From weeks of grading to minutes of review.
Every year Greater Nashville REALTORS® recognizes its top-producing agents with the Awards of Excellence. We built the portal that runs it: it pulls each agent’s sales from MLS data, their credits and status from the association’s member system, does the scoring, and walks the application through broker and association review.
An awards program run on paper.
Before the portal, eligibility was established by hand. Agents submitted paper applications, and a dedicated team worked through the sales documents behind them to confirm who qualified for what.
- Paper applications, received and sorted by hand
- Hundreds of thousands of sales documents checked to establish eligibility
- A full team of dedicated graders
- Weeks of grading before an award could be confirmed
- Applications submitted online, in seven guided steps
- Sales pulled from MLS data rather than re-keyed from paper
- The system calculates the score; graders review real data
- Final broker and association reviews take minutes
The numbers already existed, in other systems.
An agent’s sales live in the MLS. Their involvement credits and member status live in the association’s own database. The fee goes through the national association.
The portal is the piece in the middle. It reads from each source, calculates the agent’s eligibility, and offers only the awards they qualify for, so nobody fills in a form that was never going to succeed.
Graders still make the call. What changed is what they look at: the agent’s real sales data, already totaled, instead of a box of paper.
- 1MLS and RealtracsEach agent’s sales and transactions, so the figures an award is calculated from are the market’s own records rather than what was typed onto a form.
- 2RAMCOThe association’s member database, built on Cobalt’s Engagement Dynamics platform. It supplies involvement credits and membership status.
- 3The portalCombines the two, works out what the agent qualifies for, and presents only the award options they are eligible to apply for.
- 4National Association of REALTORS®Processes the entry fee. Staff can also record an offline payment, such as a check, against an application.
One application, four kinds of user.
Each role sees its own portal, with only the actions that role is allowed to take.
Agents
Apply, see the figures their award was calculated from, pay, and review their award history.
Brokers and office managers
Brokers approve the applications that come from their office before they reach the association. Office managers work alongside them in a role of their own.
Graders
Review each application against the real MLS data instead of a stack of paper.
Association admins
Run the application period, manage agents and users, track billing, and issue the awards.
What the association and its agents see.
Member names and contact details are blurred. These are real association members.
The history came with it.
A program this old had decades of award history spread across spreadsheets and files. We reconciled it and brought it into the portal, so award records now go back to the 1970s and sit in the same system as this year’s applications.
We have worked with Greater Nashville REALTORS for about seven years. If your organization runs a process like this on paper, spreadsheets or a system that cannot talk to the others, this is the kind of work it looks like.
- Custom web application
- MLS and Realtracs data integration
- RAMCO member database integration
- Automated eligibility and scoring
- Role-based approval workflow
- Payment processing through NAR
- Historical data reconciliation and migration
Running something like this by hand?
Tell us what the process is today, which systems hold the data, and who has to approve it. We will tell you plainly what it would take.