Setting up your workspace

A routing workspace needs four things before the first lead can route: a lead type with its required fields, a buyer with a working delivery method, a published tier that points at that buyer, and a live source. The dashboard shows a "Still left to set up" card until the required ones are done. The steps below are in the order that avoids doing anything twice.

1. Name the workspace and set the timezone (Settings, General)

   Confirm the workspace name and pick your timezone. Open the page

   Why: Every timestamp in the app and every report day boundary uses this timezone; changing it later shifts historical reports.

2. Review the fields and mark the required ones (Settings, Lead Types and Fields)

   Open your lead type, check the seeded fields, mark required the ones a lead must carry, and mark sensitive anything like income or a licence number. Open the page

   Why: Required fields are your completeness rule: a lead with them routes, a lead without them waits in Falloff. Sensitive fields are encrypted before they are stored.

3. Set the falloff window (Settings, Falloff and Partials)

   Confirm how long a partial may wait for its remaining fields (fifteen minutes by default) and whether partials are accepted at all. Open the page

   Why: Progressive forms post page by page; the window is how long the second page may take before the lead is handed to a human.

4. Add the first buyer and a delivery method (Buyers, New buyer)

   Create the buyer, add an ADF or HTML email delivery method with the recipient address, set the return window and reason list, and send the test email. Open the page

   Why: Nothing can route until there is somewhere to send it. The test shows you exactly what the dealer receives.

5. Pick the email template (Settings, Email, Templates)

   Start from a layout, insert your fields as placeholders, set the subject, then assign the template to a tier. Set your logo under Brand first so the logo placeholder renders. Open the page

   Why: This is the branded email the buyer opens. A tier with no template sends the plain default layout. A misspelled placeholder renders blank, so check the preview.

6. Build and publish the first tier (Settings, Tier Ladder)

   Create a tier with a real rule, a price per lead, and the buyer. Do not save the default rule as it stands: it matches every complete lead. Use Test a lead with a realistic sample before you save. Open the page

   Why: First match from the top wins. Saving publishes; the version is kept forever and every lead records the version that placed it.

7. Create a source and send a test lead (Settings, Sources)

   Create an API source (copy the key now, it is shown once), or open the hosted form. Send a test lead through every path of your form, match the received fields, then confirm the mapping to go live. Open the page

   Why: A source starts in testing: its leads are held as tests and never delivered or billed. Confirming the mapping is what makes it live.

8. Watch the first real lead (Leads)

   Open the Leads page, watch the lead tier and deliver, and open the Catchall and Falloff views to see where the misses wait. Open the page

   Why: This page is where you live day to day; the two holding views are where a human is needed.

9. Turn on the alerts you want by email (Settings, Notification Preferences)

   Leave delivery failures and bounces on; switch off anything you only want in the in-app inbox. Open the page

   Why: A bounce is the only out-of-app signal that a buyer is not receiving leads.

10. Verify your sending domain (optional) (Settings, Email, Sending Domain)

    Add your domain and the records it asks for. Open the page

    Why: Until it verifies, buyer and lead emails send from routedeck.ca instead of your domain.

11. Invite the team (optional) (Settings, Team)

    Invite Owners, Admins, or CRM Agents. Roles are fixed at invite time; an agent can be limited to the Falloff or Catchall queue. Open the page

    Why: Agents see the CRM only. Admins can edit routing, buyers and imports but not settings or people.

12. Import your history with routing off (Settings, Lead Imports)

    Upload your book as CSV or Excel, map the columns, and leave "Route these leads to buyers now" off. Open the page

    Why: Historical leads land in Catchall and Falloff as workable CRM records; nothing is re-delivered or billed. Map the Sold to Client column if you want to link past sales to buyers afterwards.

1. Name the workspace, timezone, logo (Settings, General and Brand)

   Confirm the name and timezone, then upload your logo under Brand. Open the page

   Why: Your logo prints on every report, document and hosted page your clients see.

2. Set your pipeline stages (Settings, CRM, Stages)

   Pick a stage template or rename the seeded stages; mark the terminal ones. Open the page

   Why: Stages are your board columns and your funnel report. Terminal stages count as done.

3. Publish a way in (Settings, Hosted Forms)

   Open Hosted Forms, edit the default form, copy its link, or add contacts by hand from the CRM. Open the page

   Why: The same form feeds the queue and the board and records consent on every submission.

4. Fill in your profile (Settings, Your Profile)

   Display name, title, phone, contact email and a headshot. Open the page

   Why: These print on the documents you send; your sign-in address never does.

5. Real estate: listings, saved searches, the valuation page (Settings, CRM, MLS Feed and Home Valuation Page)

   Connect your board feed (or the sample feed to try it), then share the valuation page link. Open the page

   Why: Listings match saved searches automatically; the valuation page turns a curious seller into a consented lead enrolled in a monthly market report.

6. Switch on a sequence (CRM, Sequences)

   Publish one follow-up sequence and enrol new contacts. Open the page

   Why: Follow-up runs while you are out; a reply or an opt-out stops it before the next send.

7. Alerts, sending domain, team (Settings)

   Choose your email alerts, verify your sending domain, invite an agent. Open the page

   Why: Replies and due tasks reach you; mail carries your domain; agents see only their work.

8. Import your clients and their history (Settings, Lead Imports)

   Two files: client records first, then notes and follow-ups matched by email or phone. Open the page

   Why: Your existing book, with notes and open follow-ups, is on the board on day one.

Ask from inside your workspace and we will do it; these are not on any settings page:

• Changing your workspace address (the part before .routedeck.ca).
• Switching a workspace between the routing product and the CRM product, or changing its CRM tier.
• Changing a teammate’s role after they were invited, or removing an Owner or Admin. You can revoke a CRM Agent yourself.
• Changing the vertical a lead type was created with.
• Editing the system emails RouteDeck sends on your behalf (invitations, sign-in codes).