Super Portal Basecamp Analysis 3-26-2026

Super Portal -- Technical Documentation

Collection: Technical Last Updated: March 26, 2026 Source: Basecamp Kodelint/BP Projects export

Table of Contents

1. Super Portal -- Platform Overview
2. User Roles & Permissions
3. Follow Up Boss (FUB) Integration
4. CMA (Comparative Market Analysis)
5. Property Search
6. Tours
7. Market Stats Module
8. AI Features
9. Deals & Transactions
10. Email System
11. Client Database Management
12. Leaderboard & Reports
13. Public API & Integrations
14. Neighborhoods & Map Features
15. Data Feeds & MLS Configuration
16. Admin Settings & Configuration
17. Troubleshooting & Known Behaviors
18. Glossary & System Terminology

Super Portal -- Platform Overview

What Is the Super Portal?

The Super Portal (SP) is the proprietary technology platform built for Bramlett Partners agents, staff, and clients. It serves as the central hub for property search, client management, deal submission, market analytics, AI-powered tools, and automated communications.

Access: app.bramlettpartners.com

Core Systems

The Super Portal consists of the following integrated systems:

Property Search & Data

• Full MLS property search with residential, land, income, and leasing types
• Support for multiple data feeds (Austin/ABOR, Waco/NTREIS, Sarasota/Florida)
• Neighborhood overlays and saved polygon searches
• Quick Search by MLS number or address
• Flex Listings support (Unlock MLS)
• Expired, Withdrawn, and Hold status filtering

Client Management

• Two-way sync with Follow Up Boss (FUB)
• Manual user creation (independent of FUB)
• Client database organization wizard
• Colleague tagging system
• Duplicate merge functionality

CMA (Comparative Market Analysis)

• Quick CMA builder with subject property support
• AI-powered analysis (Compose, Analyze, Coaching)
• Server-side PDF generation
• Public link sharing
• Market statistics integration

Deals & Transactions

• Deal submission with required field validation
• Task automation with configurable auto-launch
• Transaction list export
• Lender/escrow officer validation
• Closing report workflow

Market Stats Module

• City and zip code statistics
• Monthly stats report/digest with automatic email delivery
• Public link generation
• Printable reports

Tours

• Property tour creation with route optimization
• Print views (single-page per property)
• Public link sharing
• Email notifications for property status/price changes

AI Features

• AI Compose for client communications
• AI Analyze for CMA content (conversational, iterative)
• Coaching tools
• Custom prompt saving
• Response streaming
• Usage tracking and feedback (thumbs up/down)

Leaderboard & Reports

• SOI activity tracking
• Agent event reports with search, filtering, and mass actions
• Agent production reporting

Email System

• Automated market update emails
• One-click unsubscribe (compliant with deliverability best practices)
• Bounce handling (hard bounce, soft bounce, block classification)
• SendGrid integration with event processing queue
• Granular subscription controls per email type

Architecture

The Super Portal is built and maintained by the Kodelint development team (Abin, Tibin, Vijay, Arjun, and team). Key infrastructure details:

• Frontend embedded in FUB via widget, plus standalone web application
• Backend APIs serving both agent and client views
• MongoDB for property data (15+ years of synced MLS records, 1M+ properties across feeds)
• Redis for rate limiting and caching
• Server-side PDF generation (replacing legacy browser-based window.print)
• Elasticsearch for optimized neighborhood/property search
• SendGrid for email delivery with event processing queue
• Background jobs for data sync, statistics generation, and email delivery

Data Feeds

The Super Portal syncs property data from multiple MLS feeds:

Property data is synced continuously. Statistics are generated on the 6th of each month via cron job.

Integration Points

Public-Facing Components

Several Super Portal features generate public-facing URLs:

• Public CMA links -- shareable market analysis reports
• Public tour links -- property tour itineraries viewable without login
• Public stats links -- market statistics reports
• Public search links -- saved search results
• Agent landing pages -- individual agent pages with property search
• Public forms -- lead capture forms with rate limiting (Redis-backed)

All public forms are protected by rate limiting: max 3 submissions per email, phone, IP, or identical message content within a 72-hour window per form type. -e

User Roles & Permissions

Role Hierarchy

The Super Portal uses a tiered role system that controls access to features, settings, and data visibility.

Role Assignment

Roles are managed from the Admin area under the Users section (formerly "Agents"). Key rules:

• Only Company Admins and Super Admins can change user roles. Team Admins cannot promote or demote team members (this is a known limitation flagged for potential update).
• The Super Admin role can only be assigned at the database level -- it is not available through the UI.
• When a new user is created via FUB sync, they are assigned the Agent role by default.

User Types

The Super Portal supports two categories of users:

FUB Users (Connected)

• Created automatically when synced from Follow Up Boss.
• Display "Connected" status in the Users list.
• Client data, activity, and assignments stay in sync with FUB.

Manual Users (Not Connected)

• Created directly in the Super Portal via Admin > Create Users.
• Display "Not Connected" status in the Users list.
• Can log in via SSO using their email address.
• Function fully within the SP ecosystem without a FUB account.
• When a manual user is associated with agents, they can access those agents' data upon login.

The Users list includes a "FUB Connection Status" column with "Connected" or "Not Connected" indicators, and a filter to toggle between Manual Users, FUB Users, or All.

Admin-Only Features

The following features are restricted to Admin, Super Admin, or Manager roles:

• View Prompt Data (AI features): Shows the raw prompt sent to the AI. Hidden from agents to reduce noise. Available to all admin types and managers.
• User role management: Only Company Admin and Super Admin.
• Feed-specific UI configuration: Admin only.
• Dynamic GTAG configuration: Admin only.
• Agent settings fields: MLS ID, License Number, Start Date are editable by admins.

Deactivating Users

Admins can deactivate users from the Users list. When a user is deactivated:

• They lose portal access.
• Their data is retained in the system.
• If accessed via the FUB embedded widget, the system displays a clear error message (not a generic "Something went wrong" page).

Trashed Users

When a user is trashed (deleted from FUB or manually removed):

• The embedded app displays an informative error message explaining the user's status.
• Trashed users are handled gracefully across all views to prevent confusion for support teams. -e

Follow Up Boss (FUB) Integration

Overview

The Super Portal maintains a two-way sync with Follow Up Boss. FUB is the primary CRM for agent-client relationships, and the SP extends it with property search, CMA, tours, and transaction management.

Sync Behavior

FUB to Super Portal:

• New contacts created in FUB are synced to the SP automatically.
• Contact fields synced: name, email, phone, tags, agent assignment, collaborators.
• When a contact is deleted in FUB, they are also removed from the SP (with handling for delayed sync).
• Duplicate clients in FUB are handled via the Events API to prevent data conflicts.

Super Portal to FUB:

• Activity from the SP (property views, search interactions, CMA views) is logged to FUB as activity entries.
• Emails sent from the SP are synced to FUB for the contact record.
• The "Send Properties" feature sends the property list to both the client and records it in FUB.

FUB Widget (Embedded App)

The SP is embedded within FUB via a widget that appears on client records. Key behaviors:

• The widget loads the client's SP page based on the FUB contact match.
• Collaborators assigned in FUB receive access to the client's SP page.
• If a collaborator does not have SP access, this is a known issue that has been resolved -- collaborators now sync correctly.
• If the embedded app encounters a trashed or invalid user, it displays a descriptive error message rather than a generic error.

Phone Number Collection

When a client accesses the SP via any link and does not have a phone number set in FUB, the portal displays a prompt requesting their phone number. This prompt:

• Appears once per session (not repeatedly on every page load).
• Can be dismissed by the client.
• Updates the phone number in both the SP and FUB when provided.

Source Tracking

Leads created via SP public forms are tagged with specific FUB sources for accurate attribution:

Sync Edge Cases

Bad phone numbers or emails: The SP validates phone numbers and email addresses during sync. Invalid data is flagged rather than silently dropped.

Multiple primary tags: When FUB sends multiple primary tags for a contact, the SP handles them without conflict.

Agent reassignment: If a client's agent is changed in FUB, the SP reflects this change. The system includes safeguards to prevent unintended reassignment by automated processes.

Team-Based FUB Configuration

Teams with their own FUB instance have separate branding and configuration for:

• CMA public links
• Search public links
• Email templates and signatures -e

CMA (Comparative Market Analysis)

Overview

The CMA system allows agents to create data-driven market analyses for clients. CMAs pull live MLS data, generate statistics, and can be enhanced with AI-generated commentary. CMAs can be shared via public links, attached to clients, or printed as PDFs.

Creating a CMA

There are multiple entry points for creating a CMA:

From Property Details: Every property listing has a "CMA Builder" button. Clicking it pre-populates the search with criteria derived from the subject property:

• Square footage: +/- 15% of subject
• Circle polygon: 1-mile radius from subject address
• Zip code: same as subject
• Year built: +/- 10 years
• Pre-selected statuses: Active, Pending, Sold (0-365 days)

From Search Results: Agents can select properties from any search and generate a CMA from the selection.

Quick CMA: A streamlined CMA creation flow that allows agents to modify search criteria directly within the CMA window, attach to clients, and send via email.

Subject Property

The Subject Property feature allows agents to designate a specific property as the focus of the CMA. The subject property data is sent to AI features and displayed prominently in the report.

Subject property search supports:

• MLS property search (up to 10 results)
• Google Places address lookup (displayed with Google logo)
• When a Google Place result is selected and no MLS match exists, the system creates a reference entry.

Fields sent to AI for subject property context: Status, Levels, List Date, Sold Date, Sold Price.

CMA Statistics

Each CMA includes market statistics calculated from the selected comparable properties:

• Sold Units by Month
• New Listings by Month (based on ListingContractDate)
• Median Sold Price per Square Foot
• Average/Median Days on Market
• Price range analysis

CDOM vs DOM: The system uses CumulativeDaysOnMarket (CDOM) throughout the CMA, not DaysOnMarket (DOM). CDOM accounts for re-listings and provides a more accurate picture of total market exposure.

Statistics are generated monthly on the 6th via cron job. A "Resale Only" filter is available to exclude new construction.

AI Features in CMA

AI Analyze: Conversational AI that generates content for CMA sections (Overview, Buyer Insights, Seller Insights). The workflow is iterative -- agents can ask follow-up questions, request revisions, and refine the output. After generation, agents can edit the text, copy to clipboard, print, or copy to CMA notes.

• The original prompt is hidden from the UI (it is often long and not useful to display).
• Placeholder text: "Would you like to know more? Just ask!"
• Comments added to individual CMA properties are sent to the AI for additional context.

AI Compose: Generates client-facing email content about the CMA. Supports custom prompts, a "Revise" button for iterating, and response streaming for real-time output.

PDF Generation

CMAs are generated as PDFs on the server side (not via browser print). This ensures:

• Consistent styling regardless of the agent's device or screen size.
• Correct page orientation handling (landscape vs. portrait).
• Proper rendering of charts and Google Maps (including markers, paths, and polygon drawings).
• Agent contact information (name, phone, email) displayed on the report. Headshots are not included.

Public Links

CMAs can be converted to public links for sharing with anyone (no login required). Public CMAs support:

• Viewing all selected properties and statistics.
• Editing and attaching properties from the public view.
• The "0 properties" state is handled gracefully (never shown as empty).

Sharing with Clients

CMAs can be attached to specific clients and sent via email. The email includes a link that opens the CMA in the client's portal view. Agents can customize the email subject and content before sending.

When selecting a client to email a CMA, contacts without an email address are filtered out of the selection list. -e

Property Search

Overview

The Super Portal provides a full-featured MLS property search that mirrors and extends the capabilities of Matrix (the MLS interface agents use directly). Search supports residential, land, income, and leasing property types across all connected data feeds.

Search Types

Buyer Search: The primary search type for helping buyers find properties. Supports all standard MLS fields plus custom polygon/neighborhood filtering.

Seller Search / Market Updates: Used to generate automated market update emails for seller clients. Shows comparable activity in their area.

Leasing Search: Dedicated search for rental properties with lease-specific fields.

Quick Search

A global search bar that allows agents to search by:

• MLS Number (ListingID)
• Property address

Quick Search pulls results across all property types and statuses (active, sold, withdrawn, expired, etc.), searching 15+ years of synced data. Results open in a new tab. Properties and clients are displayed in separate tabs for performance.

Search Fields & Filters

Key search capabilities:

• Status filtering: Active, Pending (displayed as "Under Contract"), Sold, Expired, Withdrawn, Hold. Expired and Withdrawn are separate search fields but combined as "Exp/With" in statistics and CMAs.
• Geographic: County (with configurable defaults per feed), zip code, MLS area, city, subdivision, neighborhood/polygon.
• Property details: Price range, square footage, bedrooms, bathrooms, year built, lot size, property sub-types.
• Specialized fields: Buyer Agency Compensation, Buyer Agency Compensation Type, sewer type, accessibility features, gated communities/community features, garage attached (Y/N has been removed from property detail pages).
• Date filters: Listing date, sold date, price drop date range, price drop Y/N.
• Sold status requirement: When "Sold" is selected, a date range is required (matching Matrix behavior).

Flex Listings (Unlock MLS)

Flex Listings are properties listed through the Unlock MLS program. The system checks the FlexibleListingYN  field to identify them. Key behaviors:

• When list price is absent (common for some Flex listings), the system includes these listings rather than excluding them from search results.
• Flex listings with $0 price can be filtered without removing all other Flex listings.
• Photos may not load for select Flex listings (known issue being tracked).
• The InternetEntireListingDisplayYN  field is also imported but not currently used for filtering.

Saved Searches & Automated Emails

Agents can save searches for clients. Saved searches trigger automated market update emails based on configurable delivery frequency.

• Default delivery frequencies are configurable.
• Email settings default to "on" when a new agent is created.
• Agents can customize the subject and content of search emails.
• Deleted FUB contacts are removed from automated email lists (with safeguards against delayed sync).
• The system tracks the most frequently used search fields via SP Labs.

Neighborhoods & Polygon Search

Saved Polygons: Agents can draw custom polygon areas on the map and save them. Saved polygons are available as search filters.

• Admin-level users can save polygons.
• Polygons can be uploaded in bulk (CSV format with coordinates).
• The "Neighborhoods" field in the search form uses saved polygons, with "or/not" functionality.
• Polygons with fewer than 3 listings in the past 36 months are candidates for cleanup.

Neighborhood Overlays: Interactive map overlays showing neighborhood boundaries with real-time statistics. Statistics are displayed without shifting the map view. Overlays include a "Hide if 0 Listings" toggle (defaulted to yes).

Default Counties

Each feed has default counties configured for new saved searches. For example, Waco searches default to: McLennan, Hill, Limestone, Bosque, Falls, Bell. A script was used to backfill default counties on existing Waco searches that had none specified.

Chrome Extension

A Chrome extension is available for tax record search, supporting additional counties beyond the initial deployment.

Search Performance

• Neighborhood name search is optimized via Elasticsearch (migrated from MySQL for performance).
• Property search pagination and scrolling behavior have been refined to prevent UI issues.
• The "Recently Viewed" properties feature has been stabilized (previously caused errors on click). -e

Tours

Overview

The Tours feature allows agents to create curated property tour itineraries for clients. Tours include route optimization, printable views, public sharing, and automated notifications for property changes.

Creating Tours

Tours can be created from multiple entry points:

• Within a client: Select properties from the client's search results and add to a new or existing tour.
• Without a client: Agents can use the tours functionality independently, not tied to a specific client record.
• Custom addresses: Agents can add properties by entering a custom address (not limited to MLS listings).
• Adding to existing tours: Additional listings can be added to a tour after creation.

Tours can be renamed after creation.

Route Optimization

Tours include a route optimization feature that calculates the most efficient driving order between properties. The optimization uses Google Maps for accurate drive time calculations.

The "Optimize Route" feature was refined based on agent feedback (including direct comparison with Compass's touring tool) to ensure a competitive experience.

Tour Views

Agent View: Full details for each property including notes, showing instructions, and access codes.

Client View: Streamlined view appropriate for client sharing. Access codes are included in property views for client convenience.

Print View: A single-page print layout per property, designed for agents to print and bring to showings. The print view includes property photos, key details, and agent notes.

Public Link: Tours can be shared via public URL. Public tour links display all properties with photos and addresses correctly rendered (including when shared via text message).

Tour Emails

Email Notifications: Agents can email tour itineraries to clients. Email subjects have been optimized for clarity.

Property Change Alerts: The system sends email alerts when a property in a tour has a status change (e.g., goes under contract) or price change, keeping both agents and clients informed.

Tour Tracking

Tour views are tracked in the system's analytics (cp_views table), including which properties were viewed, by whom, and when.

Known Behaviors

• Tour notes persist across sessions (a previous bug causing disappearing notes has been resolved).
• The "Show Request" vs "Show Instructions" fields are correctly differentiated.
• List view for tours includes subdivision data and is sortable, matching Matrix conventions. -e

Market Stats Module

Overview

The Stats Module provides agents with market statistics by city and zip code. Stats can be generated on demand, attached to clients, shared via public links, and delivered automatically via monthly email digests.

Generating Stats

Stats are accessed from the portal navigation under Stats > Run Stats. Agents select a zip code or city, and the system generates a statistics report using pre-computed data.

Statistics are generated on the 6th of each month via a scheduled cron job. Reports include a "Resale Only" filter to exclude new construction data.

Value adjustments: When downloading historical reports (e.g., a September 2025 report generated on October 6th), adjustments are applied to all reports for consistency.

Stats Content

Each report includes:

• Sold Units by Month (chart)
• New Listings by Month (chart, based on ListingContractDate)
• Median Sold Price
• Median Sold Price per Square Foot
• Average and Median Days on Market (CDOM)
• Active inventory counts
• Price range breakdowns

Statistics follow the same visual style as CMA stats for consistency.

Monthly Stats Report / Digest

The Monthly Stats Report is a dedicated section within the Stats module (separate from CMA stats). It provides:

• Access to historical monthly reports with download capability.
• The most recent report is prominently displayed for easy access.
• Reports can be downloaded as PDFs.

The Stats section is broken out as its own navigation element (separate from CMA) with sub-items:

• Run Stats -- generate a new report
• Monthly Stats Report -- view and download historical digests

Client Delivery

Stats can be attached to specific clients and delivered via email. The workflow:

1. Agent generates or selects a stats report.
2. Agent attaches the report to a client.
3. System sends an email containing a link to the stats page in the portal (not just a PDF attachment).
4. The stats page is visible only to the client unless converted to a public link.
5. Monthly stats are automatically emailed to attached clients after each month's generation cycle.

Public Links

Stats reports can be converted to public links for sharing with anyone. Public stats links provide the same data without requiring a portal login.

Color System

The stats module uses a color system to visually indicate market conditions and trends. A review of the color coding is in progress to ensure clarity and accessibility. -e

AI Features

Overview

The Super Portal includes AI-powered tools to help agents communicate with clients, analyze market data, and generate professional content. All AI features are powered by OpenAI and are available within the CMA, search, and communication workflows.

AI Compose

AI Compose generates client-facing email content. It is available when sending CMAs, search results, or other communications to clients.

How it works:

1. Agent selects a communication context (e.g., sending a CMA to a client).
2. AI Compose generates draft content based on the property data, market stats, and client context.
3. Agent can accept, edit, or revise the draft.

Key features:

• Revise button: Passes previous AI responses back to the model for a refined version.
• Custom Prompt button: Agents can provide their own instructions to guide the AI response.
• Saved custom prompts: Agents can save frequently used custom prompts for reuse via a "Save Prompt" option.
• Response streaming: AI responses stream in real-time rather than appearing all at once.
• Submit (not "Send"): The action button is labeled "Submit" to avoid confusion with actually sending an email.

AI Analyze

AI Analyze provides conversational, iterative analysis of CMA data. It generates content for CMA sections such as Overview, Buyer Insights, and Seller Insights.

Conversational workflow:

1. Agent opens AI Analyze from the CMA page.
2. System generates initial analysis based on the CMA data, selected properties, and subject property.
3. Agent can ask follow-up questions, request changes, or dive deeper into specific aspects.
4. Each interaction builds on the previous conversation context.

Quick actions on every AI response:

• Edit (modify the generated text directly)
• Copy to Clipboard
• Print
• Copy to CMA Note

UI details:

• The original system prompt is hidden from agents (it is often long and not useful to display).
• Input placeholder text: "Would you like to know more? Just ask! Short, medium, long, or super long questions are supported!"

AI Coaching

AI Coaching provides agents with on-demand guidance. Includes a hard-coded "Custom" option so agents can start with any question.

Admin Controls

View Prompt Data: Available to Super Admin, Company Admin, Team Admin, and Manager roles. Shows the raw prompt data sent to the AI. Hidden from agents to reduce noise -- it is informational only, not sensitive.

AI Usage Report: Tracks AI feature usage across agents. Updated to reflect the admin role hierarchy (Super Admin > Company Admin > Team Admin).

Feedback & Tracking

Every AI response includes thumbs-up and thumbs-down feedback icons.

• Thumbs up: Recorded silently.
• Thumbs down: Opens a comment box where the agent can describe what was wrong or unhelpful.

Usage is tracked in SP Labs, providing data on which AI features are most used, how often, and by whom.

Context Sent to AI

When generating AI content, the system sends relevant context to the model:

For CMA AI Analyze/Compose:

• Selected comparable properties and their data
• Market statistics for the area
• Subject property details (status, levels, list date, sold date, sold price)
• Comments added to individual CMA properties by the agent
• Previous conversation history (for iterative analysis)

For Search AI features:

• All searches, single search, and comment contexts are supported.
• Admin configuration controls which AI features are available per context. -e

Deals & Transactions

Overview

The Deals module handles transaction submission, tracking, and compliance workflows. Agents submit deals through the Super Portal, and the system enforces required fields, manages task automation, and generates exportable reports.

Submitting a Deal

When creating a new deal, agents must provide required information. The system enforces validation on key fields to reduce back-and-forth with compliance.

Required Fields:

Removed fields:

• "Escrow Company" has been sunset and removed from deal submission, deal listing pages, deal export CSV, and the view deal page.

Transaction Types

The system supports the following transaction types:

• Buyer -- standard buyer representation
• Seller -- standard listing
• Tenant -- lease transaction
• Landlord -- landlord representation
• Referral (Outbound) -- referral transactions (fields specified separately from buyer/seller)

Status options vary by transaction type:

• "Coming Soon" and "Listed" only appear for Seller and Landlord transactions.
• "Buyer Rep Signed" only appears for Buyer transactions (analogous to "Coming Soon" for sellers).

Task Automation

Deals include a configurable task automation system:

"Enable automatic task launch?" toggle:

• Located under the Advanced tab in the deal form.
• Defaults to false (off).
• When enabled, tasks are automatically created and emails sent according to the configured workflow.
• Placed under Advanced to prevent accidental activation and reduce support tickets.

Task list behavior:

• Task dates are stable (a previous bug causing date resets has been resolved).
• Task details are now included in Super Portal emails.

Transaction Coordinators

Transaction Coordinators (TCs) can be assigned to deals. The system properly handles TC access and visibility in the deal workflow.

Lender & Escrow Validation

Lender and escrow officer validation is gated to the "Closing Report" status only. This means validation requirements are enforced when a deal reaches the closing stage, not at initial submission.

Agent Assignment

Agents can be changed on existing transactions. The system supports searching and filtering deals by agent across multiple roles (Agent, Assistant, Listing Coordinator, Transaction Coordinator).

Exporting Transactions

The transaction list includes an export feature:

• Export respects all currently applied filters.
• Because datasets can be large, the export runs in the background.
• The resulting CSV file is sent to the requester's email when complete.
• Sold price data is included in the CSV export.

Deal Visibility

Agents can only see their own deals. Cross-agent visibility is restricted (a previous bug allowing agents to see each other's deals has been resolved). -e

Email System

Overview

The Super Portal sends multiple categories of emails through SendGrid. The system includes sophisticated bounce handling, unsubscribe management, and delivery tracking to maintain high sender reputation and comply with email deliverability best practices.

Email Categories

All emails sent by the system fall into two categories:

Automated Emails:

• Market update emails (based on saved searches)
• Property suggestion emails
• Monthly stats digests
• Tour property change alerts
• Task notification emails

Manual Emails:

• Agent-composed emails via the SP email modal
• CMA delivery emails
• Search share emails
• Tour share emails

One-Click Unsubscribe

Non-transactional emails include a one-click unsubscribe mechanism, implemented per SH Consulting's deliverability recommendations. This is a header-level unsubscribe (List-Unsubscribe) that major email providers (Gmail, Outlook) surface as a native unsubscribe button.

Unsubscribe Logic

Unsubscription is scoped to the relationship between a person and an agent:

Person > Agent scope:

• When a person unsubscribes, their email is marked as unsubscribed for that specific person-agent relationship.
• If the agent changes (client is reassigned), the person will receive emails from the new agent.

Relation > Agent scope:

• When a relation (e.g., a specific client record) unsubscribes, the unsubscribe applies to that relation-agent pair.

Different email types have different unsubscribe behavior. Automated emails and manual emails are treated separately for unsubscribe purposes. Transactional emails (deal-related, task-related) are not subject to marketing unsubscribe preferences.

Bounce Handling

The system classifies bounces and handles them differently:

Hard Bounce:

• The email address is permanently invalid.
• The address is removed from future email sends.
• The bounce is recorded in the system.

Soft Bounce:

• The email address may be temporarily unavailable.
• The address is NOT immediately removed.
• Soft bounces are tracked over time. After a sustained period of soft bounces, the address is eventually removed.
• SendGrid handles internal retries automatically; the SP does not re-send the same email (which would cause duplicates).

Block:

• The receiving server has blocked delivery.
• Handled similarly to soft bounces with tracking.

Bounce events are processed via a SendGrid webhook. Event processing has been moved to a background queue to handle high volumes without impacting portal performance.

Email Signatures

Agents configure their email signature in SP Account Settings. The signature is included in all emails sent from the portal.

Known behavior: The email signature settings box in SP Account Settings has a lower-priority UI bug being tracked.

Email Link Placement

Super Portal-generated emails include "View Transaction Details" and "View Task Details" links. These links are positioned below the email signature with muted styling (non-underlined, lighter color) and labeled "For internal reference only" to prevent clients from confusing them with attachments or action items.

Email Delivery to Multiple Addresses

When a client has multiple email addresses on file, search and update emails are delivered to all listed addresses.

Handling Invalid Emails

When FUB syncs a contact with an invalid email format, the SP flags the address rather than silently dropping it. The "bounced" status is accurately reflected, and emails are not shown as "bounced to client" when they were actually delivered.

Market Update Emails

Automated market update emails are sent based on saved search criteria and delivery frequency settings. Key behaviors:

• New listings are included based on the search criteria match.
• The same listing is not sent to a client on multiple days (a previous bug causing duplicate sends has been resolved).
• Property suggestion emails can be disabled globally.
• Email settings default to "on" for new agents.

Sending Emails to FUB

All emails sent from the Super Portal are also sent to FUB for the contact record, ensuring a complete communication history in the CRM. -e

Client Database Management

Overview

The Super Portal provides tools for agents to organize, tag, and manage their client database. This includes a database organization wizard, colleague tagging, duplicate merge, and trash management.

Client Database Organization Wizard

The Client Database Organization feature helps agents clean up and structure their client database. The wizard guides agents through:

• Connecting to RESO feed: Connects automatically to the agent's default feed (no manual "Connect" button needed).
• Reviewing and categorizing clients: Agents can classify clients and update their records.
• Merge duplicates: A dedicated page with pagination and search for finding and merging duplicate client records.

Colleague Tagging

Agents can tag contacts as professional colleagues using a structured tagging system. The "Tag Colleague" button on a client profile opens a modal with:

Sub-tags (multi-select):

• Agent/Broker
• Lender
• Escrow Officer
• Inspector
• Transaction Coordinator
• Assistant
• My Office
• Office Staff
• Colleague - Other

Geographic tags: Colleagues can be associated with geographic areas for easy filtering.

Colleague tags enable agents to organize their professional network within the same system they use for client management, supporting the SOI (Sphere of Influence) workflow.

Creating Clients

From FUB sync: Clients are automatically created when synced from Follow Up Boss.

Manual creation: Admins and agents can create clients directly in the Super Portal. When created manually, the client can log in via SSO. Manual clients are not dependent on a FUB record.

From public forms: Lead capture forms on the website and agent landing pages create new client records with proper source attribution.

Preventing duplicate agent assignment: When a client is added via the SP, the system correctly assigns them to the appropriate agent (a previous bug that assigned all new SP clients to Eric has been resolved).

Trash / Deletion

Clients can be moved to trash. The trash system:

• Supports undo/restore functionality.
• Properly handles the cascade: when a FUB contact is deleted, the SP record is also removed.
• Does not continue sending automated emails to trashed contacts (a previous bug has been resolved).
• Displays informative error messages when accessing a trashed user's page.

Suggested Properties

The system suggests properties to clients based on their search activity and preferences. Key behaviors:

• Only agent-initiated suggestions are shown to clients (a previous bug showed unsolicited suggestions).
• CMA property views do not trigger "Suggested Properties" (these are analytical, not shopping behavior).
• Suggested property emails can be disabled.

Client Views & Tracking

The system tracks client interactions:

• Property views (with relation_id for accurate attribution)
• CMA views
• Tour views
• Search interactions

This data feeds into the leaderboard, event reports, and activity logging in FUB. -e

Leaderboard & Reports

Overview

The Leaderboard and Reports modules provide visibility into agent activity, client engagement, and SOI (Sphere of Influence) performance. These tools are used by agents to track their own activity and by admins to monitor brokerage-wide engagement.

Leaderboard

The Leaderboard ranks agents based on activity metrics within the Super Portal. It tracks:

• SOI activity: Sphere of Influence engagement (market updates sent, "MUs" label included alongside SOI metrics).
• Email alerts: Included as a leaderboard metric.
• Client interactions: Property views, searches, CMA views, tour views.

The leaderboard logic was updated to align with the Sphere Nurture (SN) system, ensuring consistent activity counting across platforms.

Event Reports

Event reports provide detailed views of agent-client interactions. Reports support:

Search & Filtering:

• Agent name
• Event type
• Age range ("from/to" with "unknown" checkbox for contacts without a known age)
• Date range
• Mass action capabilities for bulk operations

Report fields include:

• Event type
• Contact age
• Date/time of interaction

The SN (Sphere Nurture) Events Reports UI has been improved for high-impact readability, including type and age columns.

Agent Production Report

The Agent Production Report provides transaction and volume data for individual agents and the brokerage overall. Features include:

• Individual agent production summaries
• Enhancements for data accuracy and completeness
• The legacy Agent Production Tool has been sunset and replaced with the improved version

Leads Accountability

The Leads Accountability system automatically monitors lead handling and tags leads that need attention. Key behaviors:

• The system evaluates leads against defined criteria (response time, follow-up frequency, engagement).
• Leads that meet "ASM Attention" criteria are automatically tagged.
• Tags are created and updated via scheduled background jobs.
• At launch, 56 historical "ASM Attention" tags existed from before the assignment-to-pond logic was implemented. New tags generate as criteria are met for incoming leads.

Reporting Data

Reports pull data from the SP's tracking system (cp_views table), which records:

• Page views (CMA, tour, search, property detail)
• Property-level views with relation_id for accurate client attribution
• View timestamps and viewer identification
• Client vs. agent view differentiation -e

Public API & Integrations

Overview

The Super Portal exposes public APIs that power the Bramlett Partners website (bramlettpartners.com via Statamic), agent landing pages, lead capture forms, and third-party integrations.

Public API Endpoints

Properties API:

• Properties by agent -- returns an agent's active listings for display on the website and agent landing pages.
• Property details -- returns full property data for a given MLS ID or address.
• Property search -- supports the same filters as the portal search, exposed via API.
• Options API -- returns available filter options (property types, statuses, counties, etc.).

Forms API:

• Lead capture form submissions from the website and agent pages.
• Source tracking tags applied per entry point (BP Webform, BP One Tap, BP Property Registration, BP Miscellaneous).

Users API:

• Exposed for internal tools (MGMT Portal prototype CRM).
• Fields: first/last name, company, team, role, email, phone, headshot, start date.
• Scoped to company: v1/companies/{company_id}/users

Agents List API:

• Optimized for performance to handle large agent rosters.
• Powers website team pages and agent directories.

Listings API (Statamic):

• Delivers property listing data to the Statamic-powered public website via public links.

Rate Limiting

All public forms are protected by Redis-backed rate limiting to prevent spam. Rate limiting is configurable per form type.

Default rules:

• Same email: max 3 submissions per form within 72 hours
• Same phone: max 3 submissions per form within 72 hours
• Same IP address: max 3 submissions per form within 72 hours
• Same message content: max 3 submissions per form within 72 hours

IP addresses are collected from the website and stored alongside form submissions.

Public Links

Multiple SP features generate public (no-login-required) URLs:

Public links include:

• Agent headshot, name, phone, and email (configurable)
• Team-specific branding for teams with their own FUB instance

Form Submissions Page

Admins can view all form submissions from a dedicated page in the portal, providing visibility into lead capture activity across all public forms.

Website Integration

The Super Portal provides APIs that the Bramlett Partners website (built on Statamic) consumes:

• Property listings for website display
• Agent data and headshots for team pages
• Market data for content pages

Website performance analysis and optimization for the Statamic public site is tracked as a separate initiative. -e

Neighborhoods & Map Features

Overview

The Super Portal includes a comprehensive neighborhood and mapping system that allows agents to search by custom geographic areas, view neighborhood-level market statistics, and leverage map-based tools for client presentations.

Saved Polygons

Agents and admins can draw custom polygon shapes on the map to define geographic areas. Saved polygons serve as reusable search filters.

Creating polygons:

• Draw directly on the map interface.
• Agent-level users can save polygons (upgraded from admin-only).
• Admins can upload polygons in bulk via CSV with coordinate data.

Using polygons in search:

• Saved polygons appear as options in the "Neighborhoods" search field.
• The Neighborhoods field supports "or/not" logic (e.g., "Neighborhood A OR Neighborhood B", "NOT Neighborhood C").
• When a polygon shape is deleted from the map, the associated "neighborhood" field entry is also removed.

Polygon management:

• Admin UI for managing saved polygons with improved UX.
• Polygons are labeled on the map for easy identification.
• Polygons with fewer than 3 listings in the past 36 months are flagged for potential cleanup to keep the list manageable.

Neighborhood Overlays

Interactive map overlays display neighborhood boundaries with real-time market statistics. When an agent opens the map:

Default behavior:

• Initial map load shows a sensible default zoom level when no search criteria has been entered.
• The "Hide if 0 Listings" toggle is on by default, hiding neighborhoods with no matching listings.

Clicking a neighborhood:

• Displays statistics for that area (listing counts, price ranges, etc.).
• Stats are positioned near the polygon shape without shifting the entire map view.
• The map remains stable when clicking between neighborhoods (a previous issue with map jumping has been resolved).

Performance:

• Neighborhood name search uses Elasticsearch for fast lookups (migrated from MySQL).
• The system identifies "wholly located" polygons to optimize search results.

Pre-loaded Neighborhoods

Neighborhood polygons have been uploaded for the following markets:

• Austin / Central Texas (ABOR)
• Waco (NTREIS)
• Sarasota (Florida feed)

Map in CMA

The CMA uses Google Maps to display selected comparable properties. The map includes:

• Property markers with sold price and DOM
• Path drawings connecting comparable properties
• Polygon overlays for the defined search area
• MLS area outlines (matched to Matrix)

Map rendering is handled server-side for PDF generation to ensure consistent output across devices.

Heat Maps

A stats heat map feature is in development that will provide visual geographic representation of market activity across areas. -e

Data Feeds & MLS Configuration

Overview

The Super Portal syncs property data from multiple MLS feeds. Each feed has its own configuration, field mappings, and behavioral nuances. This document covers feed setup, sync behavior, and known feed-specific details.

Active Feeds

ABOR (Austin Board of Realtors)

• Region: Austin / Central Texas
• Protocol: RESO Web API via Bridge (Trestle)
• Status: Primary feed, fully operational
• Properties: 15+ years of historical data synced
• Key fields: All standard RESO fields including FlexibleListingYN, BuyerAgencyCompensation, BuyerAgencyCompensationType, CumulativeDaysOnMarket

NTREIS (North Texas Real Estate Information Systems)

• Region: Waco / North Texas
• Protocol: RESO Web API + RETS (supplemental)
• Status: Fully operational after migration from legacy RETS
• Properties: 1M+ properties synced (Trestle does not offer a Waco-only filter, so all NTREIS properties are synced)
• RETS usage: ClosePrice is not exposed via the RESO API for NTREIS, so it is synced separately via RETS. Some historical properties do not exist in RETS, so ClosePrice may be unavailable for those records.
• Default counties: McLennan, Hill, Limestone, Bosque, Falls, Bell

Florida / Sarasota

• Region: Sarasota, Florida
• Protocol: RESO Web API
• Status: Active, with ongoing UI configuration refinements
• Feed-specific UI: Configuration options allow the admin to customize which fields and filters are shown for this feed

Sync Behavior

Property data sync:

• Properties are synced continuously from all active feeds.
• New fields can be added to the database via migration scripts (a "better script to add new fields to Mongo" was developed for this purpose).
• When a feed migration occurs (e.g., NTREIS moving from RETS to RESO), all fields are reviewed and mapped to ensure compatibility.

Fields synced include:

• Standard property details (address, price, bedrooms, bathrooms, square footage, lot size, year built)
• Status fields (Active, Pending, Sold, Expired, Withdrawn, Hold, Coming Soon)
• Dates (list date, sold date, listing contract date, price drop date)
• Financial (sold price, close price, buyer agency compensation)
• Features (sewer type, accessibility features, community features, garage)
• School data (elementary, middle, high -- note: some feeds like Waco may not populate elementary school data)
• Access codes (synced and displayed for agent convenience)
• Lease-specific fields (for leasing search support)

Statistics generation:

• Market statistics (city-level and zip-level) are generated on the 6th of each month via cron job.
• Statistics use the synced property data as the source.

Feed-Specific UI Configuration

Admins can configure which UI elements are displayed per feed. This allows:

• Showing/hiding search fields relevant to specific markets
• Customizing property detail displays per feed
• Adjusting default settings (counties, property types) per market

Bridge RESO API Changes

The system tracks and responds to RESO Web API changes from Bridge/Trestle. When API changes are announced, the development team reviews field compatibility and updates sync logic as needed.

Property Deletion Auditing

A script is available to audit properties that have been deleted from the MLS. This helps identify data quality issues and ensures the SP's property database stays aligned with the authoritative MLS source. -e

Admin Settings & Configuration

Overview

Super Portal admins have access to configuration options that control feed behavior, agent settings, email defaults, AI features, and system-wide preferences. This document covers the key admin settings available in the portal.

Agent Settings

Admin-configurable fields on each agent's profile:

Feed Settings

Admins can configure per-feed UI behavior:

• Which search fields are displayed for each feed
• Default property type selections
• Field label customizations
• Feed-specific display options for property details

AI Feature Administration

AI features are managed through a hierarchical admin structure:

• Feature toggles: Enable/disable specific AI features (Compose, Analyze, Coaching) per context (CMA, Search, Comments).
• Prompt management: View prompt data is restricted to admin and manager roles.
• Usage tracking: AI usage reports show feature adoption across agents, segmented by admin hierarchy.

Dynamic GTAG Configuration

Google Tag Manager (GTAG) configuration is managed dynamically through admin settings, allowing tracking code updates without code deployments.

User Management

From the Admin > Users section:

• View all users with FUB Connection Status ("Connected" / "Not Connected")
• Filter by Manual Users, FUB Users, or All
• Create manual users (independent of FUB)
• Change user roles (Company Admin and Super Admin only)
• Deactivate users
• View agent team assignments

Team Configuration

Teams are configured at the admin level:

• Team Admin role assignment for team-level management
• Team-specific FUB instance configuration (for teams with their own FUB)
• Team-based branding for public links and emails

System Defaults

Key system-wide defaults managed by admins:

• Automatic task launch: Defaults to off (false) for new deals. Located under the Advanced tab.
• Email delivery frequency: Default cadence for market update emails.
• Search result display: Default view settings and sort order.
• Property suggestion emails: Can be toggled on/off system-wide. -e

Troubleshooting & Known Behaviors

Overview

This document covers common issues, expected behaviors, and troubleshooting steps for the Super Portal. Items listed here represent resolved issues (included for context) and current known behaviors.

Login & Access

Client cannot access the portal:

• Verify the client exists in FUB and is synced to the SP.
• If the client was deleted from FUB, the SP record is also removed.
• If the client is a "manual user," confirm they are logging in via SSO with the correct email.

Agent cannot see a client's SP page (as collaborator):

• Collaborator sync from FUB has been fixed. If the issue persists, verify the collaborator assignment in FUB and wait for the next sync cycle.

"Something went wrong" on embedded app:

• This usually means the user has been trashed or deactivated. The system now shows descriptive error messages for trashed users.

Client sees agent view instead of client view:

• This was a resolved bug. If it recurs, clear the browser cache and log out/log back in. If the issue persists, report it.

Search Issues

Search results don't match Matrix:

• Verify the same criteria are applied (status, date range, geographic filters).
• Some field mappings differ between Matrix and SP (e.g., "Pending" and "Active Under Contract" both display as "Under Contract" in the SP).
• Elementary school data may not populate for all feeds (known gap in Waco/NTREIS).

Neighborhood search is slow:

• Neighborhood search has been migrated to Elasticsearch. If slowness persists, report the specific search term and feed.

"0 properties" showing in Quick CMA:

• This edge case has been handled -- the system no longer displays empty result states without context.

Email Issues

Client reports not receiving market update emails:

• Check the client's subscription status in the SP (Settings > Email Preferences).
• Verify the email address is not bounced or unsubscribed.
• Check if the agent's email settings are toggled on.
• Confirm the saved search has a delivery frequency set.

Email shows "bounced" but client received it:

• SendGrid event processing can occasionally create misleading status displays. This has been addressed but may occur in edge cases during high-volume processing.

Duplicate emails sent to a client:

• A previous bug causing the same listings to be sent on multiple days has been resolved. If duplicates recur, note the date/time and report.

CMA Issues

CMA statistics seem incorrect:

• Verify the property selection -- stats are calculated from selected comparables, not all search results.
• Statistics use CDOM (Cumulative Days on Market), not DOM.
• The "Resale Only" filter affects which properties are included in calculations.
• Statistics are generated monthly on the 6th; reports pulled mid-month reflect the last generation cycle.

CMA PDF looks different on different devices:

• CMA PDFs are generated server-side, so output should be consistent. If a PDF appears malformed, confirm whether it was generated via server-side print (current) or browser print (legacy).

Deal Submission Issues

Cannot submit a deal -- validation errors:

• ZIP code must be exactly 5 numeric digits.
• Escrow Officer email is required.
• Lender email is required unless "Cash" is checked.
• The "Escrow Company" field has been removed -- do not look for it.

Task dates resetting:

• This was a resolved bug. Task dates are now stable. If recurrence is observed, report with specific deal ID.

Tour Issues

Tour notes disappearing:

• Resolved. Notes now persist across sessions. If notes are lost, report the specific tour ID.

Public tour link not showing photos:

• Verify the properties have active MLS photos. Some Flex listings may not have photos available.

FUB Sync Issues

Client exists in FUB but not in SP:

• Allow time for sync to complete (can take up to several minutes for new contacts).
• Check if the FUB contact was recently restored from trash.
• Verify the contact has a valid primary tag that qualifies for SP sync.

Activity logged to wrong agent in FUB:

• This was a resolved bug. If activity misattribution recurs, note the specific activity, client, and expected agent.

Performance

Portal is slow to load:

• The init API has been optimized for faster load times.
• The "Improve app launch time" initiative has addressed initial load performance.
• If specific pages are slow, report which page and the approximate load time.

Refresh token API:

• Token refresh has been optimized to reduce unnecessary API calls and improve session stability. -e

Glossary & System Terminology

Platform Terms

Data & MLS Terms

User & Role Terms

Feature Terms

Email Terms

Transaction Terms