Set up your first workflow

REX-OPS connects the records that different teams need to work together: projects and units, customers and partners, deals, documents and payments. A useful first setup gives each record an owner and makes the next action clear.

Before you begin

Choose one project or a representative part of your operation for the first rollout. Include sales, operations and the person responsible for the data. Bring your current unit list, open opportunities and a description of how a reservation becomes a completed transaction.

• Identify the person who can approve changes to prices and availability.
• List internal users and external partners separately.
• Identify the system that currently holds the authoritative record for each data type.
• Agree which modules and workflows are included in the first release of your workspace.

Prepare a usable starting dataset

Keep a stable project and unit reference on every inventory record. Review duplicate customers, inconsistent phone formats, missing owners and outdated availability before import. Include open deals that still need work; keep historical records distinguishable from the active pipeline.

Retain an untouched copy of the original files. It provides a reference when you reconcile imported totals, resolve a field mapping or investigate a missing record. Your implementation contact can agree the import format and mapping for your workspace.

Agree the operating rules

Define the meaning of each deal stage and the evidence needed to move forward. Decide who can reserve a unit, change a price, invite a partner or record a payment. These decisions make the platform reflect the way your business is governed.

1. Map the path from an incoming enquiry to an assigned owner.
2. Connect the deal to the correct project and unit.
3. Identify the document and payment checks before completion.
4. Assign responsibility for buyer communication and post-sale work.

Test one complete journey

Review a representative record through the agreed workflow with the responsible team. Confirm that owners can see the necessary information and that partner or buyer access is limited to its intended purpose. Check the result in the receiving team, not only in the team that made the change.

Establish the daily routine

Agree when teams review unassigned enquiries, stalled deals, availability changes and overdue actions. Nominate a workspace owner for questions about access and configuration. Record recurring issues so the team can improve the process without creating parallel spreadsheets.

Continue with inventory preparation, roles and access and the implementation approach.