The Permission Ladder card, the six vendor questions, the Transaction Desk card and practice file, the monthly audit, and the 12-month plan from rung 5.
In this kit:A. Permission Ladder card · B. Six questions for any vendor, and what a good answer sounds like · C. Transaction Desk agent job card · D. Fictional escrow practice folder · E. Monthly AI audit · F. 12-month AI operating plan · G. Seven-day challenge. Print it (File, Print) or keep it open next to your AI workspace. Every form here uses fictional data. Real client data goes only where your brokerage has approved the platform and its settings.
A.Permission Ladder card
Every task an agent runs is placed on a rung first. Print this and keep it next to the monitor.
Rung
What the agent may do
Real estate examples
Who may run it
1. Read-only
Read, summarize, compare, find.
Summarize the escrow folder. Find every deadline. Compare two disclosure versions.
Anyone on the team
2. Draft-only
Write, but never send.
Seller update. Repair request response for review. Buyer-agent FAQ.
Anyone on the team
3. Act-with-approval
Propose an action and wait for a click.
Calendar entry for a contingency. A reminder. A CRM task.
Licensed agent
4. Act-within-limits
Act without a click, inside written limits, on low-risk sends only.
Monday showing report to the seller if nothing changed and the checklist passed.
Licensed agent, by written exception, after one clean month at rung 3
Never, on any rung
Sign anything.
Send an offer, counter, or contract document.
Give legal or tax advice, or interpret contract language beyond quoting it.
Contact any party about money.
Move, delete, or share a client file outside the approved workspace.
Earning a rung
A task moves up one rung after a documented month with zero rejected outputs at its current rung, and only with the approver's written sign-off. A task moves down a rung the day it produces an error. No exceptions.
B.Six questions for any vendor, and what a good answer sounds like
Ask in writing. Keep the answers in the brokerage layer. If a vendor cannot answer all six, client files do not go in.
Encryption
Data encrypted in transit and at rest. They can name the standard.
Retention
You can set how long conversations and files are kept, and delete on demand. They can show you where.
Training on our data
Your data is not used to train their models, and this is the default or a setting you control. In writing.
Admin controls
An administrator can manage users, roles, and what is connected, and can remove a user in one step.
Audit logs
Actions taken by agents are logged with timestamps and are exportable. The broker can read them.
Data location
They can tell you where the data lives and under which jurisdiction.
C.Transaction Desk agent job card
Paste into an agent-capable workspace that has read access to one test folder. Nothing else connected for the first run.
AGENT JOB: Transaction Desk
PERMISSIONS: Read-only on the escrow folder. Draft-only for any message. Act-with-approval for calendar entries and reminders. No sending. No signing. No contact with any party.
STEP 1 (read-only): Read the folder. Summarize the transaction in ten lines: parties by role only, acceptance date, price as stated, contingencies and their day counts, open items.
STEP 2 (read-only): Build the task list keyed to the acceptance date. One row per deadline: task, due date, who owns it, source document.
STEP 3 (draft-only): Draft the seller update in my voice using only the folder. Label anything not in the folder MISSING.
STEP 4 (act-with-approval): Propose calendar entries for each contingency deadline with a reminder two business days prior. Ask me to approve each one. Add only what I approve.
STEP 5 (log): List every file you read, every draft you produced, every action you proposed, and every approval you received.
NEVER: Give legal or tax advice. Interpret contract language beyond quoting it. Contact any party. Move, delete, or share any file. Act on anything outside this folder.
D.Fictional escrow practice folder
Create a folder with these items as separate text files. Everything is invented. Day 0 is the acceptance date; set it to any past Monday.
File
Contents
Purchase agreement summary (fictional)
Property: 123 Sample Way, Valencia. Buyer and seller by role only. Price as stated: $XXX,XXX (fictional). Acceptance: Day 0. Inspection contingency: 17 days. Appraisal contingency: 17 days. Loan contingency: 21 days. Close of escrow: 30 days. Seller to provide HOA documents within 7 days.
Email 1, Day 1
Escrow officer: escrow opened, deposit due within 3 business days.
Email 2, Day 2
Buyer's agent: inspection scheduled Day 6 at 10 AM, two hours, requests utilities on.
Email 3, Day 4
HOA management: documents ordered, 7 to 10 business days to deliver.
Email 4, Day 7
Buyer's agent: inspection report attached, request for repairs to follow.
Email 5, Day 9
Lender: appraisal ordered, appraiser access requested Day 12.
Email 6, Day 10
Seller: 'What happens next and when do I need to do anything?'
Inspection report cover page
Fictional. Summary items: water heater strapping, GFCI in one bathroom, roof flashing at chimney. Report body not included.
Expected task list from Day 0: deposit by Day 3, utilities on for Day 6 inspection, HOA documents due Day 7, repair request response window after Day 7, appraiser access Day 12, inspection and appraisal contingency removals Day 17, loan contingency Day 21, close Day 30. Expected MISSING in the seller update: price of repairs, appraisal result, any response to email 4.
E.Monthly AI audit
Same day every month. Fifteen minutes. One page.
Task
Rung
Runs this month
Hours recovered (est.)
Errors caught
Rule written
Rung change?
Hours recovered × your hourly value = ______ Connected services reviewed: ______ Who holds the agent login: ______ Broker reviewed the log: ______
F.12-month AI operating plan
Same pace for everyone. The scope grows with the team.
Quarter
Solo agent
Team
Brokerage
Q1
Five files. One Job Card. Seven-day challenge done.
Every agent has five files and one Job Card. Shared template.
Rung 1 and 2 training for all. Platform chosen with the six questions answered.