Adams Cameron Staff Guide

This guide covers the internal tools used by Adams Cameron & Co. staff — coordinators, managers, and administrators — to manage transactions, floor time, lockboxes, and agent notices.

Roles & Access

Every staff member signs in with their @adamscameron.com Google account. What you can see and do depends on your assigned role.

Signing In

All tools require a sign-in with your Adams Cameron Google account. When you visit a tool for the first time, you will see a sign-in prompt. Click Sign in with Google and select your @adamscameron.com account.

Once signed in, your session is remembered in the browser. You will not be asked to sign in again on the same device unless you clear your browser data.

Daily Desk

The Daily Desk is the central transaction management tool. It tracks listings, contracts, and closings for all Adams Cameron offices. Transactions entered here drive reporting and the daily hotsheet.

Summary View

The default view when you open the Daily Desk. It displays three columns:

• Active Listings — properties currently listed (Coming Soon and Active)
• Under Contract — properties with an accepted contract
• Closed — transactions that have closed this month

Use the office selector in the top bar to filter by a specific office, or choose All Offices for a company-wide view. Click any transaction card to open the detail drawer on the right, which shows the full record including agent, price, MLS ID, and any linked participants.

Adding a New Listing

All Staff

Click + New Listing in the top bar. Fill in the following fields:

• Listing Agent — select from the office agent list
• Property Address, City
• List Price
• MLS ID — enter the MLS number if available
• Status — Coming Soon or Active Listing
• Office — defaults to the agent's office

Co-Listing Agent

If the listing has a co-listing agent, click the + co‑agent link next to the listing agent field. A panel will expand allowing you to:

• Set the primary agent's commission split percentage (defaults to 50%)
• Select the co-listing agent from any office
• Set the co-agent's split percentage (auto-calculated as the remainder)

The two percentages must total 100%. Changing either field automatically adjusts the other to keep the total at 100%.

Adding a Contract

All Staff

Click + New Contract. You will be asked to specify the buyer's agent situation:

In-House Buyer's Agent (ACC Agent)

Select this when the buyer is represented by an Adams Cameron agent. Choose the agent from the dropdown. A co-buyer's agent can be added the same way as a co-listing agent. Splits must total 100% and are auto-calculated when you change either field.

External Buyer's Agent

Select this when the buyer is represented by an agent from another brokerage. Enter the cooperating agent's name, brokerage, and email address. A co-buyer's agent entry is also available.

Moving Transactions Through Stages

Transactions follow this progression:

1. Coming Soon → Active Listing — open the transaction drawer and use the status action button
2. Active Listing → Under Contract — click Under Contract in the drawer; you will be prompted for the contract date and buyer's agent information
3. Under Contract → Closed — click Mark Closed in the drawer; enter the closing date and final sale price

Transactions can also be marked as Expired, Withdrawn, or Cancelled from the drawer if the listing or contract falls through.

Untracked DeltaNet Listings

All Staff

The Untracked tab shows Adams Cameron listings that exist in DeltaNet (the MLS system) but have not yet been entered into the Daily Desk. These are pulled automatically and refreshed once per day.

To begin tracking a listing, click Start Tracking on the listing card. A modal will appear where you can:

• Confirm or change the listing agent (auto-matched from DeltaNet by agent ID)
• Add a co-listing agent if one appears in DeltaNet
• Set commission splits

Click Confirm to create the transaction record. The listing will move from Untracked to the Summary view.

Mismatches

All Staff

The Mismatches tab flags transactions where DeltaNet (the MLS) reports something different from what's on file in Daily Desk. Two kinds of mismatch appear here, side by side:

• Status — e.g. DeltaNet shows a listing as Pending or Sold, but Daily Desk still has it as Active.
• Price — DeltaNet shows a different asking price than what's recorded here, most often a price reduction that was posted in the MLS but never updated in Daily Desk.

The Daily Desk and MLS / DeltaNet columns show whichever is mismatched — a status chip for a status mismatch, or the two prices side by side for a price mismatch. Click the address to open the transaction drawer and correct the record.

Caravan

All Staff & Agents

The Caravan tab is used to organize property tours and produce evaluation sheets for each stop.

Select a caravan date using the date picker at the top of the tab. Properties can be added to the list for that date. For each property, staff can record evaluations across these categories:

• Curb Appeal
• Exterior Condition
• Interior Condition
• Kitchen
• Bathrooms
• Interior Neatness
• Price

Each category uses descriptive labels rather than a numeric scale. Standard categories are rated Needs Improvement / Passable / Good / Move In Ready / Selling Point. Price is rated Price to Sell / 2 / 3 / 4 / Overpriced.

Click Print Sheets to generate a printable evaluation sheet for each property. Each sheet includes the property address, the rating grid, a "Reviewed By" line, and a large Comments area for written notes.

Reports

Manager Coordinator

The Reports tab provides production summaries that can be filtered by office and date range. Reports include listing counts, contract counts, and closed volume.

Customer Portal Links

Manager Coordinator

Each deal's drawer has a Customer Portal section listing the customers we represent who have an email on file. Copy portal link copies that customer's personal portal page (johnadams.org/portal.html) to send them; it's the same link every time. Revoke stops the current link working if it went to the wrong person; the next copy makes a new one.

A customer can also request their own link by entering their email on the portal. If the email isn't on one of their deals, they're told to contact their agent or [email protected], and John Adams is notified during rollout — add the email to the deal (Correct a Field) so they can sign in. Customers on the other side of a deal (e.g. a co-broke buyer) never see it.

Market Notices

Market Notices is a separate page (agent-notices.html) where agents submit advance notice of upcoming listings and buyer needs. These notices appear on the daily hotsheet so other agents in the company can act on them before properties hit the MLS.

Notices automatically expire after 30 days. Staff can remove a notice early if it is no longer relevant.

When staff access the page, an agent selector appears at the top of each form, allowing you to submit a notice on behalf of any agent.

Submitting an Upcoming Listing Notice

1. Select the agent from the dropdown (staff) or sign in as the agent (agents submit for themselves).
2. Choose your preferred contact method — phone or email — and enter the contact value. It will pre-fill from the agent's record when you select them.
3. Fill in property details: address, city, bedrooms, bathrooms, price range, and expected list date.
4. Toggle Listing Agreement Signed if a signed agreement is already in place. If not, a reminder note will appear that the address should not be disclosed until the agreement is signed.
5. Add any comments for other agents.
6. Click Submit Upcoming Listing.

Submitting a Buyer Need Notice

1. Select the agent (staff) or sign in as the agent.
2. Enter the preferred contact method and value.
3. Fill in search criteria: area, minimum bedrooms, minimum bathrooms, and maximum price.
4. Add comments describing any specific requirements.
5. Click Submit Buyer Need.

Floor Time

The Floor Time tool manages the schedule for agents staffing the office reception desk. Agents indicate their availability, managers build and publish the schedule, and agents receive notification of their assigned shifts.

Viewing the Schedule

The Calendar tab is the default view. It shows the current month's published floor time assignments. Each day displays the assigned agent and shift time. If a period has not been published yet, the calendar will show a pending state.

Use the month navigation arrows to move between months.

Submitting Availability

Click the Availability tab. You will see a grid of days and shift times. Check the boxes for the days and shifts you are available to work floor time. Your selections are saved automatically.

Feedback

After completing a floor time shift, use the Feedback tab to record notes about the shift — walk-ins, calls received, or anything the next agent on duty should know.

Admin: Managing Periods

Manager / Admin

The Admin menu (top right of the page) contains tools for building and publishing the schedule.

Creating a Period

A period is a scheduling window, typically one month. To create one:

1. Open the Admin menu and select Periods.
2. Click Create Period and enter the start and end dates.
3. The period starts in Open status, meaning agents can submit availability.

Auto-Assigning Shifts

1. Once the availability submission window closes, open the period in Admin.
2. Click Auto-Assign. The algorithm fills shifts from submitted availability, distributing equitably across agents.
3. The period moves to Draft status. Review the assignments in the calendar view.
4. Make any manual adjustments needed by clicking individual shifts.

Publishing the Schedule

1. When the draft looks correct, select Publish from the Admin menu.
2. The period status changes to Published and the schedule becomes visible to all agents on the Calendar tab.
3. Agents are notified of their assignments by email.

Lockbox Manager

The Lockbox Manager tracks the company's lockbox inventory — which boxes are available, which are checked out to which listings, and when they are due back. It integrates with DeltaNet to auto-fill listing information by MLS ID.

The app has six tabs: Dashboard, Check Out, Check In, Scan, Inventory, and Settings.

Dashboard

The Dashboard provides a real-time snapshot of the lockbox inventory:

• Available — boxes currently in the office and ready to assign
• Checked Out — boxes currently on listings
• Overdue — boxes that have been out longer than the expected return window
• Total Inventory — all boxes tracked in the system

Recent activity (check-outs and check-ins) appears below the stats.

Checking Out a Lockbox

1. Click the Check Out tab.
2. Enter the MLS ID of the listing. The system will attempt to auto-fill the property address from DeltaNet.
3. Select the Lockbox Serial Number from the available inventory list, or scan it using the Scan tab.
4. Select the Agent the box is being assigned to.
5. Confirm the property address and any notes.
6. Click Complete Check Out. The box is marked as checked out and removed from the available pool.

Checking In a Lockbox

1. Click the Check In tab.
2. Find the box by serial number (type or scan) or by the agent who had it.
3. Select the correct record from the search results.
4. Select the office the box is being returned to.
5. Add any condition notes if the box was damaged.
6. Click Complete Check In. The box returns to the available pool.

Inventory Management

The Inventory tab shows the full list of all boxes in the system with their current status. From here you can:

• Filter by status (available, checked out, overdue, retired)
• View the full history of a specific box
• Add new boxes to the inventory
• Retire boxes that are lost or damaged beyond use

Scan Tab

The Scan tab uses your device's camera to read a lockbox QR code or barcode. Once scanned, it will auto-fill the serial number in the Check Out or Check In form. This is the fastest way to process a box at the front desk.

Foundation Letters

When a transaction closes and one or more participating agents is an active Foundation donor, the system automatically creates a gift record for each donor/side pair. The Foundation Letters tab (Daily Desk → More → Foundation) is where staff process the thank-you letters sent to buyers and sellers.

Letter Template

The right-hand panel of the Foundation tab contains the template editor. The letter body supports the following merge tags:

• {{customer_name}} — the buyer's or seller's name
• {{customer_address}} — the property address
• {{donor_names}} — comma-separated list of the donating agent(s)
• {{closing_date}} — the closing date

Edit the template body and click Save. One template is used for all letters.

Pending Letters

The Pending Letters panel lists all closings that have not yet had a letter sent. Each row represents one letter — one per buyer/seller side per closing. If two agents on the same side both donated, their names are combined into a single letter.

Click Generate PDFs to produce one PDF per pending letter using the saved template. The PDFs download automatically and all pending letters are marked as sent in the same step.

Recently Sent

The Recently Sent panel shows the last 20 letters that were marked as sent. If a letter was sent in error, click Undo to move it back to the pending queue.

Bookkeeping Reconciliation

The Bookkeeping Reconciliation report supports end-of-month accounting. Select a month and click Run. The table shows one row per gift with the closing date, property address, side, donating agent, customer name, pledge terms, and whether the letter was sent.

Click Download CSV to export for use in a spreadsheet. The report shows pledge terms (type plus amount or rate), not a computed dollar figure — bookkeeping uses this alongside their own commission records to verify the actual donation amounts.

MLS Magic

MLS Magic cross-references listings between the Daytona MLS and Stellar MLS. It reads listing data from one system and auto-fills the data entry form for the other, reducing the manual work of entering the same listing twice.

MLS Magic is available from the Day to Day section of the tools index. Sign in with your Adams Cameron Google account.

How It Works

1. Select your source MLS — the system where the listing already exists.
2. Enter the MLS ID of the listing.
3. MLS Magic retrieves the listing details and populates the target MLS input fields.
4. Review the pre-filled data, make any needed corrections, and submit.

Feedback & Support

The Feedback & Support page gives all staff a structured way to report bugs, suggest improvements, or ask process questions about any Adams Cameron tool. It's linked directly from Daily Desk and the Hotsheet, or you can navigate there at any time from the Feedback page.

All submissions are visible to everyone in Phase 1 — there is no per-tool access control yet. Check the Browse tab before submitting to see if your item is already there.

Submitting Feedback

All Staff

1. Sign in with your Adams Cameron Google account. If you're already signed in to Daily Desk or Hotsheet, you will be signed in here automatically.
2. If you arrived from a tool link, a banner at the top shows which tool is pre-selected. This is captured automatically — you don't need to pick it.
3. Select a type:
   • Bug — something is broken or behaving unexpectedly
   • Suggestion — an idea for an improvement or new feature
   • Question — a process or how-to question
4. Write a clear one-line Summary. For bugs, name what broke. For suggestions, name what you want. For questions, ask the question directly.
5. Use the Details field to add context — steps to reproduce, what you expected, who the change would help, etc.
6. Click Submit.

Browsing Submissions & Status Updates

Click Browse All to see every submitted item. Filter by type, status, or tool using the dropdowns at the top. Click any item to expand its description.

Items move through three statuses:

• Open — received, not yet started
• In Progress — being worked on or investigated
• Resolved — addressed, deployed, or answered

Testimonials

Manager

The Testimonials tab (Review Engine → Testimonials) pulls customer reviews from Google, Zillow, and email into one place, so they can be confirmed and uploaded to DeltaNet in bulk instead of retyping each one by hand. Facebook reviews don't have an automated pull yet — add those the same way as any other manual entry.

Pulling Reviews

• Pull Google — fetches new reviews from the company's Google Business Profile listing.
• Pull Zillow — fetches new reviews for Adams Cameron & Co. from Zillow.
• Check Email — scans the Gmail Reviews label for testimonial emails and pulls out the customer name, rating, and review text automatically.

Each button reports how many were added versus skipped — a review already pulled in before is skipped automatically, so these are safe to click repeatedly.

Confirming the Agent

Google and Zillow reviews aren't tied to a specific agent when they're pulled in — the system reads the review text and suggests one (shown in amber under the agent dropdown), but a person always confirms it before the testimonial can move forward. Pick the correct agent from the dropdown on each row — the suggestion is usually right, but always double-check it against the review text.

Approving & Exporting

Once a testimonial has the right agent attached, click Approve. Approved testimonials are ready to upload to DeltaNet:

1. Click Check for Duplicates first — this compares your approved testimonials against what's already in DeltaNet and flags likely repeats.
2. Click Download DeltaNet CSV to export every approved testimonial as a CSV file in DeltaNet's import format.
3. Upload that file through DeltaNet's own testimonial import.

Roster

The Roster is the company directory — every agent and staff member, searchable, with contact info and office assignments.

Sending a Text

Manager Coordinator

The Call and Text buttons on a phone-equipped Windows PC don't have anything to hand off to the way they do on a phone. Coordinators, managers, and admins get an extra option to work around this: open anyone's contact card and click Send a message to compose and send a real text right from the Roster, on any device.

Text Message Assistant

All Staff & Agents

Any agent can text the office number, (386) 222-0033, to ask about their own listings, contracts, and AC Pathfinder coaching status — no app or sign-in needed, just a plain text message from the phone number on file. Ask things like:

• "What are my active listings?"
• "What's the status of 123 Main St?"
• "What do I still need to do on my listing at 456 Oak Ave?"
• "Am I behind on my Pathfinder check-in?"

The reply only ever covers that agent's own listings, contracts, checklist tasks, and Pathfinder status — never anyone else's, except that a team leader also gets their teammates' deals. Follow-up questions work too, as long as they come within about 30 minutes of the last text.

Teams

The Workshop knows which agents work as a team, so team leaders can work on their whole team's listings in Agent Hub, Cameron's Stage, ACC Binder, and the Text Message Assistant. Team members keep working on just their own deals. The agent-facing explanation is in the Workshop Guide.

Setting Up a Team

Manager

Teams are managed in DeltaNet, not in the Workshop. In DeltaNet, mark each person as a leader or a member of the team:

• Partnership (e.g. Kaley & Amy): make both partners leaders, so each can work on the other's listings.
• Led team (e.g. Team Cooper): make the people who run the team leaders and everyone else members.

The Workshop copies DeltaNet's teams every night at 2:00 a.m., so a change shows up the next morning. It never changes anything in DeltaNet.

Team Section in Agent Records

Manager Coordinator

Open an agent in Agent Records and go to Team to see their team, their role, and their teammates. Three settings there belong to the Workshop rather than DeltaNet, and each saves as soon as you change it:

• Sales team: turn this off for DeltaNet entries that aren't real sales teams, such as Coaching. A team that's switched off is ignored everywhere. Teams with fewer than two people start switched off.
• Brand name: the name the team markets under, if it differs from DeltaNet's (e.g. The Lynch Advantage Team). Used by the Online Presence Audit, the Roster, and the Hotsheet.
• Team website: used by the Online Presence Audit's Team tab.

What Leaders & Members Can Do

Managers and admins can run any team's Online Presence Audit from its Team tab. The Roster and the agent Hotsheet show each agent's team name.

Deals, Awards & Marketing Bucks

• Daily Desk: keep naming the agents who are actually on each deal. Being on a team doesn't add a teammate to a deal, and leaders already see the whole team's deals without being named.
• Form Simplicity has no teams. Each team decides which member's account holds its files; some keep them in each member's own account. Leaders pick the account in ACC Binder.
• Awards: Sales Leader, Listing Leader, and President's Club credit whoever is named on the deal, and each team decides whether one person or several take credit. If a team leader shouldn't win individual awards, turn off Award eligible on their record. The team award for larger groups is handled separately.
• Marketing bucks: still one credit per side of a closing. The team tells the office coordinator which member gets it.

Adams Cameron & Co. — Internal Use Only