Systems – Security

Lesson 1: Platform Overview & Access

Core Brokerage Systems

Scofield Group LLC operates through integrated digital systems that manage every aspect of real estate operations. Understanding these platforms and access protocols is essential for all team members.

Our four core systems are:

  • Follow Up Boss (FUB): Customer Relationship Management (CRM) system for lead tracking, follow-up management, and client communications
  • Dotloop: Transaction file management system for document management, signatures, and compliance tracking
  • Ylopo/EZ Home Search: Lead generation and IDX (Internet Data Exchange) platform for property searches and buyer lead capture
  • StellarSites: Brokerage website, learning management system (LMS), and digital hub for all resources

Access and Eligibility

System access is a privilege tied to your employment status and compliance standing with Scofield Group LLC.

Access Requirements:

  • Active affiliation with Scofield Group LLC as licensed agent or staff member
  • Completion of mandatory onboarding and compliance training
  • Acknowledgment of data privacy and system use policies
  • Maintained compliance status throughout employment
Critical Rule: System access is conditional. Non-compliance, policy violations, or employment termination result in immediate access revocation. Upon termination, all credentials are disabled and data access ceases.

Credential Security and Sharing Policy

Login credentials for any brokerage system are personal and confidential. Credential sharing is strictly prohibited and constitutes a serious policy violation.

What This Means:

  • Your login credentials (username, password, API tokens) are yours alone
  • You may never share credentials with another team member, contractor, or anyone else
  • You may not allow anyone else to access a system under your login
  • Credential sharing compromises data security, audit trails, and compliance
  • Violations result in disciplinary action up to and including termination

Data Ownership and Company Property

All data stored in brokerage systems—including client information, transaction records, leads, and communications—is the exclusive property of Scofield Group LLC.

This includes:

  • Lead records and contact information in Follow Up Boss
  • Transaction files and documents in Dotloop
  • Property listings and buyer data in Ylopo/EZ Home Search
  • Client communications and follow-up notes
  • Performance data and reporting records

Agents and staff do not retain ownership of this data upon separation from the company. Data must not be exported, downloaded, or transferred for personal use.

System Access Upon Termination

When employment ends, system access is immediately revoked as part of offboarding procedures.

What Happens:

  • All login credentials are disabled
  • Access to all systems ceases immediately
  • Historical data remains in company systems and is not provided to departing staff
  • Leads, transactions, and client records remain company property
  • Attempts to access systems after termination may result in legal action

Best Practices for System Use

  • Log in using only your assigned credentials
  • Log out when finished with each system
  • Never share access credentials or leave systems open for others to use
  • Report any suspicious activity or unauthorized access attempts immediately
  • Keep passwords secure and change them as required by system policies
  • Use systems only for authorized business purposes