This Keller Williams Market Center Saved Thousands on Operations Costs and Increased Agent Retention by 600%

When a Keller Williams Market Center in Florida came to us, students were enrolling in their KSCORE scholarship program—but very few were finishing the course or earning their real estate licenses. The program was losing money, and their team had no way to track where students were dropping off.

They needed a better system to manage enrollment, support students, and improve follow-through.

Here’s how we saved the brokerage thousands of dollars and boosted the retention rate of their KSCORE scholarship program by updating their operational system with our Done-For-You-Systems Service.

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Before Working With Us… Signups Were High, But Completion Rates Were Low

The KSCORE program was designed to help students get their real estate licenses for free—then join the brokerage. But here’s what was happening:

• Too many signups, not enough serious applicants: There was no screening process. The brokerage was overwhelmed with low-quality leads who never followed through.

• Lack of communication: Even serious students dropped off after a few weeks. There was no structured follow-up to keep them engaged.

• No visibility into student progress: Team members had no easy way to see who was active, stuck, or ready to move forward. That made it hard to intervene or offer support.

• Wasted time and money: A virtual assistant was being paid monthly to manually manage the program—with little impact on retention or results.

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What We Set Up to Improve Retention and Reduce Costs

Over 3 months, we rebuilt the KSCORE program backend and designed a system that was automated, organized, and easy to manage.

Here’s what we implemented:

• Custom student intake process: We added automated screening criteria to filter out low-intent applicants—saving the team hours of follow-up with unqualified leads.

• Automated 6-month email campaign: Students now receive weekly check-ins, encouragement, and reminders—plus information about joining the brokerage once licensed.

• Clear tracking dashboard for the team: We created a system so team members can instantly see each student’s status and step in to help when needed.

• Integrated tech tools: We connected ClickUp, Flodesk, Calendly, and Zapier to create a seamless experience for students and a central hub for the team.

• Data migration and SOPs: All student data was transferred into the new system, and we delivered a quick-reference manual so the team could manage it all confidently.

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The Transformation: From Low Retention to a Scalable Recruiting Pipeline

Five months later, the KSCORE program is thriving:

• Retention increased by over 600%

• The brokerage saved thousands every month by eliminating unnecessary admin costs

• Team members now manage the program in just 30 minutes a day

• Higher-quality students are completing the course and joining the brokerage

• Staff has real-time insight into student progress and outcomes

Want this transformation for your own business?

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Ready to Scale Your Program?

If you're running a program that should be working—but instead feels clunky, inconsistent, or unmanageable—we can help.

You might be: ✔️ Managing lots of applicants but struggling to keep them engaged ✔️ Wasting time on manual admin tasks with no system to track progress ✔️ Missing out on conversions because your backend is a mess

Our Done-for-You Systems service is designed to fix that. In just 3 months, we’ll:

• Set up the right tech tools and automations so nothing falls through the cracks

• Create onboarding, follow-up, and communication workflows that run on autopilot

• Document everything so your team can manage it with confidence

• Provide ongoing support to ensure your system scales with you

All so you can grow your program with higher-quality applicants. Retain more clients or students from start to finish. And save hours every week and eliminate operational chaos.

Here’s what our 3-month process looks like:

• Month 1: Analysis & Strategy

  We’ll start by learning the back-end of your business—reviewing current tools, workflows, and team structure.

  Includes:

  CEO Workday Analysis. We’ll take a close look at how your business runs day to day and uncover what’s causing operational slowdowns or inefficiencies. This gives us the insight we need to fix what’s not working.

  Team Calls. We’ll meet with key team members to understand how they work, where things get stuck, and how we can improve systems so everyone knows what to do and can work more efficiently.

  Custom Systems Plan. You’ll get a clear, detailed plan showing how we’ll set up your tech tools, team training, and client processes so your business runs smoothly without needing you to manage everything.

• Months 2-3: Systems Set-up

  Once your plan is approved, we’ll move into building and optimizing your tools—setting up everything your business needs to run smoother and scale faster.

  Includes:

  Tech Setup & Optimization. We’ll build or update your CRM, project management system, and automations so everything works together and supports both your team and clients. We specialize in 20+ tech tools and can handle complex automations. Whether you're using tools you already have or need new recommendations, we’ll make sure everything runs smoothly.

  Asset Creation. We’ll create the documents your team needs to stay on track and deliver a great client experience—like onboarding guides, intake forms, and checklists.

• Months 2-3: Documentation & Team Training

  With your systems in place, we’ll document everything and build training resources so your team can confidently use and maintain what we’ve set up.

  Includes:

  Operations Manual. We’ll create a simple, well-organized guide that outlines your key processes, tools, and policies. Your team will know exactly what to do, when to do it, and how to do it—without needing to ask you.

  Employee Onboarding & Training Library. We’ll build a full onboarding program inside a learning management system (with organized modules, clear lessons, assessments and activities) that teach your team how to use your systems, serve your clients, and succeed in their role from day one. This library will save you hours of hand-holding and make your team feel confident and supported.

• Ongoing Support & Maintenance

  We don’t just set things up and disappear. Once everything is live, we stay on to make sure your team is confident and your systems work like they should.

  Includes:

  Final Walkthrough Call. We'll walk your team through every new system, workflow, and asset—so no one’s confused, and you’re not stuck playing tech support after the project wraps.

  1-Month Post-Service Support Period. We’re in your corner for the next 30 days. Monday through Friday, we’ll be available to troubleshoot, answer questions, and make sure your systems are running smoothly while your team gets fully up to speed.

  Optional: Systems Maintenance Retainer. Your business will grow and shift—and your systems should grow with it. Our quarterly maintenance retainer gives you ongoing support to keep everything optimized, updated, and working as you scale.

Our packages are fully customized for your business model and industry, so we encourage you to book a complimentary clarity call to learn more about how we can assist you.