Module 8 — Manage Other Brokerages and Lawyers

Part of Broker / Staff Basic Training.

Maintain coop brokerages and law firms so agents and staff can select the right office and lawyer contacts on deals, showings, referrals, and conveyance. Clean master data prevents wrong payees, failed EFT batches, and misaddressed conveyance documents.

Contents

• Why master data matters
• Search and filter other offices
• Add or edit a coop office
• Manage agents at an office
• Activate or inactivate offices
• Search and filter law firms
• Add or edit a law firm
• Manage lawyers at a firm
• Activate or inactivate law firms

Why master data matters

• Deal Agents panels search coop offices and cooperating agents
• Conveyance emails and invoices reference lawyer contacts on the deal
• EFT and cheque payees require valid banking on realtor, lawyer, vendor, and coop office records
• Duplicate or inactive records clutter dropdowns agents use during submission

Keep one active record per real-world office or firm; inactivate outdated entries instead of leaving duplicates.

Search and filter other offices

1. Open Other Offices → Active Offices for coop brokerages in use, or Inactive Offices for soft-deleted records you can restore.
2. Use the filter bar:
   • Office Name — partial match on coop office name
   • Agent Name — find offices that have a matching agent
   • Filter with EFT — show only offices with EFT set up (when EFT is enabled)
3. Click Filter to refresh results.
4. Sort supported columns by clicking headers.

The results table shows office name, mailing address, phone, email, created and updated dates, and row actions.

Add or edit a coop office

Add:

1. On Active Offices, click Add Other Office.
2. Enter office name, mailing address, phone, and email.
3. Save — office names must be unique.

Edit:

1. Click Edit on a row.
2. Update contact details and EFT banking when EFT is enabled for your brokerage.
3. Save.

An EFT badge on the row indicates banking is on file for electronic payments.

Manage agents at an office

1. Click List Agents — the badge shows how many agents are attached.
2. In the modal, review agents at that office.
3. Click Add Agent to create a cooperating agent at this office.
4. Edit to update contact details or reassign the agent to another active office.
5. Remove to delete a coop agent no longer used.

Brokerage-linked agents show — in the list — manage those from account management, not from Other Offices.

When agents pick cooperating parties on deals, they search these office and agent records.

Activate or inactivate offices

• Inactivate (active list) — soft-deletes the office; it moves to Inactive Offices
• Activate (inactive list) — restores the office to Active Offices

Inactivated offices no longer appear in agent dropdowns but historical deals keep their references.

Search and filter law firms

1. Open Lawyers → Active Law Firms or Inactive Law Firms.
2. Use the filter bar:
   • Law Firm Name — partial match
   • Lawyer Name — find firms with a matching contact
   • Display — 25, 50, or 100 results per page
   • Filter with EFT — firms with EFT set up (when enabled)
3. Click Filter and sort columns as needed.

Add or edit a law firm

Add:

1. On Active Law Firms, click Add Law Firm.
2. Enter firm name, full mailing address (address, city, province, postal code), firm phone, and firm email.
3. Optionally set cheque payable, fax, secondary email, and banking details.
4. Save — firm name must be unique. If Did you mean one of these law firms? appears, choose a match or click Save Anyway.

Edit:

1. Click Edit on a row.
2. Update firm fields and banking.
3. Save — changes sync to open conveyance records that reference lawyers at this firm.

Manage lawyers at a firm

Deals select a lawyer contact, not just the firm name.

1. Click List lawyers — badge shows contact count.
2. Review name, lawyer phone, and lawyer email for each contact.
3. Click Add Lawyer to create a new contact at this firm.
4. Edit to update details or reassign to another active firm.
5. Remove to delete a contact — this clears references on active conveyances using that contact.

Agents and staff pick these contacts on Send Lawyer / Notary Info and Update Lawyer / Notary Info in Transaction Room. You can also add a firm and primary contact in one step from deal modals using + Add New when the contact is not yet on file.

Activate or inactivate law firms

• Inactivate (active list) — soft-deletes the firm
• Activate (inactive list) — restores the firm

Inactive firms drop out of deal dropdowns; restore them when the firm returns to your active coop list.