Darwin Cloud

Berkshire Hathaway: How do I Set Up a New Agent for Franchise Reporting?

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To set up an agent to be included on franchise reports to Berkshire Hathaway, there are few steps that need to be taken to ensure that the agent's transactions will sync correctly:

  1. Set up a profile for the agent in darwin
  2. Generate the Roster Sync File from darwin
  3. Upload the Roster Sync File to the BHHS Resource website
  4. Locate the agent's BHHS Contact ID, and enter the number on the agent's darwin profile in the field agent #

Create a darwin Profile for the New Agent

The first step to syncing a new agent with the BHHS reporting system is to add a new agent profile in darwin:

  1. Click People
  2. Click new
  3. Select Agent from the drop-down list to limit people types in the search results
  4. Enter first name and last name (and optionally, enter company name if agent uses a separate name for business purposes)
  5. Click next
  1. Select company from the drop down list
  2. Select office from the drop down list
  3. Click add

Ensure that the agent's status is correct:

  1. Click People links
  2. Check or uncheck the full time checkbox
  3. Click save

Fill in the start date for the agent:

  1. Click Agent basics
  2. Enter start date
  3. Click save

The only fields required for submitting the agent profile are name, company, office, status, and start date.  Other data that is submitted to BHHS includes agent's mobile number, agent's email address, agent's middle initial, and (for terminated agents) agent terminate date.

Generate and Upload the Roster Sync File

Since the Roster Sync File and Transaction Report are always generated at the same time, it is important to upload the Transaction Report in addition to the Roster Sync File to ensure accurate reporting.

  1. click Settings
  2. click Push
  3. set submission destination to BERKSHIRE
  4. click new

Set the parameters for the export:

  1. select company (if applicable)
  2. set end date
  3. enter email address
  4. click preview
  5. after data loads, click submit

After clicking submit, the files will be generated and sent to the email address provided

Additional instructions on uploading the Transaction Report can be found in the article Berkshire Hathaway Franchise Reporting Export

Upload the Roster Sync File

To process the Roster Sync, first download the Roster Sync file from the email attachment and log into the BHHS Resource portal.  When you download the Roster Sync File, make sure to save the file with file extension .xml

After logging in, navigate to the Transaction Reporting screen:

  1. click the Administration drop-down
  2. select Transaction Reporting

Upload the Roster Sync File before uploading the Transaction Reporting File:

  1. locate the Roster Synchronization section 
  2. click Upload File

On the Upload Roster Synchronization System File screen:

  1. click Choose File
  2. select the Roster Sync XML file to upload
  3. click Open
  4. click Upload

The Roster Sync process generally takes 1-3 hours to complete, but a message will populate immediately if there are errors in the upload itself.

If errors are received when attempting to upload the document, contact support at [email protected] and provide information about the batch ID associated with the roster sync file, and the error message encountered.

Locate the Agent's BHHS Contact ID

After the Roster Sync File has been fully processed, a Contact ID will be generated for the agent and will appear on the Contact List:

  1. click Administration
  2. click Roster Management

On the Roster Management screen:

  1. click Contacts
  2. search for the agent by name
  3. locate the agent's Contact ID

Make a note of the Contact ID, as it will need to be entered into the agent's darwin profile

Enter the Agent's BHHS Contact ID in the Agent's darwin Profile

Once the agent's BHHS Contact ID has been generated, the final step is to add the number to the agent's profile.

  1. Navigate to the People links tab of the agent's profile
  2. Enter the BHHS Contact ID in the agent # field
  3. Click save

After these steps have been completed, the agent will be set up to successfully report any production they generate going forward.

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