WORKFLOW EXAMPLE / OWNER HANDOVER
One handover.
Nothing left unassigned.
A practical example of how sales, closing and residential teams can keep the same record from transaction confirmation to an owner’s first month.
Fictional workflow example. Roles, timing and acceptance checks are agreed for each client; this page does not run an automation.
| Stage | Responsible role | Record & next action |
|---|---|---|
| 1. Confirm readiness | Closing lead | Confirm required transaction approvals; record outstanding dependencies. An estimated closing date is not authorization. |
| 2. Prepare the home record | Developer handover lead | Keys, equipment, warranties and defects are recorded. Every open item has an owner and next update. |
| 3. Introduce owner services | Residential coordinator | Receive authorized confirmation, issue the account invitation and provide the current owner guide. |
| 4. Confirm access | Owner services & security | Review household details and confirm credentials separately from form receipt. |
| 5. Close the loop | Assigned service lead | Check completion evidence and update the owner. Delays are flagged to the manager with a revised next update. |
What happens when something is missing?
The record remains open, with the missing item assigned to a named role. The responsible lead confirms the next update; the owner is not asked to coordinate the teams.
What a scoped project can include
One process map, a shared record template, approved email language, a responsibility checklist and a short recorded walkthrough. Client tools and permissions are confirmed before any reminders or status automation are connected.
Acceptance checks include an incomplete handover, a delayed item, an access exception and a completed case. Delivery time, revision allowance and ongoing maintenance are agreed in the proposal.