Task
A piece of work with an owner and next action. Use it when someone needs to do something.
01 / First session
Get oriented in five minutes.
Your exact menu depends on your role. A realtor usually sees Today, Clients, Inbox, Lead Inbox, Reports, and Settings. Coordinators may see fewer areas.
Start hereYou have signed in for the first time or have not used the workspace recently.
Finished whenYou have confirmed the team, opened Today, and understand the first item without changing it yet.
Sign in with your work email.
Use the password you created from your invitation. If you cannot remember it, choose Forgot password from the sign-in page.
Confirm the workspace name.
Check the upper-left product name and the account shown in the upper-right. Stop if you are in the wrong team workspace.
Open Today.
Today is the daily operating page. It gathers client tasks, overdue items, messages, and document work into one ranked list.
Open the first Do Next item.
Read the client name, stage, owner, due information, and suggested action before changing anything.
02 / Today
Use Today as the start and end of the workday.
Do Next is ranked for action. Filters narrow the queue; they do not delete work.
Start hereYou need to decide which client task deserves attention first.
Finished whenThe real action is complete and the record has an owner, result, and next date when another step is needed.
Read before acting.
Check the item type, client, current stage, owner, and due state. Open the item when you need the full client context.
Complete the real action.
Call, reply, review, upload, or update the client as the item requests. Do not mark an item done merely to clear the list.
Record the outcome and next step.
Add the useful result, assign the right owner, and set the next follow-up when the relationship still needs attention.
Return to Today.
Work the next item until the remaining list reflects what truly needs attention.
Keep private notes private.
Use the field labeled for internal notes when a comment should stay with the realty team. Client-facing messages should contain only what the client is meant to read.
03 / Clients
Use the client record as the shared history.
Clients contains the relationship profile, current work, documents, messages, and timeline. Use search when you know the person; use filters when you need a group such as active buyers or items with no next step.
Start hereYou know the person or household and need the latest context before acting.
Finished whenThe client record reflects what happened and has one understandable next action with an owner.
Open Clients and search for the household.
Confirm the person and household before editing. Similar names can belong to different relationships.
Review Overview and the primary next action.
Check the stage, owner, open work, and most recent activity before calling or messaging.
Use the matching tab.
Tasks holds assigned work, Documents holds requests and files, Messages holds scoped conversations, and Timeline keeps the activity history.
Leave one clear next action.
Before closing the client record, make sure responsibility and timing are understandable to the next teammate.
04 / Lead Inbox
Work one lead from review to next step.
Lead Inbox is for people who may need contact but are not yet active clients. A high place in the list is a reason to review the person, not an instruction to contact them automatically.
Start hereA new or due lead appears in the inbox and no teammate owns the follow-up yet.
Finished whenThe lead is claimed, deferred, hidden, or moved into client work, with the result and next reminder saved.
Open Lead Inbox and choose one person.
Use New or Follow-ups when you need a short list. Check whether someone else already owns the item.
Read the reason before opening contact details.
Review timing, plan, area, budget, message, and any uncertainty shown. Do not assume every field is complete or current.
Choose what is justified now.
Claim and contact when the context supports it, set a later reminder when timing is not right, or hide the item when it should not be worked.
Save the result and next reminder.
Use a short factual note. If the person becomes an active client, carry the context into the client record instead of starting again.
05 / Journey invitation
Invite the client only after the record is ready.
Journey is the client-facing plan. Internal notes and restricted documents do not belong in the client view.
Start hereThe client record, email, current stage, and visible next step have been reviewed.
Finished whenThe invitation went to the right person and they know to open Home after creating their account.
Open the correct client record.
Confirm the email address with the client before sending anything.
Review the visible plan.
Make sure the current stage, next action, responsibility, and requested items are accurate and written in plain language.
Choose Invite customer account.
Send the invitation through the client access area. Do not copy an invitation created for another person.
Tell the client what to expect.
They will create or connect their Journey account, open Home, and see the plan your team shared.
Invitation did not arrive?
Verify the address, ask the client to check spam or junk, and resend from the client access area. Create a fresh invitation if the old link expired.
06 / Tasks and documents
Ask for exactly what is needed.
Use a task when someone must do something. Use a document request when a specific file must be supplied or reviewed. Keep the two linked when the task cannot finish without the file.
Start hereA client step cannot continue until a named person acts or a specific file arrives.
Finished whenThe request says what is needed, why, who owns it, and what review state the file is in.
Document request
A request for a specific file or review. Explain why it is needed and who is waiting.
Client message
A client-visible update or question attached to the relevant work.
Internal note
Team-only context that should not appear in the client's Journey view.
Open the client and the matching step.
Create the work where it belongs so the client and the next teammate can understand the reason.
Name the action or file precisely.
Use a title such as “Upload pre-approval letter,” not “Send documents.” Add a due date only when it is real.
Choose the owner and visibility.
Confirm whether the client, a teammate, or an invited partner should act, and keep internal commentary in an internal note.
Review what arrives.
Move the request to the state that is true now. Explain what must change if the file is incomplete or belongs to another request.
Do not request secrets in a message.
Never ask a client to send a password or full account credential. Use the specific secure request supplied by the workspace for sensitive files.
07 / Partner invitation
Share the smallest useful view.
A partner invitation should contain only the task, request, document, message thread, or status item the partner needs to handle.
Start hereA lender, title professional, inspector, contractor, or other partner needs one defined part of the work.
Finished whenThe right individual can see and update only that work, and the invitation is closed when the request ends.
Open the relevant client work.
Start from the task or request, not from a broad client export.
Choose the partner role and scope.
Select only the work the partner needs. Review the access summary before sending.
Confirm the partner's email.
Send the secure invitation to the individual who will complete the work.
Close or remove access when the work ends.
Review the returned update, finish the request, and revoke access that is no longer needed.
Share the public partner guide so the invited person knows what the link will show.
08 / Daily habit
A simple rhythm keeps the workspace useful.
- Morning: open Today, review overdue work, and start with the highest-priority real action.
- After each conversation: record the outcome, update the stage when it truly changed, and assign the next step.
- Before signing out: make sure new client requests have an owner and no urgent item is left without a next action.
09 / Troubleshooting
When something looks wrong.
- A client is missing: clear filters, search the full name or email, then ask a manager to confirm workspace ownership.
- A button is missing: your role may not allow that action. Ask a team lead or brokerage manager to review your access.
- A change is not visible: refresh once and reopen the client. Avoid submitting the same action several times.
- You may have opened the wrong record: stop editing, preserve what you can, and notify a manager immediately.