Field Guide: Set It & Forget It Incentive Program: Just Listed/Just Sold Postcards OR Listing Brochure Program

This guide outlines the Set It & Forget It Incentive Program and defines staff responsibilities for executing Just Listed/Just Sold postcards and listing brochures. The goal is to ensure the timely, accurate production of marketing materials while providing agents with a seamless experience, handled for them.

Set It & Forget It Incentive Program: Just Listed/Just Sold Postcards OR Listing Brochure Program - Agent Support Guide

Set It & Forget It Incentive Program: Just Listed/Just Sold Postcard OR Listing Brochure Program Authorization Form: sifi.c21redwood.com

Program Overview

Agents participating in this program receive one company-paid marketing benefit per eligible listing:

Active Listings

25 complimentary listing brochures

(Marketing Studio 2.0; excludes 8-page horizontal and 30-photo brochure options)

Just Listed / Just Sold Listings

50% off 100 postcards

(Standard pricing is $1 per postcard + applicable sales tax. The company covers the cost of the first 50 postcards. Minimum order of 100 postcards required.)

*Optional Add-On: Agents can request that listing brochures also be created, but if they are in the JL/JS program, brochure printing charges will be at the agent's expense. Available only if Just Listed/Just Sold Postcards are selected.

Agent Enrollment

The agent will meet with their EVP/ASM to review the program. If both the EVP/ASM and agent agree that the program is a strong fit for the agent’s business, the Field Staff and agent will complete the ‘Set It and Forget It: Just Listed/Just Sold OR Listing Brochure Program ’ form during the meeting.

During the meeting, you will complete the form together: sifi.c21redwood.com

You will guide the agent through:

Select SIFI Listing Brochures or Just Listed/Just Sold Postcard Option
- For brochures: Agents may choose their preferred delivery location. We recommend delivery to their Redwood office; however, they may opt to have brochures sent to their home address, listing address, or another location. This preference will apply to all listings unless the agent requests a change through their Field Staff member
Gather agent signature and date

Important:

The form must be fully completed and approved before the agent is enrolled.

Internal Workflow Overview

1. Listing Identification & Entry (Operations Team)

When a listing reaches an eligible status (Just Listed, Just Sold, or Active), the Processing Team will:

Identify qualifying listings
Enter the listing into Monday.com
Trigger an automated email to:
- Assigned agent
- Assigned office staff member
- Marketing

2. Design Assignment & Creation (Field Staff Responsibility)

Once the automated email is received, the assigned staff member is responsible for creating the marketing materials in a timely manner. Agents may request that a brochure or postcards not be created for a specific listing. We have requested that any opt-out requests must be communicated within 1 business day of receiving the initial automated email.

Timeline expectation:

Materials should be created and sent to the agent for proof within 1 business day
If this timeline cannot be met, notify the Marketing Team so support can be provided

Design requirements:

Postcards → XpressDocs
Brochures → Marketing Studio 2.0

Template guidelines:

For postcards in XpressDocs, only use approved Redwood postcard templates located under under Just Listed Just Sold > Redwood
For brochures:
- Smaller listings/condos → smaller brochure formats recommended
- Larger listings → 4-page horizontal brochure may be more appropriate
- Please note: the 8-page Horizontal / 30 Photo Brochure is not eligible for the 25 complimentary brochure program

If assistance is needed selecting a template, contact the Marketing Team.

Helpful resources:

Helpful Tip - Switching to the Agents Account: When you log into XpressDocs, you will automatically be in your admin account. To create a Just Listed or Just Sold postcard on behalf of an agent, first select the postcard template you’d like to use and click the green Customize button. You will then be prompted to switch to and select the appropriate agent account.

3. Proofing Process (Field Staff Responsibility)

Once the design is complete, the staff member will:

Reply ALL to the original automated email thread
Attach/send the proof for agent review

Agent review window:

Agents have 24 hours to request edits or corrections
If no response is received within 24 hours, staff may proceed with production

SIFI Just Listed Postcard Email Templates: Click Here to Access

SIFI Just Sold Postcard Email Templates: Click Here to Access

SIFI Listing Brochure Email Templates: Click Here to Access

SIFI Just Listed Postcard & Listing Brochure Email Templates: Click Here to Access

4. Order Submission & Fulfillment (Field Staff Responsibility)

Once the proof is approved (or the 24-hour window has passed), staff will:

Finalize and submit the order in the appropriate system
- For Postcards: Staff will use the Radius tool in XpressDocs to select a minimum of 100 nearby addresses
- For Brochures: Standard order of 25 brochures will be delivered to the agent’s Redwood office
Ensure credit card processing aligns with SIFI program setup

Postcard Billing process:

Agents enrolled in the SIFI program must provide a credit card on file
Operations Team ensures card details are loaded into XpressDocs for use at the office level

Brochure fulfillment notes:

Standard order includes 25 brochures per listing, delivered to the office
Any additional brochures requested beyond 25 are the agent’s responsibility
If agents request additional quantities or alternate delivery locations, remind them that only 25 are covered under the program

After order submission, staff will:

Send a follow-up email confirming order completion
CC Marketing on all confirmations
Include general production and delivery timelines

SIFI Just Listed Postcard Email Templates: Click Here to Access

SIFI Just Sold Postcard Email Templates: Click Here to Access

SIFI Listing Brochure Email Templates: Click Here to Access

SIFI Just Listed Postcard & Listing Brochure Email Templates: Click Here to Access

Field Staff Expectations Summary

Staff are responsible for:

Monitoring incoming Set It & Forget It Program emails from marketing@c21redwood.com
Creating accurate marketing materials based on listing status
Maintaining timely communication with agents
Finalizing and submitting orders accurately and consistently

Cancellation of SIFI Process & Support

If an agent would like to no longer be a part of the SIFI process, please have them either email you or marketing@c21redwood.com with the request. We can turn off the program at any time.

For questions or support, contact marketing@c21redwood.com