Decide where each record is maintained
Before connecting systems, establish which one owns each piece of information. Suite identity and capacity might be maintained in a workspace platform, while client qualification and sales activity live in the CRM. Viewings may also involve a calendar.
A shared agent workspace should bring the relevant information together with clear responsibility for updates. Without that ownership, two screens can show different prices or statuses and leave the team unsure which one to trust.
Start with an approved stock view
Define the information agents should see: approved suites, capacity, floor area, a labelled monthly rate and availability context. Keep internal margin assumptions, confidential occupier records and private negotiation notes outside that shared stock view.
When automatic updates are introduced, show when the data last refreshed and whether a connection needs attention. A failed sync should not make old availability look newly confirmed. Operators also need a process for correcting records at the source.
Connect referrals with the commercial record
An agent introduction should link to an identifiable client requirement and an operator-specific opportunity. Record the acknowledgement and commercial outcome, then define which updates should be shared with the referring agent.
Think through duplicates before automating creation of new records. The operator may already have a contact or open enquiry. A review step can help the team link the introduction correctly instead of creating another disconnected version of the same client.
Keep access narrower than the CRM
Share the information needed to progress the referral rather than exposing every field that exists internally. The referring agent needs its own appointments, proposals and shared updates; it does not need another agent’s client list or the operator’s private comments.
Decide which updates should travel in each direction. Agents might propose a viewing or add a requirement, while the operator confirms appointments and commercial status. Defined responsibilities make the intended workflow easier to explain and test.
What flexd plans to connect
The flexd roadmap includes connections with HubSpot for referral and deal activity, OfficeRnD for approved office stock, and Microsoft 365 for viewing coordination through calendars and email. These are planned connections, not live integrations.
The current platform demo uses fictional demonstration availability at Ashford House and browser-local referral examples. The next implementation work needs to confirm permissions, field mapping, refresh behaviour and the supported scope of each connection before an automated workflow can be relied on.