How to Exit an Agent in Redwood Systems

This guide is for the termination of Redwood agents in our systems. Please follow the steps provided to terminate agent.


Exiting Agent in Redwood Systems


Follow the steps below to terminate an agent in Redwood systems. The Processing Department MUST receive a copy of the Agent’s Exit Notice/Exit Checklist before beginning the process or terminating the agent.


Step 1: We receive an Agent Exit Notice/Exit Checklist from our ASMs or EVPs

  1. Download the Exit Checklist/Google Form Termination Notice.
  2. Open the file/ticket, make sure it’s completely filled out – Label document “Exit Checklist” or “Agent Exit Notice”.
  3. Set Permission Category to “Office”
  4. Check “Reviewed” and “Entered”
  5. Click “Upload Docs”
  6. Upload the checklist on the agent’s Employment File

NOTE:  If the Agent Exit Notice indicates “Are we keeping the agent active in the systems for 15 days? Yes, keep agent active for 15 days. This was approved by an Owner, Kara, or Mel“, send an email to the ASM/MPM or EVP who processed the exit to confirm the last day we’re keeping the agent active in the systems. See HS #539185. Only keep the agent on the necessary accounts and tools (Gmail, DocuSign, ZipForms, and Paperless). Send another email to ASM/MPM or EVP before completely deactivating the agent.

Step 2: Go to the Agent Exit entry in Monday.com

  1. Log in to your Monday.com account
  2. Go to “Agent Exits” board under the Processing/Commissions workspace
  3. Under “New Exits” scroll down to the last row to see the new agent to be exited.
  4. Fill out necessary fields
    • Person = assign to person working on the agent exit
    • Status = Ongoing or Completed
    • Reason for Leaving = based on the Exit Checklist/Google Form Termination Notice
    • Set Due Date

Step 3: Go to the Tasks List and start assigning the tasks.

Click the arrow before the Agent’s name to expand and to see the tasks that needs to be done

  • Relocation tasks assign to Tina Bodolosky, if applicable.
  • Agent Billing is assigned to Emily Bennett.
  • Licenses is assigned to Victoria Davis
  • Start the exiting process and mark completed tasks “Done”.

Step 4: Remove agent from Darwin

  1. Verify and note the “Effective Date” from Agent Exit Checklist doc/Google Form Termination Notice.
  2. Search for the agent
  3. Once on the agent file, go to “Agent basics”
  4. Fill out “terminated” box with effective date of termination
  5. Click “positions” section and fill out “terminated date”
  6. Click “save” and then “submit” (DO NOT CLICK DELETE – This will change the agent profile into an employee)
  7. Go to Billing tab and confirm if agent has a balance or bad debt write-off by Accounting.
  8. Go to Commissions tab and put a note to ***bad debt expense, balance written off – agent has a balance of $______ upon exit. Deduct from any upcoming closings.***
  9. Go to Custom Field tab and add Agent’s PP link to – remove ‘https://’
  10. Enter the Termination Reason indicated on the Agent Exit Checklist doc/Google Form Termination Notice.
  11. Go to “security” section to delete agent’s Darwin Cloud account.
  12. Search for the agent. “Username” is usually the agent’s last name or you can search using full name
  13. Once pulled up, hit “Delete”
  14. Go back to Monday.com and mark completed tasks “Done”.

Note: Once an agent is removed from Darwin, it will also remove them from most of the 21online programs after 24 hours, except from RealSatisfied- which requires manual removal.

Step 5: Remove agent’s Access Redwood profile

  1. On the “Users” section of Access Redwood, search for the agent’s name
  2. Once results are up, click on the trash can icon to delete the agent’s profile
  3. Go back to Monday.com and mark completed task “Done”.

Step 6: Remove agent from Paperless Pipeline

  1. Click on “Admin / Settings”
  2. Click on “Manage Users” on the left
  3. Search for the agent profile using the search box
  4. Click on the cogwheel icon and hit “Deactivate User”
  5. Go back to Monday.com and mark completed tasks “Done”.

Step 7: Remove agent’s email

  1. Sign in on the admin section of Google
  2. Click on the “Users” tab
  3. Search for the agent
  4. Once the agent’s name is up, click on “More” on the right side, then hit “Delete user”
  5. On the next page, click the “Don’t transfer data” radio button, unless transfer is requested
  6. Click “DELETE USER”
  7. Go to “Groups” and make sure that none of the agent’s personal email is added to any group list
  8. Search for the agent’s Office and License Distro Email.
  9. Once you find the Email Distro, click on “Manage members”
  10. Check if any personal email is added and delete as necessary.
  11. Go back to Monday.com and mark completed task “Done”.

Step 8: Remove agent from zipform

  1. Login to Zipformplus
  2. On the “Admin” tab, click on “Users”
  3. Search for the agent
  4. Once the result is up, click on the arrow on the upper right corner
  5. Click “Delete”
  6. Click on “Yes” on the next pop up window

Step 9: Remove From DocuSign

  1. Proceed to and Log in to Docusign
  2. Go to “Settings” tab once you’re logged in
  3. Click on “Users” on the quick view page
  4. Search for the agent
  5. Click on “ACTIONS”, then click “Close”
  6. Go back to Monday.com and mark completed tasks “Done”.

Step 10: Remove agent from Infinity Cloud

  1. Login to InfinityCloud Admin Console.
  2. Go to User Management>Users.
  3. Search for the agent’s email address by using the filter field.
  4. Click on Delete User button then Select Yes.

Step 11: Remove agent from Papercut (Ask Jake to remove Agent – Must be connected to Redwood Wifi)

  • Reach out to Jake/send a ticket through support@c21redwood.com
    • Mark “Done” on Monday.com once Jake confirms that task has been completed.

Follow steps if you are connected to the Redwood Wifi

  1. Login to Papercut, and go to the “Users” section
  2. Type in the agent’s name on the search box
  3. Once populated, click on the right arrow button
  4. Once on the agent’s profile, click on “Delete User”

Step 12: Check if agent is still on Bright

  1. Log in to Bright
  2. Once logged in, do an agent search for the agent’s name
  3. If the agent is still with Century 21, we need to reach out to the Mel/ASM/EVP to have it deleted.
  4. Go back to Monday.com, add note that you have reached to ASM/EVP for deletion in Bright, and mark completed task “Done”.

Step 13: Check if agent has been removed from 21online

  1. Log in to 21online
  2. Go to “Reporting Hub” and click on “RealSatisfied” (or you may use the search box)
  3. Search the agent’s home office
  4. Click the appropriate office
  5. Go to “Admin” tab, then “Team Members”
  6. If agent is still on the “Active Team Members” list, click on the profile and hit “Deactivate”
  7. Go back to Monday.com and mark completed task “Done”.

Step 14: Mark the tasks completed by the field “Done”.

  • Confirm Field tasks are completed (Refer to the Agent Exit Checklist doc/Google Form Termination Notice).

Step 15: Remove from Homevisit

From Helpscout, send an Agent Removal Request to the following:

  • service@homevisit.com

Step 16: Remove Agent from Moo.com

  1. Log into Moo.com
  2. Click on the Peoples icon on the left hand side of the screen
  3. Search Agents name
  4. Click on “Remove Person”

Step 17: Remove agent from Real Satisfied

  • Go to 21Online.com
  • Go to Real Stratified
  • Search agent’s office
  • Go to Admin Tab
  • Team Members Tab
  • Search for agent. If they do not show, they are deactivated. If they pop up, click their profile and hit deactivate in the upper right hand corner above photo

Step 18: Update Agent Status & Term Date in Ascend Roster (Ascend Agents)

  • Go to Ascend Roster in Monday.com.
  • Search for the Agent and update the Agent Status and Term Date columns.

Step 19: Agent Tech Tools Deactivation

  • Go to Custom Fields in Agent’s Darwin Profile and Check if the agent has custom CRM/Website and tag commissions to the task to have the agent deactivated from those tools.
    • Custom tech tools: ReChat, Follow Up Boss and Luxury Presence
      • To remove an agent in ReChat, send an email to support@rechat.com. (See HS # 507371)
      • See below, to remove an agent in Follow Up Boss.

  • Confirm if agent is part of Zillow Leads Team in Monday.com.
    • If agent’s status shows as active, change to inactive and add a comment that agent has been terminated. Go to Follow Up Boss and deactivate agent’s account.

Step 20: Agent Active Roster and Mass Mutual Enrollment

  • Go to Agent Active Roster main table in Monday.com. Search for the Agent and update the Agent’s status to Inactive.
  • Check if agent is enrolled  in Mass Mutual. Notify PBMares Wealth Management that agent is no longer with the company and to remove their account. ( See HS #513456)
    • Send an email to Andrew D. Evans – aevans@pbmareswealth.com and cc bwilks@pbmares.com.

Step 21: Delete Agent’s Profile in Luxury Presence

  • Log in to Luxury Presence. Go to Content, then Agent tab. Search the Agent, click on the ellipsis on the right side and select Delete Agent.

Step 22: Remove Agent in Social Bay

Step 23: Remove Agent in StackWrap

  • Login to accessredwood.com.

  • Go to Settings and search for the agent.
  • Click on the trash bin icon next to the agent’s name.
  • Confirm the action by clicking OK to delete.

Step 24: Email the ASM/EVP from the Agent’s Employment file confirming the termination process has been completed. 

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