Starting a software onboarding process often feels overwhelming—especially when managing live deals and can’t afford to pause.
You know your current system has limitations, and you’ve probably worked around those limits for years. But switching to something new raises real concerns.
Your first 30 days inside ListedKit are designed to feel manageable. To help you get started, let’s break down the week-by-week process.
Week 1: Create Your Trial Workspace and Explore With a Real Demo
With ListedKit, it’s all about working with what you already have. During your first few days, you can activate your trial workspace and let our team walk you through the process.
The interface is intentionally simple so that even real estate professionals new to transaction software can feel confident logging in for the first time. There’s no pressure to configure everything right away. Instead, your focus should be on familiarity and alignment.
How to Make Your First Week Productive
- Schedule a live demo. Unlike some platforms that rely on pre-recorded walkthroughs, ListedKit gives you a real person. That means real answers to questions about your client workflow, audit trail preferences, or how to organize files across different transaction types.
- Use your actual transaction data. Many TCs hesitate to test with live files. However, using your own data is the best way to know if this system works for your entire transaction process. Whether you’re mid-closing or onboarding new clients, the interface will reflect real scenarios, not just demo samples.
- Review the Teams tab. You can instantly assign admin roles and create permissions for real estate teams of all sizes. Even if you’re running solo, the structure supports your systematic approach without clutter.
- Test the interface as you would in real life. Jump between the Transactions, Clients, and Email Templates tabs to see how the flow mimics your current process—but with fewer repetitive tasks.
- Track where information lives. ListedKit is built to reduce scattered notes and minimize reliance on email threads or shared docs. You’ll find that your file-specific notes, emails, and document requests are contained within their respective deal cards.
SCHEDULE YOUR FREE LIVE DEMO HERE
Week 2: Test with a Mock Transaction and Explore Portals
Now that you’ve explored the layout, it’s time to simulate a real transaction using test data. Week two is about testing features with intent—without the pressure of using an active deal. This lets you safely explore the platform’s structure and workflows before making decisions.
How to Use a Mock File to Explore the System
Start by creating a test transaction so you can walk through each step of the process without using a live contract.
Here’s what we recommend:
- Click “New Transaction” and enter mock data. You can use a placeholder address and basic timeline to build a file that reflects your normal transaction flow—from contract to close.
- Assign yourself as the agent and the client using test emails like youremail+agent@yourbusiness.com and youremail+client@yourbusiness.com. This is the fastest way to view both sides of the client portal and see what your collaborators will experience.
- Add important dates or move straight to workflow selection. You can choose the Pre-Contract Kit built into ListedKit or test creating your own kit with custom tasks.
If you’re curious about how the real estate agents or clients you work with will interact with your updates, this method gives you immediate visibility. In their view, you’ll see firsthand how task progress, documents, and updates appear—helping set clear client expectations from the beginning.
This is the ideal time to book a 1:1 onboarding call with our team. We’ll walk you through the best way to set up your account—based on how your real estate business runs, how many files you handle, and the checklist formats you use.
During this session, we’ll also review your contract settings together. If the AI contract reader isn’t pulling the right information in the first pass, that’s normal. The accuracy improves significantly once we align it with the exact phrasing in your documents.
Week 3: Importing Task Lists and Use Transaction Kits
Your transaction process likely includes hundreds of recurring steps. With Transaction Kits, those steps can live in a reusable format that you apply to every new file without starting from scratch.
We know most transaction coordinators don’t have hours to spare manually recreating checklists, so we offer something better.
If you’re a paying user, our team will set up your transaction kits for you—free.
Whether you’re managing one checklist or ten, we’ll take what you’re already using (Google Sheets, PDFs, or even photos of printed lists) and turn them into smart, reusable kits inside ListedKit. That way, every future file starts with the structure already in place.
Here’s how the process works:
- Send us your checklist, and we’ll build it directly into your platform.
- We’ll match tasks to your preferred milestone groups like “Earnest Money” or “Inspection Period.”
- If you handle different real estate transaction types, we can create separate kits to fit each.
- Are you already using tools like Manifestly Checklists? We can help migrate that structure into ListedKit, making it easier to manage and track.
These kits will save time on every new transaction by auto-populating task lists, key dates, and assignments. And because they live inside your dashboard, they support task tracking, agent collaboration, and document uploads in one place.
Are you interested in having your kits set up for you? Contact hello@listedkit.com. We’ll take care of the setup so you can stay focused on managing deals.
Week 4: Start Using Email Templates and Manage Real Clients in Your Workflow
By week four, your settings should already match your work style. Your transaction kits are loaded, your test file is in place, and your workflow is ready for real activity.
This is when transaction coordinators begin using ListedKit for day-to-day communication. Instead of rewriting the same message repeatedly, email templates help you respond faster and more consistently while maintaining exceptional service across every file.
Here’s where to start:
- Introduction email. Welcome new clients with a clear overview of your role and what they can expect from the process.
- Closing prep email. Let buyers or sellers know what to bring, where to go, and how to prepare. Dynamic tags like {closingLocation} and {agentPhone} fill in the details automatically.
- Send a referral request email. Once a deal is closed and your client is happy, prompt them for a review or future referral.
Now that your process is live, you’ll also want to begin working in the Clients tab:
- Add real client data and tie them to the correct transaction.
- Assign agents for better collaboration among team members, especially when managing multiple real estate deals simultaneously.
- Log communication preferences and email activity, all tied to one profile—helping maintain smooth communication from intake to close.
These tools help you provide consistent updates, reduce back-and-forth, and support successful transactions that reflect your business’s style.
Week 5: Review, Refine, and Keep Improving Your Workflow
By week five, you’ve covered a lot. You’ve built a base, organized your tasks, and started communicating with confidence. Now, it’s time to zoom out and start refining.
The goal this week isn’t perfection—it’s progress. You’re learning what works best for your process, and ListedKit is flexible enough to support those changes in real-time.
Here’s what to review and adjust:
- Completion tracking by milestone. Are key dates being met? For example, is the Inspection Period still at “0/8 tasks complete”? If something’s being missed, this might be the time to update task descriptions, reorder steps, or clarify deadlines.
- Document uploads and requests. If files like ID verifications or repair requests are frequently missing, consider adding reminders or notes to your task kits so it’s easier next time.
- Client activity. Check how often your buyers or sellers are logging into the portal. You might want to tweak your templates or add more detail to your update emails if you’re getting repeated questions.
- Audit trail visibility. If you work in a compliance-focused real estate business, your audit trail should reflect a clean record of who handled what and when.
And here’s the good news: every improvement you make now can be applied moving forward.
- Edit a transaction kit to include that one extra task you always forget? Every new file will reflect the change.
- Adjust your intro email for better clarity? That new version will be ready the next time you onboard a client.
- Want to test out a new section in your closing instructions? Just update the template—it’s done.
This is the week when you shift from setup to system. You no longer adjust to the tool; you shape it around the way you already work.
Final Thoughts: Software Onboarding Process Doesn’t Have to be Difficult
A good software onboarding process should meet you where you are and help you do more with what you already have. ListedKit is built to do exactly that.
Here’s a quick breakdown of what your first month will look like:
- Week 1. You’ll activate your workspace, explore the tools with a live walkthrough, and get comfortable using your transaction data in a safe, low-pressure environment.
- Week 2. You’ll create a mock file, test the client and agent portals, and schedule a 1:1 call with our team to walk through your setup—including updates to make the contract reader more accurate for your files.
- Week 3. You’ll send over your checklists, and our team will build custom transaction kits for you—free of charge—so future files are faster to launch and easier to manage.
- Week 4. You’ll set up email templates, add real clients, and begin using ListedKit for your active transactions, with smoother communication built into every step.
- Week 5. You’ll review your workflow, refine your templates or kits, and see how each improvement carries forward—making future files more efficient from the start.
It doesn’t take months to know if a system fits. Sometimes, it just takes the right kind of start.
Book a free call with our team to see how ListedKit can automate your system and help you manage transactions with more clarity, fewer delays, and a setup you can grow with.
