Welcome to Your HouseSigma Onboarding Hub

If you’re ever unsure about the order of steps, refer to this section as your guide.

Best Practice:
Complete each onboarding step in sequence before moving into Orientation. This ensures that once you reach Orientation, you’re fully set up, informed, and ready to focus on learning and asking any remaining questions directly with your Operations Specialist.

That said, we understand timing can vary. If you’re not able to complete everything beforehand, you can continue your onboarding by jumping ahead to the sections titled:

Live Launch Video

Orientation Prep: Getting Ready to Claim Leads

This section will help you stay on track so you can still make progress toward Orientation and getting started with leads.

RECO Transfer

Your RECO transfer is completed on your transfer date by your Operations Specialist. This step is processed immediately, ensuring your registration is transferred to HouseSigma without delay.

Board Transfer

While HouseSigma submits your Board transfer right away, the timing of approval depends on your local Board's processing timelines. Each Board operates differently, and turnaround times can vary.

💡 Pro Tip: Whenever possible, schedule your transfer for the morning. This gives your Board the best chance of completing the transfer by the end of the day.

Some Boards, particularly TRREB, may take longer to process transfers, making an early-day transfer especially beneficial.

What Happens on Transfer Day?

Your Operations Specialist will submit your Board transfer using the documents completed as part of your onboarding process.

For TRREB members, transfers are completed entirely online through the Member Hub, making the process fully paperless.

After Your Transfer Is Submitted

Once your transfer has been sent to the Board:

• Watch your email for updates from your Board.

• The Board may contact you directly regarding payment, or other account-related matters.

• Follow any instructions provided by the Board to avoid delays.

Need Help?

If you have questions about your Board account, please contact your Board directly, as they manage all post-submission requirements.

Bringing active listings with you? No problem. You have two options for transferring your listings when joining HouseSigma.

Option 1: Assignment of Listing

An Assignment of Listing allows an existing listing to be transferred from one Brokerage to another without cancelling the listing.

When to Choose This Option

✅ You are staying within the same Board.

How It Works

1. Complete the Assignment of Listing form in WebForms.

2. Obtain all required signatures from the parties involved.

3. Send the completed form to your Operations Specialist.

4. Operations Specialist will gather any required Brokerage signatures and submit the form to the Board on your behalf.

⚠️ Keep in mind that final processing times are determined by the Board and may vary.

Option 2: Cancel and Re-List

Many agents prefer this option because it provides greater control over the timing of the transfer.

How It Works

1. Cancel the listing with your current Brokerage before your transfer date.

2. Complete your transfer to HouseSigma.

3. Re-list the property once your HouseSigma membership is active.

💡 This approach can help you manage the transition on your own schedule.

Not Sure Which Option Is Right for You?

Both forms are available in WebForms. If you're uncertain which method best suits your situation, reach out to the HouseSigma Ontario Managing Broker for guidance before proceeding.

Before Add/Edit access can be activated with TRREB, members are normally required to complete the 🔗 Listing Best Practices – Mini Course in the Learning Studio.

Have a Listing Coming Up Soon?

If you need Add/Edit access activated right away and don’t have time to complete the course beforehand, let your Operations Specialist know.

We’ll work with you to help keep your business moving and activate your access as needed.

⚠️ Keep in mind: You’ll still need to complete the course afterward, but you won’t have to delay an important listing opportunity while waiting to finish it.

HouseSigma operates under a Brokerage Designated Representation model, where the Brokerage is the party providing representation to clients, and agents act as the client’s assigned point of contact.

What This Means

Client representation agreements are completed in the name of HouseSigma Inc., Brokerage, ensuring a consistent approach to representation across all transactions.

Agents continue to support clients by providing communication, guidance, and transaction assistance while following HouseSigma’s policies and compliance requirements.

Multiple Representation

If HouseSigma represents both sides of a transaction, agents must follow the required multiple representation process, including:

• Identifying the potential conflict as soon as it arises

• Providing written disclosure to all parties

• Obtaining required consent before proceeding

• Following Brokerage documentation and information barrier procedures
  
  

Additional Resources

🔗 For full details on required forms, representation procedures, and the multiple representation process, please review the Brokerage Designated Representation Policy available in the Agent Toolkit.

Need Help?

If you have questions about Brokerage representation requirements or how to handle a specific situation, please contact your Managing Broker for guidance.

Follow Up Boss is a key part of your HouseSigma technology stack and will help you manage leads, relationships, and client communication effectively.

Step 1: Activate Your Account

You'll be added to the HouseSigma Team in Follow Up Boss and will automatically receive an invitation email.

📧 Watch your inbox for the Follow Up Boss welcome email and follow the instructions provided to create and activate your account.

Step 2: Share Your HouseSigma Email

After logging into Follow Up Boss for the first time, you'll need to connect your HouseSigma Gmail account.

This is a required step and an important part of your account configuration.

How to Connect Your Email

Follow the instructions in the Follow Up Boss Help Guide:

📖 Sharing Your Emails in Follow Up Boss

Be sure to complete this setup as soon as possible to ensure your communications are properly tracked and managed within the platform.

Why This Matters

Connecting your HouseSigma Gmail allows Follow Up Boss to:

• Track email conversations with clients

• Keep communication history organized

• Improve lead management and follow-up workflows

• Ensure your account is configured according to HouseSigma requirements

✅ Sharing your HouseSigma Gmail is a mandatory onboarding requirement.

Need Help?

Technical Setup Questions

If you experience issues accessing your account or completing the setup process, contact your Operations Specialist.

Follow Up Boss Training & Best Practices

For questions about using Follow Up Boss, workflows, lead management, or how to get the most out of the platform, reach out to the Ontario Managing Broker.

We’ve added a new way for you to stand out on HouseSigma: video introductions on your Agent Directory profile.

Your video gives you an opportunity to introduce yourself to potential clients, showcase your personality and communication style, highlight your experience, and share how you support your clients.

This is a required onboarding step. You must have your video posted to your Agent Directory profile before you can claim leads.

🚀 What You Need to Do

To complete this requirement:

1. Review the guidelines and example video

   • 👉 Agent Video Introduction Guidelines

   • 🎬 Example Video

2. Record your video

   • Keep your video between 60–90 seconds

   • Record in landscape orientation

   • Make sure you have clear audio and good lighting

   • Use the guidelines to ensure your video meets the required standards

3. Upload your video to Google Drive

   • Make sure you’re using your HouseSigma email account

4. Share the Google Drive link for review

   • Send the video link directly to Michael Carney for review

   • Videos that meet the standards outlined in the guidelines will be posted to your Agent Directory profile promptly afterward

📌 What Should Your Video Include?

Use your video to give potential clients a quick sense of who you are and what it’s like to work with you.

Consider showcasing:

• 👋 A brief introduction to yourself

• 💬 Your personality and communication style

• 🏡 Your real estate experience

• 🤝 How you support and work with your clients

For complete requirements and recommendations, please review the 👉 Agent Video Introduction Guidelines in the Agent Toolkit.

🔐 Important Requirement

Your video must be reviewed and posted to your Agent Directory profile before you can claim leads.

If you haven’t completed this step yet, please prioritize it as part of your onboarding.

🧭 Questions or Issues?

If you have questions about the video requirement or submission process, please reach out to:

📧 Michael Carney
MichaelCarney@HouseSigma.com

📚 Full Details

For the complete requirements, recommendations, and examples, visit the 👉 Agent Video Introduction Guidelines in the Agent Toolkit.

We’re looking forward to seeing your introductions and helping you put your best foot forward with HouseSigma clients!

At HouseSigma, we want to make it easy for you to get the right answer from the right team—without the guesswork.

Start with the Agent Question Routing Guide

Not sure who to contact?

🔗 The Agent Question Routing Guide in the Agent Toolkit is your go-to resource for understanding where different types of questions should be directed.

Whether your question relates to transactions, compliance, accounting, technology, marketing, or management, the guide will point you in the right direction and help you get support faster.

💡 Bookmark this resource—you'll likely use it often!

Stay Connected Through Centralized Communication Channels

To support efficient, organized, and confidential communication, HouseSigma offers dedicated WhatsApp channels for key departments.

Available Channels

• Management

• Deals & Accounting

You can access these channels directly from the homepage of the Agent Toolkit.

Using these centralized channels helps ensure your questions reach the appropriate team while keeping communication streamlined and secure.

Important: Coaching@HouseSigma.com

📣 Coaching@HouseSigma.com serves a specific purpose within HouseSigma.

This email is reserved exclusively for:

• Onboarding

• Offboarding

• Company-wide training

• Events

• Key company announcements

To ensure timely responses and proper routing, please use the Agent Question Routing Guide and departmental communication channels for day-to-day operational questions and support requests.

Quick Tip

When you're unsure where to start:

1. Check the Agent Question Routing Guide.

2. Use the appropriate WhatsApp communication channel.

3. Reach out to the recommended team or department.

Following these steps will help you get answers faster and keep communication flowing smoothly across the organization.

At HouseSigma, Google Chat is our main platform for day-to-day communication.

You will be automatically added to all relevant spaces and channels—please check them frequently to stay up to date and avoid missing important updates.

🚀 How to Access Google Chat

You can use Google Chat in multiple ways:

📧 Via HouseSigma Gmail (Recommended)

• Open your HouseSigma Gmail

• On the left-hand menu, click “Chat”

🌐 Browser Access

• Go directly to Google Chat in your web browser

📱 Mobile Access

• Download the Google Chat app from your device’s App Store

• Sign in with your HouseSigma credentials for on-the-go access

💻 Desktop Access

• Install the Google Chat desktop app on your computer

• Follow the official installation instructions provided by Google

📌 Important Notes

❗ Direct Messages (DMs):
At this time, you may notice that you cannot initiate direct messages.

This is a temporary system setting that is currently in place. We are actively exploring improvements and workarounds.

For now:

• You will not be able to start DMs with other agents or internal team members

• Please use email or designated channels for communication

• If you need a DM started with an internal team member, simply let us know and we can initiate it for you

🧭 Stay Connected

You will be automatically added to all relevant Google Chat spaces and channels. Make it a habit to check Google Chat regularly—this is where most real-time updates and internal communications will be shared.

Your business cards are one of the first tangible pieces of your HouseSigma brand—so let’s make them count.

Good news: this process is already in motion for you.

🚀 What’s Already Started

An email thread has been initiated in your HouseSigma Gmail with The Printing House (TPH) to begin your business card proof.

From here:

• Your Operations Specialist starts the order with TPH

• TPH creates your initial design proof

• You take it from there for follow-up and approval

📌 Your Responsibilities

Once the thread has been started:

• Follow up directly with TPH to ensure progress on your proof

• Review your business card proof carefully

• Send the proof to the Managing Broker for final approval before anything is printed

🎨 What’s Included

HouseSigma provides your first order of a standard set of 250 business cards, which can include:

• With your photo

• Without your photo

If you’d like to include a photo:

• Let the TPH team know in your email reply

• Attach your image directly in the thread

💡 The rebate covers the standard 250 cards (photo or non-photo version).

Any upgrades or add-ons are optional and billed to you directly.

To claim your rebate:

• Submit your invoice to Accounting@HouseSigma.com

✨ Optional Upgrades (TPH)

Want to elevate your cards? You can request:

• Premium stock + soft-touch laminate → $43.01

• Rounded corners → +$35

Just let TPH know and they’ll send a payment form for any additional costs.

✅ Proof Approval (Required Step)

Before anything goes to print:

• All proofs must be approved by the Ontario Managing Broker

• Once TPH sends your proof, forward it to:
  Paulo.Simoes@HouseSigma.com

Nothing gets printed without this step—so don’t skip it!

📦 Delivery Options

Your cards will be shipped to your nearest TPH branch by default.

You can also choose home delivery at your own expense.

📍 View locations here: TPH Locations

If you choose home delivery, coordinate directly with TPH.

🧾 Branding Guidelines (Important)

To keep everything aligned with HouseSigma branding:

• The HouseSigma website must appear on all cards

• Personal websites are not permitted

• QR codes are not allowed

• Custom branding changes are generally not permitted

If you have a special request:
Check with Paulo before asking TPH to make changes.

🧭 Next Steps

1. Watch your HouseSigma Gmail for the TPH thread

2. Review and respond to your proof

3. Send for Managing Broker approval

4. Finalize printing with TPH

5. Submit invoice for rebate

That’s it—you’re on your way to getting your cards in hand 🎯

Your signage is one of the most visible parts of your business—so let’s make sure it’s set up smoothly and correctly from the start.

🚀 Recommended Vendor

We recommend working with Signs in the Making, as they already have HouseSigma templates on file. This makes ordering faster, easier, and more consistent with branding standards.

You can view HouseSigma signage options here:
🔗 HouseSigma Signage Products

That said, you’re welcome to use any vendor you prefer. 

🔗 Signage Templates

⚠️ Mandatory Approval Requirement

All signage proofs—regardless of vendor—must be reviewed and approved by Managing Broker Paulo Simoes before printing or distribution.

This step is required to ensure compliance with RECO guidelines and HouseSigma branding standards.

💰 Rebate Details

You are eligible for a $89.25 rebate credit toward your first For Sale sign.

• Applies to any vendor

• To receive the rebate, submit your invoice to Accounting@HouseSigma.com

🏡 Personalized For Sale Signs

How to Order (Signs in the Making)

• Email: Orders@SignsintheMaking.com

• Request: Proof D8002

• Typical turnaround: ~5 business days after proof approval and payment

Reimbursement Process

The production cost for one personalized For Sale sign will be reimbursed after:

• Proof approval by Paulo.Simoes@HouseSigma.com

• Submission of your invoice after a successful sale

🌍 Outside the GTA

If you are operating outside the GTA:

• HouseSigma will provide artwork

• You are eligible for a $100 rebate credit toward signage for HouseSigma clients

• Proof must still be approved by Paulo Simoes before production

🪪 Personalized Name Riders

To order a name rider:

• Contact Orders@SignsintheMaking.com

• Ensure the colour matches Proof D8002 for consistency

🎨 Customization Guidelines

To keep branding consistent and compliant:

• No customizations beyond personal information are permitted

• This ensures alignment with RECO requirements and HouseSigma branding standards

If you’re unsure about any requested change:
Always check with Paulo Simoes before proceeding with production.

🧭 Quick Summary

1. Choose your signage vendor

2. Submit your design for proof

3. Get approval from Paulo Simoes

4. Print and deploy

5. Submit invoice for rebate

And you’re ready to go live in the field 🏡

We’re excited to introduce Fintracker, now integrated at HouseSigma to make your FINTRAC compliance process faster, easier, and more accurate.

Fintracker is a leading Canadian solution that helps agents meet FINTRAC requirements with less friction—so you can focus more on your clients and less on paperwork.

🔗 Fintracker Information Sheet

🚀 What Fintracker Does

With Fintracker, you can:

• Scan government-issued IDs quickly and securely

• Auto-populate FINTRAC forms with accurate data

• Verify identities for remote clients

• Complete compliance steps more efficiently and consistently

🧭 Getting Started

To set up your Fintracker account, follow these steps carefully:

Step 1: Create Your Account

Use the following phone number when registering your account to ensure it connects properly to HouseSigma:

📱 888-524-7297

⚠️ Important:

• Do NOT use 647-360-2330

• Using the wrong number will prevent you from linking to the correct Brokerage

If no office appears when entering the number, it means the phone number was entered incorrectly—please double-check and try again.

Step 2: Select the Correct Office

When prompted, you must choose:

📍 15 Allstate Parkway #629, Markham, ON, L3R 5B4

This ensures your account is properly associated with HouseSigma.

⚠️ Important Setup Notes

To avoid setup issues:

• Make sure your account is linked to the correct Brokerage

• Double-check the phone number and office selection during registration

• Complete setup carefully before using the platform for transactions

If anything doesn’t look right during setup, pause and verify your details before proceeding.

📚 Helpful Resources

🔗 You will also have access to additional tips and setup guidance through the Agent Toolkit, which includes best practices and onboarding support materials.

🧭 Need Help?

If you run into issues during setup or are unsure about any step, reach out to FINTRACCompliance@HouseSigma.com.

Agents have consistently asked for more visibility into their own performance—and now it’s here.

Introducing the Agent Performance Dashboard, built by our Director of Business Development, Michael Carney, to give you clear, simple access to your key business metrics.

🚀 What You Can See

Your dashboard gives you visibility into:

• 📥 Number of Leads Claimed

• 🧾 Number of Leads Assigned

• 🏡 Number of Company Deals Closed

• 📈 Conversion Rate

This includes both Company Resale Leads and Company Rental Leads.

📌 How Key Metrics Work

To help you interpret your data accurately:

• Company Deals Closed are counted based on the selected date filters

• Conversion Rate = Closed Deals ÷ Claimed Leads (within the selected date range)

⏱ Data Refresh & Timing

A few important things to keep in mind:

• Data is not real-time

• Each dashboard shows a last sync timestamp (top-left corner)

• Data is refreshed approximately every 2 weeks

• You can view up to 2 years of historical data based on the last sync

🔐 How to Access

You can view your dashboard here:
👉 Agent Performance Dashboard

⚠️ Note: You must be logged in using your HouseSigma Gmail account to access it.

🧭 Questions or Issues?

If something doesn’t look right or you notice a potential bug, please reach out directly to:

📧 Michael Carney
MichaelCarney@HouseSigma.com

💡 Why This Matters

This dashboard is designed to give you clarity on your activity, help you track growth over time, and support data-driven decision-making in your business.

Keeping your email signature up to date ensures clients can easily find you and helps maintain a consistent HouseSigma brand experience.

🧭 Step 1: Update Your Email Signature

Please follow the instructions in the Learning Module to set up your official HouseSigma email signature:

👉 Click here for the Learning Module

Make sure you complete all steps as outlined so your signature matches HouseSigma standards.

🌐 Step 2: Agent Directory Update

We’ve also launched an updated Agent Directory on the HouseSigma website.

👉 Agent Directory

To ensure your profile appears on the new page:

• Sign into your Follow Up Boss account

• Once your account is active, the system will automatically sync your profile to the updated Directory

• The refresh may take some time to complete

⏳ Temporary Setup Note

For now:

• Your email signature includes a link to the previous Agent Directory

• Once your profile is successfully added to the new Directory, you will receive an updated Agent Profile link to replace it

🖊 Signature Setup Reminder

The Operations Specialist has already sent you an email with your signature details.

Please:

• Check your inbox for that message

• Complete your setup as instructed

• Ensure everything matches the Learning Module guidelines

💡 What to Expect Next

Once the system update is complete:

• Your profile will automatically appear in the new Agent Directory

• You’ll receive a new, updated link for your email signature

Your Agent Directory profile showcases more than just your contact information—it also highlights your professional track record.

🏡 What’s Included

We display resale transaction data from the past 10 years directly on your Agent Directory profile.

When you join HouseSigma, our Operations Specialist will use a secure back-end system to pull your historical transaction data from before your time with the Brokerage.

⚙️ How Your Data Is Collected

In most cases, your past transactions will be automatically retrieved and added to your profile.

If the system is unable to locate or match your data, you will receive an email from the Operations Specialist with next steps.

📝 If Your Data Is Missing

If you would like specific transactions to appear on your profile, you can help us complete your record by providing:

• MLS number(s) of the transaction(s)

• Your role in each deal (Buying Side or Selling Side)

• Supporting documentation confirming your involvement in the trade

This helps ensure your profile is accurate and complete.

🚫 What Is Not Included

At this time, the Agent Directory does not display the following transaction types:

• Commercial deals

• Lease transactions

• Pre-construction sales

• Vacant land deals

🧭 Questions or Corrections

If you notice any discrepancies in your transaction history or believe something is missing:

Please contact your Operations Specialist for review and assistance.

They will help verify and update your profile as needed.

Before you dive into claiming leads, we recommend taking a few minutes to watch your Live Launch video.

👉 Watch the Live Launch Video

🚀 Why This Matters

This video gives you a guided walkthrough of Follow Up Boss and shows you how to navigate the platform like a pro.

When combined with your Orientation, it ensures you’re fully prepared to:

• Understand how leads flow through the system

• Navigate Follow Up Boss confidently

• Hit the ground running from day one

• Make the most of your lead opportunities

📚 Best Way to Watch

For the strongest start, we recommend:

1. Watch the Live Launch video before Orientation

2. Complete your Orientation session

3. Revisit the video if needed for reinforcement

If timing doesn’t allow you to watch it beforehand, please watch it immediately after Orientation instead.

💡 Pro Tip

The combination of Orientation + Live Launch video is designed to set you up for success quickly and confidently. Completing both will help you avoid confusion when you start working with live leads.

🧭 Ready to Go?

Once you’ve completed both, you’ll be fully equipped to start working in Follow Up Boss and engaging with leads effectively from day one.

Before moving into Orientation, there are a few important steps to complete inside your onboarding journey.

If you’re ever unsure what comes first, this section is your guide.

📩 Where to Find Your Requirements

Your full pre-Orientation checklist is outlined in the email titled:

“Your HouseSigma Email, Password, and Pre-Orientation Requirements”

Please refer to this email first if you need confirmation of what applies to you.

🚀 Primary Requirement: Launch Pad

Your top priority is to register for and begin the Orientation Course: Launch Pad.

This course will provide key instruction on:

• Follow Up Boss

• BrokerBay

• Core HouseSigma systems and workflows

☑️ Required Assessments (Inside Launch Pad)

To progress to Orientation, you must complete the following within Launch Pad:

• 🔗 FINTRAC Knowledge Quiz → minimum score: 10/12

• 🔗 Premium User Test → score: 6/6

These assessments are located directly within Launch Pad and also linked here for convenience.

🎯 Mock Offer Requirement

Within Launch Pad, you will also find instructions for a Mock Offer.

Please:

• Complete the Mock Offer exercise

• Submit it to your Managing Broker for review

This is an important part of preparing for real-world deal scenarios.

🎥 Agent Directory Video Introduction

Before you can claim leads, you’re also required to add a video introduction to your profile in the Agent Directory.

Please head to the Agent Directory Video Introduction subsection in the Onboarding Hub for instructions on how to complete this requirement.

📚 Additional Course: Boot Camp (Optional)

🔗 You will also be enrolled in a course called Boot Camp.

• This course is not mandatory for experienced agents

• However, it is strongly recommended as a refresher

• It can help strengthen your understanding of the industry and support your success at HouseSigma

📌 What Actually Unlocks Orientation?

Only the following are required before scheduling Orientation:

• Launch Pad completion

• FINTRAC Knowledge Quiz (10/12)

• Premium User Test (6/6)

• Mock Offer submission

• Agent Directory Video submission

Boot Camp is optional and not part of the prerequisite checklist for experienced agents.

🧭 Next Step: Scheduling Orientation

Once all required Launch Pad steps are completed:

👉 Contact your Operations Specialist to schedule your Orientation session.

They will confirm your readiness and help you book your next step in the onboarding journey.

Before you wrap up your onboarding steps and move forward, there are just a couple of final things to confirm.

📩 Check Your Email

Please take a moment to review your inbox and ensure you haven’t missed any requests from your Operations Specialist.

They may occasionally request additional documentation to complete your setup. If anything has been flagged, make sure to respond as soon as possible to avoid delays.

📝 Mock Offer Submission

Next, please confirm that your Mock Offer has been completed and submitted to your Managing Broker.

This is a required step in your Launch Pad journey and helps ensure you’re prepared for real-world transactions.

🎉 You’re Ready to Go

Once the above items are complete:

• Email requests are addressed

• Mock Offer has been submitted

👉 You’re officially ready to move forward in your onboarding journey.

Welcome to the next stage—you’re all set to get started 🚀