Access Real Estate

Access Real Estate is a residential brokerage team (the team operates as The Dot Collection) with a growing roster of agents. Listings, transactions, marketing, and agent onboarding each had a process, but the process lived in checklists in Google Docs and in the heads of the people who had done it before. monday.com was already in use, with some boards, and Follow Up Boss handled leads and follow-up. There was no single workflow across the team, agents did not have a step-by-step path through a listing or a transaction, and leadership could not see which deals were at risk or which required data was missing without asking. During a growth phase, the risk was compliance errors and missed opportunities while the roster grew. The proposal set the target plainly, to guide agents through listings, transactions, marketing, and onboarding with zero ambiguity, and give leadership live dashboards that flag risks and missing data.

This was a monday.com CRM implementation with Make.com for the automation logic monday.com's own rules could not handle. We used to implement monday.com as a partner, and this is that work.

Discovery froze the requirements, audited the existing boards and marketing checklists, mapped data permissions by role, and set the KPIs the dashboards would carry. Design produced schemas for seven production boards, conditional forms with validation for data entry, and an automation matrix before anything was built.

The core is the property lifecycle. A centralized form captures new leads and listings, and status-driven stages carry a listing from potential to secured to on market, and securing a listing or taking it live triggers the marketing checklist automatically. A lifecycle board gives an overview of every active transaction, buyers and sellers, and an opportunities board handles day-to-day execution, with buyer-specific and seller-specific checklists created at the under-agreement stage and tied to the contract phases of in process, purchase and sale signed, financing, and ready to close. Automations move records between boards as deal status changes, so nobody re-keys a deal from one board to the next. A compliance tracker holds the contract-critical items (lead paint disclosure, final water reading, smoke certificate, 6D certificate) and shows what is missing, expired, or incomplete.

Commissions got their own board with role-based permissions. Sensitive fields such as split percentages are locked to finance and admin, and approvals and payout reviews run through the board rather than a spreadsheet. Agents see their own deals, deadlines, and pipeline through dashboards filtered to them, with mirrored columns so they see only their data. An onboarding tracker gives new agents and admin a shared view of forms submitted and accounts provisioned. Executives have their own dashboards, calendar views of inspection, commitment, and closing dates across every deal, and forecasting tied to contract milestones and commission values. Testing ran through scripted internal QA and client UAT on live listings, training was a recorded video library plus a live workshop, and go-live came with a period of daily monitoring.

Every listing and transaction follows the same steps, and the steps appear when the stage calls for them rather than when someone remembers. Leadership can open a dashboard and see missing data, compliance gaps, and where each deal sits on its timeline. Commission approvals happen in a controlled place with locked fields. Agents work from a view that shows only their own business. The proposal described the system as a foundational blueprint that could later be ported to Zoho Creator or a custom stack once transaction volume and return justified it, which is a fair description of what it is, the process written down and enforced on a platform the team already had. Phase 1 was completed in 2025.

Given the same problem now, we would build the blueprint we described in that proposal directly, as a system of Access Real Estate's own that holds listings, transactions, compliance items, commissions with multi-party splits, agent onboarding, and the calendar in one database, with the CRM and transaction tools connected natively and no per-seat licensing for agents, transaction coordinators, or an outside bookkeeper. The monday.com build enforces the process. A client-owned system removes the mirrored-column and permission workarounds and gives the team a commission and compliance record that is theirs to keep as the roster grows.