Welcome to OPERATOR. This checklist is designed to guide you through your initial setup and help you establish efficient, scalable workflows that streamline operations and build buyer trust. Follow these steps to optimize the homebuyer journey from contract to close.
Initial Setup
Establish a solid foundation by configuring your OPERATOR account and preparing your team for collaborative success.
Log in to OPERATOR
Access your dedicated OPERATOR login URL and sign in with your administrative credentials.
Bookmark the OPERATOR dashboard for easy future access.
Complete Profile & Notification Settings
Navigate to your profile settings to upload a profile photo and update contact information.
Configure email and push notification preferences to receive timely updates from buyers and team members.
Why it matters: Proper notification settings ensure immediate awareness of critical messages and help maintain seamless communication.
Invite Internal Team Members
Go to the People section to invite Sales Agents, Construction Managers, and other stakeholders.
Assign user roles and permissions in line with each team member's responsibilities to ensure secure, streamlined workflows.
Why it matters: A unified team within OPERATOR increases accountability, transparency, and operational efficiency.
Setup: Establishing Foundations
Organize your communities, properties, and assets for accurate management and a unified digital experience.
Create Your First Community or Property
Use the Communities tab to set up your first development, including name, address, and description.
Add individual homes or lots as properties within the community using the Homes tab.
Why it matters: Structured setup in OPERATOR unlocks downstream efficiencies in property tracking and sales.
Add Floor Plans
Upload and manage floor plans in the Plans section.
Ensure each plan includes key details (square footage, room counts, media/virtual tours).
Associate plans with specific communities, making them available for new property creation.
Why it matters: Accurate plan data simplifies property setup and enhances buyer visibility into available options.
Configure Utility Providers
In the Utilities section, create your master list of providers (gas, electric, water, HOA, etc.).
Link relevant utility providers to each community to auto-populate property details.
Why it matters: Pre-populated utility info streamlines onboarding for buyers and reduces administrative overhead.
Upload Initial Documents
Build your digital document library in the OPERATOR system (e.g., warranty manuals, HOA docs, welcome packets).
Attach documents at the community or property level as appropriate.
Why it matters: Centralized documents offer buyers clarity and reinforce your professionalism and transparency.
Buyers: Engaging with Clients
Leverage OPERATOR's buyer portal to deliver a transparent, supportive, and modern customer experience.
Invite Buyers to OPERATOR
For a home under contract, use the Add Buyer feature to send invitation emails granting access to the buyer portal.
Why it matters: Giving buyers digital access empowers them to engage and remain informed throughout their journey.
Verify Buyer Portal Access
Confirm buyer activation by checking the "Last Active" status in the People tab.
Offer support with an initial walkthrough to help buyers get comfortable using the portal.
Send the First Update
Use OPERATOR’s Communicate tools to post a welcome message, sharing construction status or next steps.
Attach a relevant image, such as a lot photo or community rendering.
Why it matters: Proactive updates set expectations, inspire confidence, and minimize questions or concern.
Ongoing: Maintaining Progress
Keep every project on track and ensure buyers and stakeholders are always informed.
Complete & Update Milestones
Track construction progress with OPERATOR’s milestone tools (e.g., Foundation Complete, Framing, Inspections).
Mark milestones as they are reached and trigger automatic notifications to buyers.
Why it matters: Real-time visibility into progress increases buyer trust and reduces support requests.
Communicate via OPERATOR
Use internal notes for private team discussions and public updates to keep buyers informed.
Maintain a digital audit trail to centralize communications and support accountability.
Monitor Project Progress
Review dashboards and activity feeds to track project status, identify bottlenecks, and proactively address potential delays.
Upload Updated Documents
Continuously add relevant documents (e.g., change orders, inspection reports, warranty info) to community or property profiles.
Why it matters: Up-to-date resources ensure smooth closings and support long-term buyer satisfaction.