Consortium Member Lifecycle

Onboard & offboard checklists for team members, partners/vendors, and technologies — sequenced, phase-gated, and mirrored. Disconnect, never delete.

Derived from KB: Drive docs, transcripts, training resources, SOP extractions

What This Covers

The sequenced process for bringing a consortium member on, and the exact mirror process for formally disconnecting one. A "consortium member" is a partner org, vendor, team member, OR technology/platform — not a client. Clients are served by the consortium.

Team Members (Agents)

JRD, KLJ, GAV, CJH, SMT, JCT, EDE (inactive). Most detailed flow.

Partners / Vendors

Coordinators (Transactly), title companies, lenders, inspectors, etc.

Technologies / Platforms

Luxury Presence, Homes.com, ReferralMaker, KeeperSecurity, BombBomb, ClickUp, etc.

Governing Principle: Disconnect, Not Delete
An offboarded member is formally disconnected, not deleted. All records, history, communications, project files, and logs are retained. Status changes to "Disconnected/Archived." No member data is deleted at any step. This mirrors the No-Delete approach: archived docs carry an "(ARCHIVED)" prefix; logs are preserved permanently.

Onboard & Offboard at a Glance

ONBOARD (Phase 0 → 4)

  • Phase 0 — Pre-ArrivalContact info, paperwork, workspace, role/access tier
  • Phase 1 — Identity & AccessEmail, vault, CRM, messaging, tools, Drive, integrations
  • Phase 2 — Culture & OrientationMission/values, org chart, meeting cadence, comms standards
  • Phase 3 — Training & SkillsBuffini 100 Days, CRM contacts, shadow consults, compliance
  • Phase 4 — Integration & ReadinessBusiness plan, independent streak, 60/90-day eval, trust levels

OFFBOARD (Phase 4R → 0R)

  • Phase 4R — Operational Wind-DownMark disconnected, archive materials, transfer clients (history kept)
  • Phase 3R — Training Wind-DownRevoke training access (completion records kept)
  • Phase 2R — Culture Wind-DownRemove from meetings, departure comms (calendar history kept)
  • Phase 1R — Access RevocationRevoke each system in reverse order (all data kept)
  • Phase 0R — Post-DepartureRecover assets, archive docs, exit review (entry kept on roster)
Shared spine, type-specific branches: All three member types follow the same 5-phase structure. Steps tagged AGENT PARTNER or TECH are type-specific branches within each phase.

Onboard Flow — Phase Sequence

Each phase is gated: you cannot proceed until the gate condition is met.

Phase 0: Pre-Arrival → Phase 1: Identity & Access → Phase 2: Culture → Phase 3: Training → Phase 4: Integration

Phase 0 — Pre-Arrival Gate: application/enrollment complete

Collect contact info → paperwork → workspace → role/access tier → TECH demo + cost

Phase 1 — Identity & Access Gate: all systems accessible

Workspace email → Keeper vault → CRM → messaging → ClickUp → Chrome → BombBomb → Linq → Drive (role-based) → AGENT KW email forward → PARTNER process + access exchange → TECH integrations/device mgmt

Phase 2 — Culture & Orientation Gate: mission + values understood

Mission/values → org chart/intros → meeting cadence → comms standards → naming conventions → text replacements → signatures → daily responsibilities → intro email → referral system

Phase 3 — Training & Skills Gate: core competencies demonstrated

Buffini 100 Days → CRM 100+ contacts (A+/A/B/C/D) → Win-the-Week tracking → shadow consults/listings → core partners → ShowingSmart → REALStrengths → social → open house → CMA → contracts → AGENT compliance/cards → PARTNER coordinator training → TECH integration testing

Phase 4 — Integration & Operational Readiness Gate: operating independently

Business plan → relationships into CRM/Contacts → independent streak → CFSP certification → 60-day eval → 90-day sign-off → trust levels → TECH recurring cost/renewal + Ecosystem Log → add to Architecture Manifest

Offboard Flow — Exact Reverse

Offboard mirrors onboard in reverse phase order. Every revocation step retains history.

Phase 4R: Operational Wind-Down → Phase 3R: Training Wind-Down → Phase 2R: Culture Wind-Down → Phase 1R: Access Revocation → Phase 0R: Post-Departure

Phase 4R — Operational Wind-Down

Architecture Manifest → mark "Disconnected" (record kept) • TECH Ecosystem Log → "Archived" • Cease mutual marketing (archive materials) • Revoke trust levels (keep assessments) • Archive final eval • Transfer active clients/transactions (history stays under original member) • Archive business plan

Phase 3R — Training Wind-Down

Revoke Buffini/CFSP access records kept • Revoke compliance access docs kept • Archive social posting permissions history kept • PARTNER archive task templates txn records kept • TECH disable integrations/API keys config docs kept

Phase 2R — Culture Wind-Down

Remove from meeting invites calendar history kept • Remove text replacements • Departure communication (internal only during Alpha) • Archive intro emails • TECH archive training materials

Phase 1R — Access Revocation

Revoke Drive sharing files kept • Disable email forward archives kept • Revoke BombBomb video history kept • Start.me (SUNSET 2026-06-03 — N/A, ecosystem preserved in KB) • Revoke ClickUp project history kept • Revoke CRM all data kept • Revoke Keeper vault: remove from shared folders, rotate shared passwords audit log kept • Suspend email — do not delete, auto-reply set account kept • TECH revoke API keys, rotate secrets logs kept • TECH unenroll devices

Phase 0R — Post-Departure

AGENT Recover physical assets (cards, lockbox codes, keys, equipment) • Device offboard (remove tracking, factory reset, release from org) history kept • Team roster → "Disconnected" + departure date entry kept • Archive member docs (prefix ARCHIVED) • Update transition log with completion date • Exit review (lessons learned) • TECH archive platform docs → Ecosystem Log "Disconnected"

Disconnect, Not Delete
Every offboard step explicitly states what is retained. Suspend accounts — never delete them. Archive documents with "(ARCHIVED)" prefix. Keep all CRM data, transaction records, project history, and communication logs. The member's contribution history is permanent.

Member-Type Branches

The shared spine applies to all members. These branches add type-specific steps:

Team Members (Agents)

  • KW email forward + compliance
  • Physical cards, lockbox, keys
  • Shadow consults, open houses
  • CFSP certification track
  • Apple device management

Partners / Vendors

  • Process + comms standards exchange
  • Keeper templates + status sheet
  • Coordinator training (Transactly)
  • Task template archive on exit

Technologies / Platforms

  • Platform demo + cost enrollment
  • API/integration connections
  • Device management (JAMF/Apple)
  • Recurring cost + Ecosystem Log
  • Integration testing before go-live

Onboard — Full Step Tables

▶

Phase 0 — Pre-Arrival Gate: application/enrollment complete

  • 0.1 Collect key contact info (name, phone, email, initials, backup contact, device)
  • 0.2 Application / enrollment paperwork
  • 0.3 Prepare workspace / supplies
  • 0.4 Determine role category for access tier
  • 0.5 Platform demo, confirm enrollment, log cost + purpose in Ecosystem Log TECH

Sources: Transition/Team Member-LOG, SOP Onboarding & Access Control (§II), Buffini Excellent Assistant Schedule, Ecosystem LOG

▶

Phase 1 — Identity & Access Gate: all systems accessible

  • 1.1 Google Workspace email
  • 1.2 KeeperSecurity vault (role folder Role/[INITIALS])
  • 1.3 ReferralMaker CRM
  • 1.4 WhatsApp (personal app — no offboard-removal step)
  • 1.5 ClickUp guest
  • 1.6 Chrome profiles
  • 1.7 BombBomb extension
  • 1.8 Linq card
  • 1.9 Role-based Drive access
  • 1.10 KW email forward AGENT
  • 1.11 Exchange processes + comms standards PARTNER
  • 1.12 Keeper / templates / status sheet PARTNER
  • 1.13 API / integration connections TECH
  • 1.14 JAMF / Apple Business Manager TECH

Sources: Transition/Team Member-LOG, On Boarding The Property Joes, Onboarding Session w/ Edward, SOP Onboarding & Access Control, Coordinator Cheat Sheet, ROLE: Transaction Coordinator, Apple Equipment/Refresh, Partner Onboarding Standards

▶

Phase 2 — Culture & Orientation Gate: mission + values understood

  • 2.1 Mission / values walkthrough
  • 2.2 Org chart + team introductions
  • 2.3 Meeting cadence (weekly, monthly, quarterly)
  • 2.4 Communication standards (channels, response times, escalation)
  • 2.5 Naming conventions (file, folder, search labels)
  • 2.6 Text replacements setup
  • 2.7 Email signatures
  • 2.8 Daily responsibilities overview
  • 2.9 Introduction email to sphere / partners
  • 2.10 Referral system orientation (Buffini approach)

Sources: TPJG Member Onboarding, Transition/Team Member-LOG, Onboarding Session w/ Edward, Buffini Schedule, On Boarding spreadsheet, Partner Onboarding Standards, Coordinator Cheat Sheet

▶

Phase 3 — Training & Skills Gate: core competencies demonstrated

  • 3.1 Buffini 100 Days to Greatness program
  • 3.2 CRM: 100+ contacts loaded (A+/A/B/C/D classification)
  • 3.3 Win-the-Week tracking activated
  • 3.4 Shadow consultations / listings
  • 3.5 Core partner introductions
  • 3.6 Showings / ShowingSmart setup
  • 3.7 REALStrengths assessment
  • 3.8 Social media training
  • 3.9 Open house protocol
  • 3.10 CMA methodology (see CMA SOP)
  • 3.11 Contract workflow
  • 3.12 KW compliance + business cards AGENT
  • 3.13 Transactly coordinator training PARTNER
  • 3.14 Integration testing (API + workflow validation) TECH

Sources: On Boarding spreadsheet, Transition/Team Member-LOG (Wk2-4), Onboarding Session w/ Edward, Buffini Schedule, Coordinator Cheat Sheet, Partner Onboarding Standards, ACADEMY Onboarding AgentSetup Compliance

▶

Phase 4 — Integration & Operational Readiness Gate: operating independently

  • 4.1 Business plan created
  • 4.2 Relationships loaded into CRM / Google Contacts
  • 4.3 Independent operating streak demonstrated
  • 4.4 CFSP certification
  • 4.5 60-day evaluation
  • 4.6 90-day sign-off
  • 4.7 Power-Up trust levels assigned (BrokerOS framework)
  • 4.8 Recurring cost / renewal tracked + Ecosystem Log updated TECH
  • 4.9 Added to Architecture Manifest

Sources: Transition/Team Member-LOG (Mo2-4), Buffini Schedule (60/90-day), Onboarding Session w/ Edward, BrokerOS Framework (Power-Ups), SOP Master Architecture Map, Ecosystem LOG

Offboard — Full Step Tables (Exact Reverse)

Disconnect, Not Delete
Every step below explicitly notes what is retained. No member data is deleted at any step. Status → "Disconnected/Archived."
▶

Phase 4R — Operational Wind-Down

  • 4R.1 Architecture Manifest → mark "Disconnected" record kept
  • 4R.2 Ecosystem Log → "Archived", keep cost + enrollment history TECH history kept
  • 4R.3 Cease mutual marketing, archive materials materials kept
  • 4R.4 Revoke Power-Up trust assessments kept
  • 4R.5 Archive final evaluation eval kept
  • 4R.6 Transfer active clients / transactions history stays under original member
  • 4R.7 Archive business plan plan kept
▶

Phase 3R — Training Wind-Down

  • 3R.1 Revoke Buffini / CFSP access completion records kept
  • 3R.2 Revoke KW Command compliance access compliance docs kept
  • 3R.3 Archive social posting permissions post history kept
  • 3R.4 Archive task templates PARTNER txn records kept
  • 3R.5 Disable integrations / API keys TECH config docs kept
▶

Phase 2R — Culture Wind-Down

  • 2R.1 Remove from team-meeting / check-in invites calendar history kept
  • 2R.2 Remove text replacements
  • 2R.3 Departure communication (internal only during Alpha)
  • 2R.4 Archive intro emails emails kept
  • 2R.5 Archive training materials TECH materials kept
▶

Phase 1R — Identity & Access Revocation

  • 1R.1 Revoke Drive sharing files kept
  • 1R.2 Disable KW email forward archives kept
  • 1R.3 Revoke BombBomb video history kept
  • 1R.4 (Start.me SUNSET 2026-06-03 — N/A, ecosystem preserved in KB)
  • 1R.5 Revoke ClickUp guest project history kept
  • 1R.6 Revoke ReferralMaker CRM all CRM data kept
  • 1R.7 Revoke KeeperSecurity: remove from shared role folders, rotate shared passwords audit log kept; personal folder kept
  • 1R.8 Suspend Workspace email — do not delete, auto-reply redirects to Manager@ account kept
  • 1R.9 Revoke API keys, rotate secrets TECH logs kept
  • 1R.10 Unenroll devices (JAMF / Apple Business Manager) TECH
▶

Phase 0R — Post-Departure

  • 0R.1 Recover physical assets (cards, lockbox codes, keys, equipment) AGENT
  • 0R.2 Apple offboard: remove Find My, remove passcode, factory reset, release from org history kept
  • 0R.3 Team roster → "Disconnected" + departure date entry kept
  • 0R.4 Archive member docs (prefix ARCHIVED)
  • 0R.5 Update Transition / Team Member-LOG with completion date
  • 0R.6 Exit review (lessons learned)
  • 0R.7 Archive platform docs → Ecosystem Log "Disconnected" TECH

Sources: On Boarding The Property Joes (Offboarding row), Milestones/Checklist (ONBOARD/OFFBOARD mirror), Apple Equipment/Refresh (Disconnect/Unactivate/Unassign/Factory), Transition/Team Member-LOG

First live application: EDE (Edward Daniel Estrada), offboard initiated 2026-06-03.
📚Library