Overview
Most brokers run sell-side deals across a Dropbox folder and multiple email threads. That means it’s hard to hold control over what each bidder sees, no visibility into who is actually reading what documents, and real compliance exposure on every confidential document.
RealNex Vault is the deal room built specifically for commercial real estate. Stand up a deal room in minutes, control what each participant sees at every stage, and read engagement signal that tells you who is actually serious about your deal.
Use RealNex Vault to:
- Stand up a deal room in under five minutes using the 3-step wizard.
- Gate sensitive documents by bidder stage (Marketing, Due Diligence, Short-List, Finalist).
- Capture NDA acceptance before any document is visible.
- Watermark every document with the viewer's identity, deal room context, or a custom message on every page.
- See documents viewed, time in the room, last login, and an engagement score per participant.
Prerequisites
Before signing into RealNex Vault, you need:
- An active RealNex MarketEdge or RealNex Navigator subscription (RealNex Vault is included). Non-MarketEdge or -Navigator users can upgrade to MarketEdge or Navigator to access RealNex Vault.
- Your standard RealNex sign-in credentials. RealNex Vault uses the same single sign-on as the rest of the RealNex platform.
- A modern browser (Chrome, Edge, Safari, or Firefox). RealNex Vault works in any browser, any device, including iPad.
Before your first deal room
Have the following ready when you sit down to stand up your first deal room. None of these are required to sign in, but having them on hand keeps the 3-step wizard moving:
- CRM Contact Group exported as a spreadsheet to seed your RealNex Vault address book for invitations.
- Investor NDA template as a PDF. Optional but recommended. Pre-loading an NDA template streamlines deal room creation.
- Sample Offering Memorandum as a PDF.
- Sample deal documents to upload during the document load step. Any PDF, Word, Excel, PowerPoint, or image file works.
Sign in to RealNex Vault
Step 1: Open the RealNex Vault sign-in page
In your browser, go to vault.realnex.com. RealNex Vault opens to the RealNex login screen.
Note: If you reach RealNex Vault from a deal room invitation email, click the link in the email and sign in there. You will land directly inside the deal room you were invited to.
Step 2: Enter your RealNex credentials
Sign in with the same email address and password as you would when logging into RealNex.
Step 3: Land on your RealNex Vault Dashboard
After signing in, RealNex Vault opens to your Dashboard. From here, every other action in the product is no more than three clicks away.
Get oriented to the Dashboard
The Dashboard is the home base for every deal room you run. Three areas matter from day one.
The left sidebar
The sidebar is your primary navigation. From top to bottom:
- Dashboard: home view with the Action Queue, Quick Actions, and a Deal Room Pipeline overview.
- Deal Rooms: the full list of deal rooms you own or have access to.
- Contacts: the RealNex Vault contact list used for invitations.
- Documents: a cross-deal room file browser.
- Deal Calendar: a unified milestone view across deals.
- Q&A Hub: a central location to view and answer questions submitted across your deal rooms
- Analytics: firm-wide engagement reads across every active deal you have access to.
Quick Actions and Action Queue
Quick Actions sit in the top-right corner of the Dashboard and is where you create a new deal room. Click the orange Create Deal Room button to launch the 3-step wizard.
The Action Queue surfaces items that need your attention, such as pending access requests and documents waiting for admin review.
Highlight widgets
The Rooms You Manage widget counts your deal rooms and also summarizes where your Storage consumption sits across them all.
The Milestones and Activity Feed widgets give you the at-a-glance read on which milestones are coming up and which deals have member activity. Engagement widgets are refreshed on page load.
The RealNex Vault deal room workflow
Every RealNex Vault deal room moves through three stages: Create, Build, and Publish. The articles linked below cover each stage so you can pick up where you are in the deal.
Stage 1: Create the Deal Room
Stand up the deal room itself with the 3-step wizard. Pick the deal type, enter property details, and configure the NDA workflow and watermarking defaults. The deal room lands in Build mode at the end of this stage, invisible to participants.
Stage 2: Build the Deal Room
With the room in Build mode, add your broker and client team, upload offering documents to the Internal Workspace, and approve them through the admin review queue. Build is private to the deal and client team. No participants can see anything during this stage.
- See Inviting deal room members and using access tiers
- See Document upload and the Internal Workspace publish flow for loading and approving documents
Stage 3: Publish the Deal Room
Invite participants at their access tier, then publish the deal room. Publishing flips the room from Build to Live, dispatches queued invitations, and activates the share link. From this moment, every participant action is recorded in engagement analytics.
- See Inviting deal room members and using access tiers
- See Build vs Live states for the publish action itself
Other situations
- Invited to a deal room as a participant: see Getting started for Participants
- Invited to a deal room as a client team member: see Getting started for Client Team Members
Tips and Best Practices
- Bookmark RealNex Vault (vault.realnex.com). RealNex Vault is your day-of workspace for any deal in progress.
- Run on the device that fits the moment. Access deal rooms from any browser, any device, including iPad. Use a laptop for setup and document upload; an iPad is enough to read engagement signal between meetings.
- Build the deal room before you publish it. Every new deal room starts in Build mode (invisible to participants) until you publish it on purpose. Configure fully, then publish in one deliberate action.