts added to your plan. - Your import query is targeting an MLS that is not covered by your Relitix subscription. Each Relitix subscription only covers specific MLSs. Contact Relitix support to confirm which MLSs are included in your subscription or to expand your coverage. - Your API key does not have the required permissions for monthly and daily agent alert imports. Contact Relitix support to update your key permissions. 2. For any of these issues, reach out to Relitix at support@relitix.com to verify or update your subscription. These errors originate from Relitix and must be resolved on the Relitix side — Brokerkit is simply passing the error message through. 4. Do archived contacts receive Agent Alerts? 1. Alert data is still imported: When Relitix sends nightly alert updates (new listings, closings, etc.), archived contacts are included if they match your import query. Their alert data continues to be updated. 2. Contact profile shows alerts: If you open an archived contact's profile, you will see their Agent Alerts in the right sidebar panel, just like active contacts. 3. Notification Center (bell) does NOT show alerts for archived contacts: Archived contacts are filtered out of the Notification Center. You will not see bell notifications for archived agents. 4. Email notifications do NOT include archived contacts: Your daily Agent Alert email summary will not include alerts for archived contacts. 5. Summary: Archived contacts continue to have their alert data updated behind the scenes, and you can view alerts on their profile page. However, they will not appear in your Notification Center or email notifications, so they won't add to notification noise. Agent alerts are included as part of the subscription benefits for users on the Relitix Enterprise plan.

Last updated on Apr 09, 2026

Why Did My Contact Status Change? (Relitix and Courted Imports)

Overview If you notice that a contact's status changed unexpectedly — for example, a "Signed" agent moved back to "Lead" in Recruiting — this article explains the most common causes and how to prevent them. Automatic Recruiting vs. Retention Separation (MLS Imports) Brokerkit automatically separates agents between Recruiting and Retention based on MLS office data during each Relitix or Courted import: - Recruiting queries automatically exclude your own company's agents — only agents at other offices appear in your recruiting list. - Retention queries display only agents currently at your office(s) in the MLS. - When an agent joins your office in the MLS → they are moved to Retention. - When an agent leaves your office in the MLS → they are moved back to Recruiting. This applies to both Relitix and Courted integrations and happens automatically during each scheduled import. Relitix imports run on the first Saturday after the 13th of each month at 1:00 AM Mountain Time. Courted imports follow the same monthly schedule. Common Scenario: "Signed" Agents Moved Back to Recruiting If you mark an agent as "Signed" (moving them to Retention) before they have transferred their MLS membership to your office, the next MLS import may move them back to Recruiting. Here is why: 1. You mark the agent as "Signed" in Brokerkit → they move to Retention 2. The monthly MLS import runs and checks MLS data (Relitix or Courted) 3. MLS still shows the agent at their previous office (transfer not yet complete) 4. The auto-separation feature moves them back to Recruiting as a "Lead" How to prevent this: - Option A: Wait until the agent has completed their MLS transfer before marking them as "Signed" in Brokerkit. - Option B: After marking them as "Signed," manually move them back to Retention if the import moves them. Once the MLS transfer completes, the next import will keep them in Retention. - Check your import schedule under Data > MLS Import to know when the next monthly import will run. Status Behavior During Imports For new contacts: When a Relitix or Courted import brings in a contact for the first time, the contact is created with a "Lead" status in Recruiting. For existing contacts matched by Agent ID or email: MLS imports will update production data and other MLS fields but will NOT change the contact's status within the same list. For example, if a contact is at "Contact Made" in Recruiting, they will stay at "Contact Made" after the import updates their production data. Other Reasons Contact Statuses May Change Besides MLS imports, contact statuses can also change when: - Performing actions in the contact profile — Sending an email, text, logging a call, or setting an appointment each have a default status. For example, sending an email defaults to "Contact Attempt" if the current status is earlier in the pipeline. You can override this default in the status dropdown before saving. - File imports (CSV) — Importing a CSV with a status column will update the contact's status if a value is provided in that column. - API integrations — External tools connected via the Brokerkit API can update statuses. - Reassigning contacts between accounts in an organization resets statuses (recruiting contacts reset to "Lead," retention contacts reset to "Onboarding"). "Moved from Backlog to Normal" Activity Notes You may see an activity log entry like "Moved from Backlog to Normal by [User]" on imported contacts. This is not a status change — it is a bucket change, which is a separate concept from status. - Backlog is where imported contacts (file imports, Relitix imports, Courted imports) are staged so they don't flood your Today view with thousands of new "Leads" after each monthly import. - Normal is the standard bucket where contacts appear in your main Recruiting, Retention, and Today views. - When you start working an imported contact — manually via Move To → Normal, by marking them Signed, or by promoting a Retention contact to Onboarding — Brokerkit moves the contact from Backlog to Normal and logs the change. "Backlog" is not a custom status. For full details on the three bucket values (Normal, Backlog, Archived) and how each is used, see Understanding Normal, Backlog, and Archived Contact Buckets. How to Investigate Unexpected Status Changes 1. Check MLS Import history — Go to Data > MLS Import to see when the last import ran. If a status change happened on the same day as an import, the import is the most likely cause. 2. Check the contact's activity log — Open the contact's profile and scroll through their recent activity entries. Status changes from user actions (emails, texts, appointments) will appear here. 3. Search for duplicates — Search for the contact by name to check if the import created a duplicate record instead of updating the existing one. 4. Contact support — If you cannot determine the cause, reach out to support@brokerkit.com with the affected contact names and the approximate date the status changed. Related Articles - Understanding Normal, Backlog, and Archived Contact Buckets - How to configure the Relitix Integration in Brokerkit - How to configure the Courted Integration in Brokerkit - Setting Up Courted Lists for Brokerkit Import - Custom Contact Statuses

Last updated on Apr 16, 2026

Importing and Updating Contacts from REality

Import/Update your recruiting leads and agent roster from REality REality (Real Estate Statistics) is a tool for accessing up-to-date MLS agent data including production, office information, and contact details straight from your local MLS. REality has a built-in BrokerKit export template that formats your data for seamless import into Brokerkit. Creating Your Prospect List in REality 1. Log in to your REality account at realestatestatistics.com 2. Navigate to Reports > Combined Agents 3. Click Advanced Search in the top right of the data table 4. Define your target criteria: - Transaction volume: Enter a range in the Units field (e.g., 5 to 7 for 5-7 sales) - Sales value: Use operators in the Value field 5. Click Finished Search to display matching results Filtering by Location 1. Click the Filter menu 2. Select your location type: City, Zip/Postal Code, Community, District, Area, Subarea, or Subdivision 3. Search and select your desired locations 4. Click Add to Search You can also filter by agent office location via Reports > Base City or Base Zip Code. Exporting Data Using the BrokerKit Template 1. Click the blue Export button at the top of the results screen 2. Enter the number of rows to export (up to 1,100 per day) 3. Select Export using the BrokerKit Template in Excel Format 4. Download the exported file For detailed instructions, see REality guide on exporting agent data into Brokerkit. Importing REality Data into Brokerkit 1. Log in to Brokerkit 2. Select Data using the menu on the left side of your home page 3. Select Contact Import 4. Choose the Leads Importer 5. Upload the Excel file you exported from REality 6. Critical: Do not modify the column header names from the REality export. BrokerKit matches data by header name 7. Be sure to use Labels (e.g., REality Import Q1 2026) so you can easily find the imported contacts later 8. Click Start Importing Data 9. You will receive an email detailing the number of rows imported and any skipped entries Using REality with BrokerKit for Retention You can also use REality to keep your retention roster up to date: 1. In REality, go to Reports > Combined Offices and locate your office 2. Access your Office Drill-Down Performance page 3. Go to Reports > Combined Agents to view your team members 4. Export using the BrokerKit Template 5. Import into Brokerkit using the Team Members importer For detailed instructions, see REality guide on using Brokerkit for retention. Things To Note - Matching and merging: Brokerkit matches on email or Agent ID/MLS to prevent duplicates. Re-importing updated data will update existing records rather than creating duplicates. - Periodic updates: Import regularly (e.g., monthly or quarterly) to keep production data current in Brokerkit. - Archiving agents: For agents you feel are not fit, archive them rather than delete them, as this will prevent them from being added back on the next import. - Retention agents: Data imports to the recruiting module by default. If an agent in retention has the same email or Agent ID/MLS, their record will be matched and updated instead. - Do not modify headers: The REality BrokerKit template uses specific column headers that BrokerKit expects. Changing them will cause import errors.

Last updated on Apr 02, 2026

Understanding Relitix Metrics and Troubleshooting

This article explains the most commonly asked about Relitix metrics in Brokerkit and how to troubleshoot common Relitix errors like "Invalid Subscription Key". For setup instructions, see How to configure the Relitix Integration in Brokerkit. Understanding Key Relitix Metrics Relitix provides AI-powered predictive analytics and production data for real estate agents. Below are definitions for the metrics customers most commonly ask about. Five-Year Batting Average The Five-Year Batting Average is the percentage of listings an agent has taken over the last five years — specifically, between 6 and 66 months ago — that have actually closed. A higher batting average means the agent is better at converting their listings into closed sales. Co-listing agents are not counted in this metric. This metric is useful for identifying agents who consistently close the listings they take, which is a strong signal of listing quality and agent effectiveness. Five-Year Listing Count The Five-Year Listing Count is the total number of new listings the agent has taken between 6 and 66 months ago. Co-listing agents are not counted. Rookie Rating The Rookie Rating predicts the probability that a newer agent will still be in the business in their fourth year AND closing more than $3 million in volume. Higher ratings indicate agents more likely to succeed long-term. Current Switch Risk Current Switch Risk predicts how likely an agent is to switch offices in the next three months, based on behavioral comparison to agents who have actually switched in the past. It's shown as: - Green: Less likely than the average agent to switch offices - Yellow: 5 times more likely than the average agent to switch offices in the next 3 months - Red: 10 times more likely than the average agent to switch offices in the next 3 months Listing Effectiveness Grade Listing Effectiveness Grade is a letter grade (A through F) based on how well an agent handled their listings over the last 6 to 18 months. All MLS agents are graded on a curve — the top 20% get an A, and the bottom 20% get an F. Listing Effectiveness Impact Listing Effectiveness Impact assigns a dollar amount representing how well the agent's listings performed compared to what an average agent would have closed for the same listings. A high negative number usually means the agent had a high-priced listing canceled or expired. Production Metrics - Total $ Production LTM — Total closed dollar volume in the 12 months prior to the last update date - Total # Production LTM — Total closed sides in the 12 months prior to the last update date - $ Change — Year-over-year change in 12-month closed volume in dollars - % Change — Year-over-year change in 12-month closed volume as a percentage All of these metrics are available as filters in Advanced Search and as import query parameters in Brokerkit. Troubleshooting Common Relitix Errors "Invalid Subscription Key" or "Invalid Agent Alerts API Key" If you receive either of these error messages when running an import query or enabling agent alerts, it usually means one of the following: 1. Your Relitix subscription does not include the feature you're trying to use. For example, Agent Alerts is an add-on that must be enabled on your Relitix subscription separately. If Agent Alerts isn't part of your plan, you'll need to contact Relitix to have it added. 2. You're trying to run a query against an MLS that is not included in your Relitix subscription. Each Relitix subscription covers a specific set of MLSs, and Relitix will reject the request with an invalid subscription key error if you query an MLS outside of your coverage. 3. Your API key is missing required permissions — for example, monthly and daily agent alert import permissions. How to resolve: These errors come from Relitix, not Brokerkit, so they must be resolved on the Relitix side. Contact Relitix support at support@relitix.com to: - Confirm which MLSs are included in your current subscription - Add Agent Alerts or additional MLSs to your plan - Verify your API key has the correct permissions Once Relitix updates your subscription or key, the error will clear and you can re-run your import query in Brokerkit. Related Articles - How to configure the Relitix Integration in Brokerkit - Agent Alerts

Last updated on Apr 09, 2026

Understanding Normal, Backlog, and Archived Contact Buckets

Overview Every contact in Brokerkit has a bucket in addition to a status. Buckets determine where a contact appears (or is hidden) in your main views, while statuses track where the contact sits in your pipeline. The three bucket values are Normal, Backlog, and Archived. Bucket vs. Status — What's the Difference? - Status is the pipeline stage (Lead, Contact Attempt, Appt Set, Onboarding, Active, etc.). Statuses are visible in the contact profile and can be customized. See Custom Contact Statuses. - Bucket is a system field that controls whether a contact appears in your Recruiting, Retention, or Archived views. Buckets are not part of your pipeline — they control visibility. "Backlog" is not a custom status. It is one of three bucket values built into Brokerkit. The Three Bucket Values 1. Normal - The standard bucket. Contacts appear in your main Recruiting or Retention views and in the Today view's New Leads widget. - Contacts added manually via Add Lead land in Normal. - Contacts promoted to status Onboarding in Retention are automatically moved to Normal. 2. Backlog - A staged bucket for contacts that were bulk-imported but have not been reviewed yet. - Contacts in Backlog are hidden from your Today view's New Leads widget, your main Recruiting list, and your main Retention list. - Any open tasks on a contact are automatically canceled when the contact is moved to Backlog. When contacts land in Backlog automatically: - File (CSV) imports — Leads, Team Members, BrokerMetrics, and MarketView Broker imports - Relitix imports — new contacts brought in by monthly queries - Courted imports — new contacts brought in by monthly queries - Referral imports that don't specify a bucket Why imports use Backlog: Without this, every monthly MLS import would dump thousands of brand-new "Leads" into your Today view and drown out the small handful of prospects you actually want to work that day. Backlog keeps imported contacts available in your account without flooding your daily workflow. 3. Archived - Contacts you've decided are not a fit and do not want to contact. - Archiving is always preferred over deleting. Archived contacts are preserved with all notes, labels, and history, and they will match on future MLS imports so they won't be re-added to Recruiting or Retention. - All active campaigns automatically pause when a contact is archived. - See Managing Departing Agents for the Retention workflow details. Archive vs. Delete Use Archive for people who are not a fit or should not be contacted. Archiving keeps their notes, labels, and history, pauses active campaigns on that contact, and lets future MLS/import updates match the archived record instead of adding the person back to Recruiting or Retention. Use Delete only when the contact was added by mistake or should be removed from the UI. If you accidentally delete contacts, contact support at support@brokerkit.com or say "talk to human" in chat. Include the label, approximate number of contacts, and whether they were in Recruiting or Retention so support can review restoration. For Retention contacts, archiving or deleting the contact also removes/releases the associated Brokerkit user role, which removes referral-system access. If support restores deleted Retention contacts, tell them whether that user access should be restored too. Why You See "Moved from Backlog to Normal" in the Activity Log If a contact was originally brought in by a file import, MLS integration (Relitix or Courted), or referral, it started life in the Backlog bucket. When someone opens that contact and takes an action that promotes it — marking the agent as Signed, using Move To → Normal, or promoting them to the Onboarding status in Retention — Brokerkit records the bucket change in the activity log. The note "Moved from Backlog to Normal by [User]" simply means: "This contact started in the staged Backlog bucket (from an import) and has now been moved into your regular Normal pipeline." It does not indicate a custom status was used, and it does not indicate anything went wrong. It is the expected activity entry any time an imported contact begins being worked. Common triggers for a Backlog → Normal transition: - An MLS or file import brought in the contact (start: Backlog), and someone began working them (moved to Normal manually). - A Retention contact was promoted to status Onboarding — the bucket is automatically set to Normal at that moment. - Someone used Move To → Normal on the contact's profile. Where Do Backlog Contacts Live? Backlog contacts are hidden from the main navigation on purpose — Backlog used to be its own top-level nav item but generated more confusion than value, so it was removed from the menu. The contacts are still in your account and can be reached in several ways: - Direct URL: /recruiter/backlog or /retention/backlog will load the Backlog view. - Search: searching by name, email, or phone will include Backlog contacts in results. - Contact detail page: opening a contact always shows the full profile, regardless of bucket. Moving Contacts Between Buckets From a contact's profile, click Move To in the upper right: - Recruiting contacts — the dropdown offers Normal and Archived. Backlog is intentionally not offered as a manual option; it is reserved for system imports to avoid confusion. - Retention contacts — the dropdown offers Normal, Archived, and Recruiting (to send the agent back to the recruiting pipeline). - Archived contacts — use Move To → Normal to unarchive, or click the Unarchive button in the red banner at the top of the profile. The contact returns to whichever pipeline (Recruiting or Retention) they were in before being archived. Related Articles - Why Did My Contact Status Change? (Relitix and Courted Imports) - Custom Contact Statuses - Managing Departing Agents — Archiving, Affiliating, and Re-recruiting - How To Import or Upload Contacts

Last updated on Jun 05, 2026

Supported File Formats for Contact Import

BrokerKit supports CSV (.csv) files for customer-facing contact imports. Use the CSV template provided by each importer for best results. Supported Format - CSV (.csv) — The required upload format for Leads, Team Members, BrokerMetrics, and MarketView Broker imports. Not Supported for Upload - Excel (.xlsx, .xls) — You can use Excel to prepare your data, but save or export the file as CSV before uploading it to BrokerKit. - Apple Numbers (.numbers) — Export to CSV before importing. In Numbers, use File > Export To > CSV. CSV Requirements When preparing a CSV file for import: - Encoding: Use UTF-8 encoding to ensure special characters display correctly - First row: Must contain column headers that match the importer template - Delimiter: Comma-separated (standard CSV format) - File size: BrokerKit enforces a 10 MB maximum upload size. Keep files under 1 MB for the best experience; files over 5 MB may be slow or fail to import. See How To Import or Upload Contacts for file size guidance. Common Import Issues - File not in CSV format: Open in Excel and save as CSV - File in Apple Numbers format: Export to CSV or convert online - Non-text columns set to General format: Set numeric columns to Numbers with 0 decimal places - Wrong encoding (garbled characters): Re-save the file with UTF-8 encoding - Merged cells in Excel: Remove all merged cells before saving as CSV - Blank column headers: Ensure every column has a header in the first row Using the Import Templates Each BrokerKit importer (Leads, Team Members, BrokerMetrics, MarketView Broker) provides a CSV template. Download the template from the importer screen and use it as your starting point. This ensures your column headers match what BrokerKit expects. For full import instructions, see How To Import or Upload Contacts.

Last updated on May 22, 2026