Overview
Agent onboarding lets you integrate your new employee, agent, or existing worker by filling out the required paperwork. The whole process is done through checklists that contain tasks. Go to Checklists > Agent Onboarding.
If the onboarding feature is activated for your account, you'll see the 'Simple onboarding' checklist. If you want to add new tasks, click Action > Add task. Here you should decide on:
The role assigned to a task completion
Task name and description
Whether it requires a document
Onboarding tasks will appear in the order you set them in the onboarding checklist. Drag and drop them to change the order.
How to onboard an agent?
Once you're feeling confident with your onboarding checklist content, go to Users, select the onboardee profile and click Start onboarding. Then, select the onboarding checklist. Associated users will be auto-populated according to the roles set in your onboarding checklist.
Please note that once a checklist has been added to the onboarding process, it cannot be modified. However, you have the option to delete tasks from the checklist or add new ones to make necessary modifications.
You can also start onboarding when creating a user.
Using Request Initiator for Onboarding
Request Initiator is a special signing role that makes document signing super simple for onboarding agents. When set up correctly, it takes agents straight to signing—no extra steps, no confusion.
How It Works
Here's what happens when you set up documents with only Request Initiator:
Agent clicks Use Forms on their task
System takes them straight to signing mode
They sign the documents
Done!
That's it. No adding other signers. No attaching extra documents. Just sign and go.
Setting This Up
To make this work for your onboarding documents:
In your Company Library, go to your document > edit > turn on only Request Initiator
Save your settings
This process only works when ALL forms added to the task have Request Initiator as the only signer role. If even one form has additional signer roles (like Employee, Manager, etc), agents will see the standard form interface with options to add signers and documents instead of going straight to signing mode.
Why This Is Great for Onboarding
When agents use forms set up this way:
They can't accidentally add the wrong people
They can't attach documents that don't belong
They can't get confused about what to do next
They just click Use Forms and sign
This is the best way to handle onboarding documents because it keeps things simple and mistake-free.
Where do I find my outstanding tasks?
When onboarding has been started, you will find the new tab called onboarding on the right-side panel. Click on it to see the start date, how long the agent has been in onboarding, information regarding outstanding tasks, and what the current progress is. To open up onboarding, click the yellow onboarding link near the user's name or the more details link on the right tab. The system tracks the agent's progress through the checklist, marking tasks as completed as they proceed. However, completing tasks alone does not finalize onboarding; an admin must explicitly complete the process.
Onboarding from the admin's perspective
As long as you have a 'Can manage users' permission, you can move people in and out of onboarding and manage the onboarding tasks. The onboarding checklist looks pretty similar to the transaction checklist. You can upload any document you need using the Upload or Use forms button. If for any reason your agents request an exemption for one of these items, you can exempt it, if you know you already have this or they just don't need this.
If your brokerage has sub-accounts, you will see each of them show up, so you can always keep track of which account you're onboarding the agent into.
Onboarding from the agent's perspective
Once an agent is in the onboarding status, they'll receive access to the onboarding module. The agent will be able to fill out only the tasks assigned to them while the ones assigned to other users will be greyed out. With each task or document upload submission, you'll see the progress changing.
Until the onboarding process is complete, the agent won't be able to create transactions, access the rest of his/her account regardless of what permissions they have. Additionally, tasks completed within the onboarding checklist will not change their restricted status until an admin or authorized user explicitly marks the onboarding process as finished.
How do I review the onboarding checklist?
To review the documents, go to the onboarding module of the applicable person and click Review on the right-side panel or select Action > Review.
Only admins, brokers, or users with the necessary 'Can manage users' permission can mark an agent's onboarding as finished. Agents will remain restricted to the onboarding interface until an authorized user finalizes their onboarding.
How do I complete the onboarding process?
On the onboarding page, select the Action > Finish option. Once this is done, the agent will be removed from the onboarding status and receive access to all paperwork through their user profile. To complete an agent's onboarding, follow these steps:
Navigate to the Settings > Users section in BoldTrail BackOffice.
Find and select the agent whose onboarding you want to complete.
Expand the Onboarding section on the right-hand side of the screen.
Click on "More Details" to view the agent's onboarding progress.
On the subsequent page, locate and click Action > Finish at the top of the screen. Completing these steps will finalize the onboarding process, granting the agent unrestricted access to the system.
How do I cancel the onboarding process?
On the onboarding page, select Action > Cancel. Canceling the onboarding process will also make the user's profile inactive.