Allocations
Clients › Allocations. A purchase names a listing — "Wells Estate Phase 3, 2-bed apartments" — and pays on a plan. Which flat is theirs is decided later, by allocation. The desk has five piles:
- Ready. Purchases that have paid what the rule says (100% unless your workspace set otherwise) and have not been given a unit yet.
- Awaiting payment. Purchases still short of the rule, with how much is outstanding and when the next payment falls due.
- Awaiting approval. Allocations an officer has proposed.
- Allocated. Approved, letter issued, or acknowledged by the buyer.
- Revoked. Taken back, with the reason.
Across the top: Ready to allocate, Awaiting approval, Allocated and Exceptions.
Allocating. From a purchase on the Ready or Awaiting payment pile, say exactly what is being given — "Plot 14", "Block B · Flat 3", "House 7" — and whether it is a unit, a building or land, then Propose allocation. The payment position on that day is written onto the allocation: how much was paid, what percentage that is, what the rule was, and whether it was met. Then somebody at the approver's level approves it, the officer records that the allocation letter was issued, and later that the buyer acknowledged it.
One unit, once. A unit, building or plot of a listing can hold one live allocation. Proposing a second is refused until the first is revoked, which is the rule that stops two buyers being given one plot.
Exceptions. An allocation can be proposed below the rule, and approved with a written reason. Those allocations are counted on the desk as exceptions, with the reason on each, so the register of who was allocated early is a list rather than a memory. Your workspace can switch exceptions off.
Where else it shows. The purchase's own page lists its allocations. An allocation awaiting your approval is in My work. The Clients overview says how many purchases are ready to allocate.
The rule. Organisation › Rules & automation › Allocation: the percentage paid before allocation, the seat level that approves (level 3 unless changed), and whether exceptions are allowed.
Furnishing
Work › Furnishing. Every allocated unit's furnishing: waiting on the fee, ready to furnish, furnishing, furnished, with on hold and cancelled kept aside. Across the top: Being furnished, Ready, not started, Waiting on the furnishing fee and Furnished this month.
Starting one. Start furnishing takes an approved allocation without a furnishing yet, the furnishing project it goes on, the lead, the package and the budget. The workspace's stages are opened as tasks held by the lead on that project. By default they are site inspection and measurement, package agreed with the buyer, procurement, installation, snagging, and the walkthrough and sign-off. So each stage is in somebody's My work, can be handed to an installer or a contractor, and is done from the phone like any other task.
The fee. A unit waits until the payment on its purchase called "Furnishing fee" (or whatever your workspace calls it) is settled. The day that payment is recorded, the unit moves to Ready. A manager at the approver's level can waive the fee, with a reason.
Evidence per stage. Each stage says how many pieces of evidence it needs — photographs or files on the stage's task, or a record of the workspace linked as proof — and whether a manager must approve it. A stage does not close short of that, from this screen or from the task itself, and the screen says exactly what is missing. The current stage's evidence is listed on the unit's panel, with the task one tap away for photographs.
Three views. An estate furnishes several phases at once:
- Board is every unit by status.
- By project is one card per furnishing project, with how many of its units are waiting, ready, being furnished and furnished, and its units underneath.
- List is every unit in a table.
Filter any of them by project, status, stage, lead, contractor or a search. A furnishing project's own page has a Units tab with the same rows.
The rule. Organisation › Rules & automation › Furnishing: the fee's label, whether a unit waits on it, who approves, and the stages themselves — their names, how much evidence each needs, and which need approval.
Project kinds
In a real estate workspace, Add project first asks what sort of project it is, and each kind asks for what it needs. The pack's own kinds come first:
- Development. An estate or building under construction: the site address, area, land size, title, building approval, what is being built, units planned, the main contractor and consultants, the listings it builds, and a weighted schedule of work.
- Furnishing programme. The board a set of units' furnishing stages go on, with its standard package.
Then the kinds every workspace has: Client delivery, Internal initiative and Other project. See Projects.
A development's plan starts from ten weighted stages, from land and title (5%) through foundation (15%), superstructure (25%) and finishing (15%) to handover (3%). They are typical shares of a low-rise build and a draft for your quantity surveyor to change. Spread across the dates lays them end to end across the project's dates in proportion to their weight.
Which tabs a project page carries follows its kind:
- a development has Schedule, Site reports and Materials;
- a furnishing programme has Units and Materials;
- a project from before kinds existed keeps Schedule and Site reports.
Site reports and the schedule of work
A project's Schedule tab. The schedule of work is the project's milestones, each with a weight (its share of the whole), a planned start and its finish. Each row shows where the milestone stands as of the last site report, and where its dates say it should stand today: on track, ahead, or behind (more than ten points either way). Project progress at the top is the weighted sum. A manager sets weights and planned starts; nobody types a percentage.
A site report. The site lead files one a day, from the project or with File a report on Work › Site reports: the date and weather, how many were on site, what was done, where each open milestone now stands (a slider per milestone, starting where the last report left it), issues, materials, and photographs from the phone. Filing the report writes those percentages onto the milestones, so the schedule moves the moment the report lands and the report keeps what it said.
Review. The project's lead marks each report reviewed, with a note if they like; the author is told. Unreviewed reports are marked To review.
Work › Site reports. The office's view: every live site, how far its schedule has come, how many milestones are behind, when it last reported, and the reports of the last thirty days. Across the top: the sites that were quiet on the last working day, reports in 30 days, milestones behind and live sites. A site that has reported before and filed nothing for the last working day is quiet, and its project's lead gets a row in My work the next morning.
Where else it shows. The Work overview counts the week's reports and the sites that went quiet. The project's lead is told when a report lands.
The store room
Work › Store room. One list of materials for the whole company, a store for each site, and a ledger of everything that goes in and out. Its tabs are Stock, Requisitions, Ledger, Catalogue and Stores. Across the top: Stock value, Below reorder level, Awaiting delivery and Requisitions to decide.
A material is named once, with the unit it is counted in: "Cement (42.5R), bag", "Reinforcement rod 12mm, length", "Sharp sand, trip". Every project uses that name, so cement on Wells Phase 3 and cement on Bristol Court are the same line and add up. Add the usual site list fills an empty catalogue with the materials a Lagos site commonly buys; change or retire any of it.
Stores. Each development has one site store, opened the first time anything is received there, and kept by the project's lead unless a storekeeper is named. A central yard serves every site.
Nothing is typed as a balance. What is in a store is the sum of what has moved:
- Received. A delivery counted in against the waybill: how much actually arrived, what it cost, and the waybill or GRN number. Against an order, it is matched to the order's line, which then reads awaiting, part delivered, delivered or over-delivered. Short or damaged? Record what arrived and say what was short; the order stays open for the rest.
- Issued. Materials going to the work, to a project and optionally a stage of its schedule, and signed for by a gang or subcontractor. Nothing can be issued that is not in the store.
- Returned. Unused materials coming back from the work.
- Transferred. From one store to another, recorded once and shown on both.
- Counted. A manager says what is physically there, and the difference from the ledger is recorded with its reason: a stock count, damage, theft or loss, wastage, expiry or a correction.
Asking for materials. A site asks on a requisition (MR-0001, MR-0002…) with Request materials: which materials, how much, for which stage and by when. The project's lead approves or declines it, with a reason. A manager then orders it: chooses the supplier, confirms the rates, and the order goes to Finance › Payables as a request for that amount, through the workspace's usual approvals. Money is approved and paid in Payables; the goods are counted in the store room. Payables shows what has been delivered against each order, so a balance is not paid for goods that never arrived. See Procurement.
A project's Materials tab. The bill of quantities, reconciled. A manager enters the quantity surveyor's take-off: each material, how much, at what rate, with how much wastage is allowed on top, for the whole project or a stage. Each line then shows what was planned, ordered, received into the site store, used by the work (issued, less returns), and what is on site now. A line is flagged when use is near the plan, when it has run past the allowance, or when a material was used that the bill never planned.
Where else it shows. The Work overview says how many requisitions are waiting for a decision, how many orders are awaiting delivery, and how many lines are below their reorder level. A requisition waiting on the project's lead, and an approved one waiting to be ordered, are rows in My work.
Showing another pack
These screens belong to the real estate pack, and Rople's own workspace is not on it, so they are not in its sidebar day to day. To demonstrate them, use the Demo pack switch in the top bar and choose Real estate. The workspace then reads as a real estate workspace: Allocations, Furnishing, Site reports and the Store room in the sidebar, the Development and Furnishing programme project kinds, and their tabs. Choose the pack marked "(ours)" to go back; the switch also lapses after a week.
It changes only what this browser shows. No other workspace has the switch, and nothing about the workspace's records changes.
Who does what
- A client accounts officer works the Allocations desk for their own purchases: proposes, issues the letter, records the acknowledgement.
- A head of sales or operations (level 3 by default) approves and revokes allocations, waives a furnishing fee, approves stages, and sets the rules.
- A furnishing lead or installer has each stage as a task in My work, photographs it, and closes it when it is proved.
- A site lead files the day's report from the phone.
- A project lead reviews reports, plans the schedule's weights, approves requisitions, and is told when a site goes quiet.
- A storekeeper receives deliveries against the waybill, issues to the gangs, records returns and transfers, and is the one a count is reconciled against.
- A site engineer asks for materials on a requisition and sees, on the project's Materials tab, what is left of the bill.
- A quantity surveyor or manager enters the bill of quantities, counts the stores, and orders approved requisitions through Payables.
- The managing director reads the Clients and Work overviews: purchases ready to allocate, allocations awaiting approval, exceptions, units being furnished, sites that went quiet, milestones behind their dates, and the materials running past their allowance.
How it connects
- Purchases and their payments are in Clients and accounts; a payment recorded there is what makes a purchase ready to allocate and a unit ready to furnish.
- Listings are in Offerings, called Inventory here.
- Furnishing stages, schedules and site reports live on Projects.
- Orders for materials are paid through Finance › Payables (Procurement).
- Approvals, stages to do and quiet sites arrive in My work.