POLICIES AND PROCEDURES

Welcome to simpliHŌM! Within this document you will find the policies and procedures that we use to bring simplicity to our operations, systems, processes, and more.

1.People First, Always
2. Generosity and Humility are Priority
3. Convenience is the Future
4. REALationship is the Focus

I am SUPER excited you have partnered with our simpliHŌM Family!

The mission and vision behind this company started with my real estate story, which you may have heard.

I started my real estate career at a small local company in Murfreesboro, TN. I sold around 11 houses in my first 3-4 months before realizing the broker/owner and I weren't meant to work together. I moved my license to a firm that paid nearly 100% commission because I thought I had the business figured out- LOL. After only making $7,000 over 6 months, I told my wife maybe I wasn't meant to be in real estate and didn't have what it took to be successful. I was defeated.

As a last-ditch effort, I made a change and joined another company. I received mentorship from a top real estate coach (3rd party) who guided me to the fact that I was spending my time on all of the wrong things. I was too busy trying to be who I am today instead of being who I needed to be in the moment. I made corrections, and in the next 6 months, I made $150,000. As I continued to grow my business and started building my team, I began to see the challenges we all face and the sacrifices we must make to earn a significant income. In my final year with that company before launching HŌMGROUP (now simpliHŌM), I sold $13M in real estate and realized that these sacrifices don't make sense for people. I wasn't able to tuck my kids into bed at night, because I was too busy on the phone with clients, finishing paperwork, coordinating my closings, etc. It was that moment of realization that built the foundation of our business today.

Our focus has become simple. Provide the opportunity and support platform for all Agents to be able to achieve the financial goals they desire without sacrificing the more important things in life. To simpliLIVE, to simpliDISCOVER, to spend time with FAMILY or whatever is most important to you in your life. We are focused on giving you your time back without taking all of your money in the process.

Simplicity is the key to brilliance, and it is the key to our success. All of our tools, software, systems, processes, etc. are designed with simplicity in mind. We believe in transparent communication within our organization. If you have any issues or ideas on how to make us better, please let me know directly at sean@simpliHŌM.com.

Looking forward to seeing your success,
Sean Miku

simpliHŌM agency policy encourages the practice of selling real estate while representing Buyers and Sellers by means of agency agreement and disclosures (i.e. Seller and Buyer representation forms along with company and local documents and disclosures). All Documents must comply with all local and state real estate laws and in accordance to NAR and related association guidelines.

Agents shall make themselves available based on the times that work for them, as well as their clients in order to accomplish real estate matters in a timely and effective manner.

ALL associates (Realtor/Employee/Management) must never discuss commission policies of simpliHŌM with any (Realtor/Employee/Management) of competing firms. Doing so could be taken as agreements or as a conspiracy to fix, establish pricing, or otherwise restrain competition in violation of state and federal antitrust laws. (Sherman AntiTrust Act)

Any Agent appointments with Brokers/Staff should be set within local staffed office hours.

These two titles are interchangeable and describe the same fee; however, we want to clarify how it works. This fee is collected on ALL transactions, regardless of compensation plan, including any personal transactions. If an unrepresented buyer or seller is involved in the transaction, you will be billed in accordance with how many commissions you are collecting. If you are collecting more than 3% you will be billed twice for the $299, and you are allowed to bill this charge to the clients, regardless of the Agency Status with the client.

1. Unless Agent has express permission on a design different than those provided by simpliHŌM, Agent will use a simpliHŌM approved designs on any signs, cards, or socials in accordance to our simpliHŌM Style Guide.

2. Business Cards will have the following identifying information on the Cards:
A. Agent's Name as Licensed

B. Agent's Title
i. Agent Title may also list a professional designation as recognized by the National Association of REALTORS
a. CRS, ABR, ePro, etc.

C. simpliHŌM provided email address
i. This email address may be either a simpliHŌM.com email address or a locally based email address such as someone@nashvillehomsearch.com
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D. Agent's Direct Phone Number
i. Direct Cell or Other Line which connects directly to Agent

E. simpliHŌM Provided 800#: (855) 85-MYHŌM

3. Additional Items which may be included on the front of business cards
A. Social Links
B. Personal Business Website or Blog

4. In addition to these simpliHŌM guidelines above, all state and local rules and guidelines including state real estate commissions, NAR, local and state associations, must be adhered to in all publicly available marketing efforts defined as “advertising”.

1. Broker to be available as reasonably expected on an as needed basis, 7 days a week, with a standard response time of less than 2 hours during normal business hours.

2. Broker Availability on Nights/Weekends/Holidays to be a standard understood response time of no more than 4 hours.

3. If an Agent has a Team Leader, Mentor, etc., that Agent should check with that person prior to contacting their Managing Broker.

4. Unless a matter is urgent (time sensitive) and an Agent is unable to reach their Broker of Record within 1 business day, you may contact the Broker of Record at another office location within the same state and MLS area.

All Employees and Agents are responsible for updating Human Resources with changes in legal name, primary address, phone number, and any other personal information that affects 1099 and/or W2 status.

1. Payments for commission will be paid by the Company only after escrow has closed and all required documents are in the file and reviewed by Management. If the Company’s Client Services Department receives the deal via the “Submit My Deal” button within 24 hours of binding agreement, the Company will notify title to wire the commission proceeds to simpliHŌM and the Company will disburse funds to the Agent immediately after funding using instant pay.

2. Payments to the REALTOR Associate will be on a commission basis only per the Agents compensation plan.

3. Commissions due to the Company cannot be deferred without the express written permission of Management.

A. If a commission is deferred, the payments of any commission to the REALTOR Associate will not be made until all funds are received and any costs of collection paid.

B. Decisions to take legal action to collect fees due shall rest solely with Management. Expenses of collection shall be deducted from the total amount recovered and the balance paid to the REALTOR Associate in accordance with the Schedule of Commissions.

C. It is understood, however, that if an arbitration hearing or lawsuit is lost, the REALTOR Associates involved will share in all expenses connected with the proceeding, including any award of commission, in the same proportion as they shared in the commission at closing.

4. Master File Closing Instructions – All transactions submitted through HOMHQ “submit my deal” button will be reviewed to make sure that all documents are within compliance and all disclosures have been submitted. The file will be reviewed and approved by the closing department and accounting notified to disburse commissions.

Every effort will be made by Management and Accounting to timely process the paperwork that you turn in using the submission guidelines in order to disburse commissions to the Agent as soon as possible after the accounting department receives the commission money after closing. Disbursement cannot occur until all paperwork has been processed approved.

Agents/Employees are expected to conduct themselves in a Professional and Ethical manner, and is not limited to cooperation in Dress Code, Actions, and Speech.

Confidential Information is all information that the client directs to be kept confidential, that if disclosed would have an adverse effect on the client’s position or that is required by NAR Code of Ethics and Standards to be kept confidential.

NAR along with simpliHŌM opposes discrimination in housing based on race, color, religion, sex, handicap, familial status, sexual orientation, gender identity, and national origin. This is embodied in NAR’s Code of Ethics and Standards. NAR also authorizes sanctions in response to a finding that a member has violated any fair housing law, including local and state laws that prohibit discrimination based on sexual orientation or gender identity.

1. In the event that two Agents are in a dispute, the respective brokers should be contacted immediately. Brokers will settle to the best of their ability with the client’s needs and local, state, and national regulations as the main priorities.

2. In the event that a dispute cannot be resolved, simpliHŌM and the Agent will split the cost of legal fees. If monetary rewards are reached, simpliHŌM will recoup all legal fees prior to the Agent receiving the remaining commissions.

3. Management reserves the right to determine whether legal action is taken.

1. Though simpliHŌM provides ongoing classes in all areas of the business, training and furthering your education is your responsibility.  You must proactively seek out educational opportunities inside and outside of simpliHŌM to make you more effective as a real estate professional.

A. Knowledge is important to protect the interest of your client in a real estate transaction. You must educate yourself in every possible way available to you.  

B. Do not act based on your instinct without proper information

C. If you are not certain about a situation, consult your broker and/or staff.

2. Please ensure that you meet all Continuing Education requirements necessary to keep your license current with the state. If your license goes inactive for any reason you can no longer practice the act of real estate which means you can not be paid for your current or future contracts until your licensing and/or continuing education requirements are met.

1. The company provides email addresses to all associates and staff.  These email addresses are provided via Google Apps which is an enterprise-level email facility provided by Google.

2. Agents and Staff will use company-provided email accounts to communicate with other Agents and staff as well as with clients originally generated through company advertising or company-owned websites.
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3. Agents may use personal email addresses with clients not related to lead generation done through company-owned websites.

simpliHŌM does not hold Earnest Money under any circumstances.

1. Certain expenses may, at the option of the firm, be paid by the firm and billed to team members. For example: special supply orders authorized by management, business cards, and overnight mail.

2. Independent contractors who are due reimbursements based on their commission schedule must submit their receipts to payroll within 30 days of receipt. Any receipts that are received are not guaranteed to be paid beyond 30 days.

3. The Company shall not be liable to the Associate for any expenses incurred by them or for any of their acts. Any and all expenses not otherwise stipulated in this Manual or other Company documents, shall be the responsibility of the Associate. Associates have no right to spend the money of the Company without the consent of Management. Only Management can authorize charges to be billed to the Company. Any Associate authorizing charges without prior approval from Management will be solely responsible for such.

In all real estate transactions, simpliHŌM only authorizes Agents to use the forms that are specific to the state and local real estate commission, local association, and MLS of which you are a member.

1. Staffed hours may vary based on location.

2. Electronic office keys are provided to all Agents in respective locations where automated door functions are installed. Agents have access to their office 24/7 and are expected to ensure offices are secure and lights are turned off upon leaving after hours.

3. Conference rooms are available on a first come first serve basis, unless previously scheduled on HŌMHQ.com, by clicking on “Book Conference Room.”

1. REALTOR Associates are independent contractors and will have a written Independent Contractor Agreement with the Company. The Company will provide the REALTOR Associate with a comfortable, pleasant office environment, with access to office essentials.

2. Desk space is available for a fee. Please see management for more information and availability.

3. As an independent contractor, REALTOR Associates are required to pay their own withholding taxes, social security taxes and any other deductions required by State or Federal Law.

4. REALTOR Associates are reminded that the Broker is responsible for their authorized acts. It is our belief that if REALTOR Associates adhere carefully to the following guidelines, the Broker will never have occasion to appear before the Real Estate Commission on their behalf.

simpliHŌM provides Company-generated leads, which are distributed on a round-robin basis through kvCORE. Agents are expected to follow up on Company leads as they would their own clients. If simpliHŌM determines that an Agent has neglected a lead, the Company reserves the right to redistribute the lead through the system. Leads will be paid out after closing in accordance with the commission plan that the Agent is enrolled in.

simpliHŌM provides legal assistance to our agents through our in-house counsel for situations that are beyond a broker's responsibility. In the event, you utilize the legal team for legal action against a client and a judgement is collected, you will owe simpliHŌM a 50% split for the legal team and efforts surrounding the recovery of the judgement.

In the event the agent receives a listing that is discounted below a 3% commission, Company share shall be calculated at a minimum of $2500 GCI. In the event an Agent lists a low-priced property at a 3% commission, Company share shall be calculated without the minimum.

1. Every licensed Agent within simpliHŌM must be associated with the Multiple Listing Service in their area and follow the rules and regulations set forth by the Multiple Listing Service they are a member of (i.e. never share login information, advertising, listing and selling rules, Agent/broker responsibilities, compensation between cooperating brokers, clear cooperation,etc).

2. Rules and Guidelines are laid out during association membership orientation, and are updated regularly.

3. Agents are responsible for their continuing education on MLS items.

4. Any questions an Agent has pertaining to the MLS may be brought to their Broker for further clarification.

1. simpliHŌM pays for many online resources to support the business of the Agent. Please do not abuse any of these facilities. The services provided are being provided as a service to you as an Agent and to make the business smoother for all Agents, your clients, and staff involved.

2. Resources provided include, but are not limited to:

a. HOMHQ
b. Contract-to-Close Services
c. KvCORE
d. Dotloop
e. BrokerSumo
f. PreClose
g. Workplace by Facebook
h. Smartzip/Reach 150
i. SISU
j. Optimized Real Estate Training
k. Trainua
l. Google Apps

3. simpliHŌM provides workspaces, conference rooms, printers, and various office supplies in the physical office locations. These spaces and resources are at your use on a first-come, first-serve basis, and conference rooms may be reserved in advance using HŌMHQ.com, then click Book Conference Room. Conference Rooms can be booked in 1-hour increments.

simpliHŌM takes pride in fostering a productive, energetic, safe and welcoming environment, available 24/7 in all of our locations. Offices are kept tidy while they are manned by staff, and are expected to be maintained by all Agents, as well.

Keep a transaction log of all appointments, telephone conversations, emails and other communication related to your real estate practice both for tax purposes as well as for any potential legal matters in the future.  As much as possible, use the company provided facilities, KvCORE, Dotloop, PreClose, and Google Apps to keep track of all the above information.  These systems have large amounts of online storage so you are able to keep conversations, emails, and documents inexpensively and virtually indefinitely. Most of this is automatically done for you.

1. Orientation is held in person each month, and may be held more frequently based on recruitment trends. It is highly recommended to attend this training as soon as possible, and may be attended more than once at the Agent’s discretion

2. Orientation is a half day session, and will cover software, payroll, email, signatures, leads, transaction management, immersive technology, and a Q&A session to get an Agent up and running, successfully.

3. Orientation may be a requirement for specific recruitment bonuses.

For any Newly Licensed Agent participating in the Partner Plan or simpliSHARE, we have specific guidelines to follow to protect the Company investment in the Agent.

1. Should an Agent choose to leave the Company, or request to change compensation plans within the Company, the Agent will be required to reimburse the Company for any and all expenses paid on the Agent's behalf, in full, (i.e. Association Dues, MLS Subscription Fees, Signs, etc) unless the Agent has closed 6 transactions with the Company.

2. Should the Agent choose to change their compensation plan to the Entrepreneur Plan, it is understood that Agent cannot do so unless Agent has Closed 6 Career Transactions to qualify. Any Transactions currently with a bound contract will be closed out under the current ICA Commission Plan, and any new deals bound on or after the effective date will be processed under the new ICA Commission Plan.

3. Should the Agent leave the Company without paying the required reimbursement, per the rule above, the fees will be initially attempted to be recovered through a Promissory Note Agreement between the Agent and the Company. Should the Agent fail to agree to a Promissory Note Agreement within seven (7) business days of leaving the Company, the Company will turnover the fees to a Collection Agency for recovery who will pursue the debt to the fullest extent of the law, including but not limited to judgements/garnishments/etc.

1. As an Agent of simpliHŌM, Personal Listings and Purchases are permitted and must follow all the standards and practices outlined within this policy and procedures manual.
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2. All personal listings and purchases must have accompanying paperwork and signatures for simpliHŌM compliance, local real estate commission requirements, and MLS guidelines.

3. All personal listings must be listed with “Owner/Agent” designation

4. All personal purchases and listings must include the “Personal Interest Disclosure”

5. All simpliHŌM Agents are allowed one (1) personal property sale without being charged company revenue on a commission.

6. The $299 Base Broker Fee will be collected on all deals, including the 1 personal transaction.

7. ELIGIBILITY: An agent must have closed at least 3 transactions with simpliHŌM OR been an agent with simpliHŌM for at least 12 months prior to eligibility for a personal listing and/or purchase deal. For ineligible sales, all commissions for ineligible transactions are calculated at 3% of the sales price. The agent name must be listed on the transaction as a buyer or seller.
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8. Personal Deals reset each year on January 1st and are based on the closing date; not the binding date.

Property management is not currently allowed at simpliHŌM.

Bonuses are paid out to a simpliHŌM Agent by recruiting their fellow REALTORS® to join us at simpliHŌM. The bonus payout amount will depend upon the level of experience of the recruit, may require the recruit to be fully onboarded and having attended New Agent Orientation, and may include the recruit to have closed transactions with simpliHŌM prior to bonus being paid.Requirements will be clearly laid out in Company communications, and may vary depending on your location.

1. All referral payments must have supporting referral agreements included in the file along with a W-9. Referrals should be submitted on the HOMHQ “Submit My Deal” Button.

2. Referrals: Inbound (A referral that is sent to an outside agency)
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‍simpliHŌM will collect on inbound referrals:

i. 10% of the commission up to $500

3. Referrals: Outbound ( A referral or lead that is sent to you by another Brokerage or agent)
a. Referral Fees are taken from the gross commission of the transaction and paid according to the signed referral agreement. It is then directed to the Referral / Relocation Companies.

b. If the lead was also a Company-generated lead, then that lead is also subject to the company-generated lead program internal referral fee, as well as the company split and cap rules.

c. Agent shall not do ongoing outbound referrals as a method of effectively reducing the company dollar percentage.  In the event that an Agent is referring a large percentage (in the opinion of simpliHŌM management) of his or her business to another firm, the Company may require that Agent provide documentation showing equitable work being completed by the other Agent and firm to the transactions in question.  If, in the opinion of simpliHŌM, equitable work is not being completed by the other firm or Agent, simpliHŌM will withhold the company dollar percentage and/or transaction fee on the entire transaction before paying the outbound referral.

Interoffice referral fees should be discussed, agreed upon, referral agreement signed, and approved by the office broker before the transaction or introductions of parties is initiated. For all interoffice referrals, the commissions owed to simpliHŌM will be collected per each Agents ICA with simpliHŌM. simpliHŌM will only collect one Base Broker Fee per deal.

In today’s climate and fast paced changes in technology, virtual meetings/virtual conference calls are becoming more prevalent. While nothing can replace person to person communication, simpliHŌM is embracing the use of virtual meeting platforms such as Google Meet, Zoom, Facetime, etc as a way of communicating with its Brokers, Agents, Staff, Vendors, and Clients for their convenience and safety as needed.

1. DotLoop contains the required forms for all deals. You will be prompted to select which type of loop you are creating: buying, selling, or referral. From there you will be provided a full list of forms that are required, in addition to optional forms (i.e. VA/FHA forms).

2. All deals must be submitted using the “Submit My Deal” button on HOMHQ within 24 hours of deals going under contract. If deals are not submitted within this time period Agent may lose the ability to utilize Contract To Close Coordination for that transaction. The sooner a deal is submitted in the process, the better. An Agent has the option to utilize Contract to Close Coordination after this point, but are never required to do so.

3. Client Success Coordinators will follow the Contract to Close assigned workflows within Preclose.

1. simpliHŌM has a zero-tolerance policy in regard to sexual harassment. simpliHŌM does not tolerate any form of harassment related to race, color, sex, religion, national origin, age, citizenship status, disability, sexual orientation, or handicap. Harassment includes sexual advances, requests for sexual favors, and other verbal, graphic, or physical conduct of a sexual nature. Each case is subject to investigation by upper management and a third party as needed.
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2. To file a sexual harassment claim, please email assistance@simpliHŌM.com to report the incident.  

3. Violation of this policy will subject the offender to appropriate disciplinary action, up to and including immediate release and banishment from all simpliHŌM offices.

4. An Agent filing a complaint will receive a formal written conclusion upon the end of the investigation.

1. Signs, frames, riders, falcon flags, etc. are offered at a discounted rate through a simpliHŌM vendor, which should be ordered through HŌMHQ.com, then click on Order Signs. When new items are offered, they will be uploaded to the portal. Agents will be notified when the order is placed and completed, and will pick up their orders directly from the vendor facility.

2. Do not give your Sentrilock, Supra key, or any other home-access device, or MLS login information to any unauthorized person.  You will be responsible for damages caused by such a violation. Follow the rules and guidelines associated with the listed services to ensure you’re not breaching service agreements.

3. simpliHŌM strongly advises against any form of “combo” lockbox and encourages the use of Sentrilock or other manageable electronic lockboxes sold by your local association, as you are protected under your E&O insurance should anything happen while you have the listing in your care. E&O does not cover you in the event of theft or property damage with the use of any form of lockbox not approved by your local MLS and associations.

All simpliHŌM offices are smoke-free environments for the health and safety of all Agents, staff, and clients. Please refer to local and state laws regarding smoking on public premises.

At simpliHŌM the safety of our Agents and staff are our top priority. Please take the time to invest in real estate safety courses to familiarize yourself with the best practices for open houses, first-time meetings, late-night showings, etc. Make it a practice to create an office or team safe word. Always let another Agent, your broker, or even a family member know your meetings/showings timeline. Our brokers and office staff are always available to assist if you are uneasy about a situation and need assistance. In the event of an emergency, please call 911.

A 1099 will be mailed to you within the specified federal timelines for income earned the previous year.  Please review it and let Accounting know about any discrepancies as soon as you receive it. Corrections after the final report to the IRS is a difficult task as our CPA must make those changes.

The Company recognizes and acknowledges teams. In order for all parties to have a clear understanding of how teams are structured within our company, we have established the following general guidelines which may be amended from time to time as needed. Changes will be reflected within the policies and announced within Trainual.

1. A team may consist of as many people as you choose. When team members are added, the managing broker must be given the opportunity to interview and sign off on that member joining the company. A team agreement must be signed by all team members, and must detail the exact split for each member, in addition to how the deals will close out under the MLS, whether it is always under a team lead or if it will be member-specific.

2. In the event that a team member no longer wants to remain on that team or a team has decided to remove a member, the managing broker must be notified and has the authority to meet with the relieved Agent to discuss future options within the company.

3. A team split remains in effect for all deals and cannot be changed outside of the company approved “commission enrollment window” unless there has been a change in the team, such as an addition or removal or a member.

4. The team lead will have the authority to change a new member’s split one time outside of the schedule mentioned 43 a. iii above, to provide for an initial review.

5. The Company encourages teams to utilize assistants for record keeping and point of contact. This person may or may not be licensed. If unlicensed, performs no activities to buy, sell or lease real property.

6. To qualify as a Team, you must have the following:
b. Minimum of 2 People
a. Minimum average of $1M Per Month in Sales Volume for the previous 3 months

1. Agents must stay up to date on rules relating to the Do-not-call rules:  See: http://www.ftc.gov/donotcall
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2. Cold calling must be done in compliance with applicable state and national laws.  Any fines that result from any violation of the "do not call" law or any other solicitation will be paid for by the salesperson who violated the law.

Thank you cards, emails, and flyers fall under the social branding guidelines of simpliHŌM and must follow your state and local association guidelines for branding and marketing. Log into HŌMHQ.com, and click on Custom Social Branding for simpliHŌM logos, preset and customizable flyers, SWAG, social media banners, and much more to help you stand out in the marketing efforts of your business.

When you have listings and/or open escrows and you are out of town, or otherwise unable to provide services to your clients, you are required to notify the admin staff so they know who is covering your business.  Do not leave your business unattended.

1. Reach out to your Transaction Coordinator via email. If no active contracts, but active buyers, coordinate with another Agent in the office to show your clients property in the event they want to see something while you're gone.

1. We are in a business of constant movement and change with ever-changing laws, guidelines: local, state and national. simpliHŌM prides itself on its constant innovation in training dialogue and techniques. As a company, we thrive on this fast-paced industry by constantly bringing you the latest and most up-to-date classes on industry changes like local and state guidelines, technology, MLS, forms, and marketing. simpliHŌM is also leading the way in state-of-the-art personal and digital training platforms to help you create a long-lasting and sustainable business model you can grow from for years to come.

2. Training will be provided in the office and on Workplace. simpliHŌM announces training using the monthly calendar, and creates the events on Workplace as well. We are committed to bringing effective and industry-leading training to all Agents.

Agents are provided free transaction coordination through our Client Success Coordinators. The Client Success Coordinators provide full assistance after an Agent has submitted their deal using the Submit My Deal button on HŌMHQ.com. Agents have the ability to handle their own deal by electing “NO TC.”