1. When a customer asks for Sentrilock Access and they are not an agent. We will be signing them up as Sentrilock Affiliates. To start the process, you will need to send them the Affiliate Application for Sentrikey Application email. We have a template for starting this email. To get to it, go into Freshdesk and in the upper right click on New then on New Email.




2. Then in the upper right of that page click on the drop arrow for Ticket Templates. There you can select Affiliate Application for Sentrikey Application. Make sure you click on the show more fields in the bottom right and add the customer's name and any other adjustments you need. 



3. Wait until the user replies with their Certificate of Insurance, Application, License information, and email from the association showing they are in good standing. 


4. Check to see if the office/company is already in Realtracs. If so, skip to step 7. 

If the company is in the system and the office is not, skip to step 6.5.


5. On the Membership page, click the Create button in the upper right corner and select Company. Add the company name, exactly as it appears on the application.




6.    On the Membership page, click the Create button in the upper right corner and select Office.

        a.    Office Code: Please use four capital letters followed by two numbers for Office Codes, ex ABCD54.

        b.    Leave the Primary Broker space empty

        c.    After clicking the Create button, make sure to go back and select Activate to make the office active.



7.    On the Membership page, click the Create button in the upper right corner and select User. First, go to the Settings section and select SentriCard Affiliate. 

        a.    Start by going to the setting section and set the User Role to SentriCard Affiliate.

        b.    Be sure to add Primary Association

        c.    Under the Settings section, please ensure the email address is set to the email address from the application, and                       not an @Realtracs.com email address. SentriCard Affiliates do not get @Realtracs.com email addresses.

        d.    After clicking the Create button, make sure to go back and select Activate to make the user active.


 

and select Office.
a.
Office Code: Please use four capital letters followed by two numbers for
Office Codes, ex ABCD54.
b.
Leave the Primary Broker space empty
c.
After clicking the Create button, make sure to go back and select 
Activate to make the office active.
7.
On the Membership page, click the Create button in the upper right corner 
and select User. First, go to the Settings section and select SentriCard 
Affiliate. 
a.
Start by going to the setting section and set the User Role to 
SentriCard Affiliate.
b.
Be sure to add Primary Association
c.
Under the Settings section, please ensure the email address is set to 
the email address from the application, and not an @Realtracs.com 
email address. SentriCard Affiliates 
do not
 get @Realtracs.com email 
addresses.
d.
After clicking the Create button, make sure to go back and select 
Activate to make the user active.
8.
Navigate to the 
Adobe Acrobat PDF Merger
 to combine the application, 
licensure, and affiliation confirmation email into one file, to be named after 
the user and the date their license expires (Ex. Jon Snow 7.17.24). If you need
to convert any files to PDF, simply Google “Filetype to PDF converter” with 
your specific file type listed (Ex. 
JPEG to PDF converter
).
9.
Save the COI as a PDF file labeled with the office name and the expiration 
date (Ex. Taco Bell 7.21.24)
10.
Navigate to Realtracs. Go to the Admin tab and select Membership. Search 
for the office you’ve just created. Add the merged PDF as well as the COI to 
the Office Documents section of the Office Profile.
11.
Navigate to your OneDrive and open the In-House Lockbox Transactions 
shared folder. Open both the Affiliate Contact Sheet and the Affiliates 
Expiration spreadsheets and add the user to both spreadsheets.
12.
Navigate back to Freshdesk. Notate the ticket that the information has been 
updated in the spreadsheets.
13.
Navigate to Freshdesk, select the New button in the upper right corner, and 
then select Email.
14.
In the Ticket Template Dropdown, select Sign up – Affiliate SentriKey 
Subscription and fill in the required fields. Please make sure to include the 
user’s new username in the body of the email itself
and select Office.
a.
Office Code: Please use four capital letters followed by two numbers for
Office Codes, ex ABCD54.
b.
Leave the Primary Broker space empty
c.
After clicking the Create button, make sure to go back and select 
Activate to make the office active.
7.
On the Membership page, click the Create button in the upper right corner 
and select User. First, go to the Settings section and select SentriCard 
Affiliate. 
a.
Start by going to the setting section and set the User Role to 
SentriCard Affiliate.
b.
Be sure to add Primary Association
c.
Under the Settings section, please ensure the email address is set to 
the email address from the application, and not an @Realtracs.com 
wemail address. SentriCard Affiliates 
do not
 get @Realtracs.com email 
addresses.
d.
After clicking the Create button, make sure to go back and select 
Activate to make the user active.
8.
Navigate to the 
Adobe Acrobat PDF Merger
 to combine the application, 
licensure, and affiliation confirmation email into one file, to be named after 
the user and the date their license expires (Ex. Jon Snow 7.17.24). If you need
to convert any files to PDF, simply Google “Filetype to PDF converter” with 
your sp
ecific file ty to PDF converter
).
9.
Save the C
OI as a PDF file labeled with the office name and the expiration 
date (Ex. Taco Bell 7.21.24)
10.
Navigate to Realtracs. Go to the Admin tab and select Membership. Search 
for the office you’ve just created. Add the merged PDF as well as the COI to 
the Office Documents section of the Office Profile.
11.
Navigate to your OneDrive and open the In-House Lockbox Transactions 
shared folder. Open both the Affiliate Contact Sheet and the Affiliates 
Expiration spreadsheets and add the user to both spreadsheets.
12.
Navigate back to Freshdesk. Notate the ticket that the information has been 
updated in the spreadsheets.
13.
Navigate to Freshdesk, select the New button in the upper right corner, and 
then select Email.
14.
In the Ticket Template Dropdown, select Sign up – Affiliate SentriKey 
Subscription and fill in the required fields. Please make sure to include the 
user’s new username in the body of the email itself

8.   Navigate to the Adobe Acrobat PDF Merger to combine the application, licensure, and affiliation confirmation email into one file, to be named after the user and the date their license expires (Ex. Jon Snow 7.17.24). If you need to convert any files to PDF, simply Google “Filetype to PDF converter” with your specific file type listed (Ex. JPEG to PDF converter).



9.    Save the COI as a PDF file labeled with the office name and the expiration date (Ex. Taco Bell 7.21.24)


10. Open the Sentrilock excel file for Affiliates Expiration, and Excel file for Affiliate Contact Sheet. Add the user's name, office, License expiration, Insurance expiration, Association, Email address, Username, and User id. Then add information to the Affiliate 


11. Email the user with a welcome email, select Realtracs Sentrilock.

Type in the users email, name, and user name. Then send the email, you can close the ticket after sending the email