Best Practice: Team Additions, Changes, and Transfers in CommandMC

Objective: keep our teams in Command running smoothly from the day they launch, through changing or expanding to new Market Centers, to closing down at retirement. "Team" refers to solo agent teams, teams with 2 licensed members and/or 2 admins, groups with 3+ members, and expansions with teams at more than one Market Center.
 

The Pain Points:  

• Closings not showing up in the team production 
• Closings showing up in the team production for members removed 
• Team members losing contacts, leads, and opportunities when they leave teams  
• MCAs having to keep a manual list of closings that should/should not be included in team production – until Awards Verification in November and to submit to the Awards team in January for awards updates 

Let’s take a look at some of the major activities MCAs take in ensuring the management of teams in their Market Centers and how they affect our associates.  
 

KWRI Policies & Guidelines for Teams: (section 4.9.4.17 and Addendum K in the Policies & 
Guidelines Manual) – Policies for Teams and Groups of a Market Center 

Be sure that you have reviewed this addendum and have established and published your team and group policies through your ALC. These should be publicly available and easily accessible to your associates. Elements you may choose to address in these policies include but are not limited to 

• Team setup requirements for the state board and/or your Market Center (paperwork such as licensure, W9, bank ACH changes) 
• Team member contracts on file with Market Center  
• Recruiting 
• Team Caps 
• Desk/Office Rental options 
• Financial responsibility for Market Center fees 
   

New Team: Create a Team in the MC Team Management Tool 

Entering new teams as they form in your Market Center – whether brand new or an expansion SPOKE team – is pretty quick and simple as long as you pay attention to the dates. Remember, you will use this procedure only when a team is launching for the first time. If the team has ever been in existence at any KW Market Center in the past, you will receive and re-activate the existing team, not create a new one.

• Team creation date – this can be as far back as January 1 of the current year – and is editable. 
• Team member join date – this can be as far back as the associate’s enroll date in your Market Center, as long as that’s not before either the team creation date or the member’s remove date from another team – and you only get one chance to set this date 
• Role Start date – this is the date the current role was added and will always reflect that calendar date; this date field is not editable 
• Contract date – that's the date that connects a transaction to a team, not the close date like many think. This is why it’s so very important that MCAs stop before removing a team member to ensure that all opportunities involving that team member have been submitted for commission 
   

Editing Team Information (not team members): Edit Team Information in the MC Team Management Tool 

The MCA or AMCA can edit the team name and the start date in the Team Tool as well as add non-KW production for new teams joining KW. 
 

Add and Remove Team Members: Add and Remove Team Members in the CommandMC Team Management Tool 

While this is a simple process itself, it is very important to observe the effects on how team production may be assigned or missed. Be sure to carefully review the details around Team Member Start and End Dates to ensure that the changes you – the MCA/AMCA - make will be reflected correctly in the team production reports. 

In particular, before removing a team member, be sure to receive a written and signed team exit agreement naming all pending closings that will be assigned to the team and ensure that the team has followed all of the steps in Offboarding Considerations for an Associate Leaving a Team. 
 

Changing Roles for Members on a Team: Change Team Member Role in MC Team Management Tool 

The MCA or AMCA can update a team member’s role in the Team Tool. Please note that the “role start date” is not editable and will default to the calendar date that the role itself is changed. When the role start date changes, this does not alter the team member’s team start date, which was established the first time you added the member to the team.  
 

Moving/Transferring a Team to a new Market Center: Transfer Teams and Manage Incoming Transfers in the MC Team Management Tool 

Because transferring a team locks all open opportunities created under the previous Market Center, it’s important for the MCAs to coordinate this timeline carefully to ensure that all open opportunities that will still close under the previous Market Center are fully updated and submitted for compliance and commission (even if just an estimate); this will allow the previous Market Center to correctly close the transactions and include them in team production reports. 

Also important to note is that in transferring a team, all team members will be “kicked off” at the new Market Center. This is intentional. The next day, the MCA will be able to add them back to the team, ensuring accurate team allocation of closings. 
 

Deactivating a Team: Deactivate a Team in the MC Team Management Tool 

Just as when you prepare to remove an associate from the Market Center, the MCA will need to work out a timeline to ensure that the team members, contacts, opportunities are all moved off of the team properly to prevent loss of access to data. 
 

Pro-Tips:  

• Team allocation of closings is based on the ratified contract date, not the closing date. Members must be added to the team before a transaction goes under contract to count towards the team and when leaving a team, members must be added to all under contract opportunities and submitted before being removed from the team. 
• MCAs get only one chance to get start dates right – pay very careful attention during new team creation and adding a new team member to the team.  
• The role start date is not the same as the team start date. To verify the team start date, pull the Team Member Roster and Production Summary Report.
• Things that transfer with a team – contacts/leads, lead routing, team settings, goals and reports 
• Things that do not transfer with a team – opportunities – all existing/open opportunities are tied to the sending Market Center and will close there; if the contract is released to the new Market Center for closing, the opportunity will need to be re-created and go through compliance again.