Overview
If you have been invited to a RealNex Vault deal room as a client team member, this article is for you. Client team members sit at access level L5 and represent the seller side or the client side of a transaction. Use this article to sign in, find the deal room, see what you have access to, and contribute documents or comments where allowed.
What L5 client team access lets you do:
- See every document published to the deal room at access levels L0 through L5.
- Upload documents to the Internal Workspace if your role is Contributor (Internal) or Contributor (External). L7 admin approval is required to publish.
- Submit and follow up on questions for the deal team via the Q&A tab.
Prerequisites
- An invitation email from a RealNex Vault deal room admin. The email contains your access link and the name of the deal room.
- Your RealNex sign-in credentials. If you do not have a RealNex account yet, you can create one when accepting the invitation.
- A modern browser (Chrome, Edge, Safari, or Firefox). RealNex Vault works in any browser, any device, including iPad.
Sign into your deal room
Step 1: Open the invitation email
Find the email from RealNex Vault in your inbox. The email is sent by the admin who invited you and identifies the deal room by name. Click the Open Deal Room button (or the link in the email) to start.
Step 2: Sign in or create your account
If you already have a RealNex account, sign in with the same email and password you use for the platform. If you do not, follow the on-screen prompts to create your account. Use the same email address the invitation was sent to.
Step 3: Sign the NDA if required
If the deal room requires NDA acceptance, you will see the NDA wall before you can view any document. Read the NDA and complete the acceptance step (acknowledgement or digital signature, depending on the deal). RealNex Vault records your acceptance and emails the deal admin a copy.
Step 4: Land inside the deal room
After sign-in (and NDA, if required), RealNex Vault drops you on the deal room Overview tab. From here, every action is no more than three clicks away in the navigation.
Get oriented
After sign-in, the deal room navigation surfaces these tabs across the top of the page.
The Overview tab
The Overview tab shows the deal room name, property address, key dates, and any description the admin has added. Land here first for the read on what the deal room is.
The Documents tab
Click the Documents tab to see the folder tree. As an L5 client team member, you see every folder and document at access levels L0 through L5. Click any document to open it inline.
The Members tab
Click the Members tab to see the broker team and client team members on the deal.
The Calendar tab
Click the Calendar tab to see milestones and key dates the deal team has set on the room.
The Q&A tab
Click the Q&A tab to ask the deal team a question or follow up on one you have already submitted. Q&A is the deal room's message channel: it is how you raise points, request clarification, or attach a document for the broker team to review. Questions you post are routed to the broker team for response.
The Notifications tab
Click the Notifications tab to see updates on the deal room: new documents published at your access level, answers to questions you have posted, and any access changes.
Contribute documents and ask questions
Step 5: Upload to the Internal Workspace (Contributor roles only)
Your role on the client team is one of three:
- Contributor (Internal): can upload and edit documents.
- Contributor (External): can upload documents but with limited visibility on the deal room overall.
- Viewer (Read Only): read-only access to view documents. Cannot upload.
If your role is Contributor (Internal) or Contributor (External), click the Documents tab and then Upload. Select your file. The file lands in the Client Team sub-folder of the Internal Workspace and is staged for admin review.
Note: Files you upload are not visible to participants until a deal room admin approves and publishes them. This is by design. The deal room admin controls what reaches participants.
Step 6: Ask the deal team a question via Q&A
Open the Q&A tab and click Ask Question. Type the question, pick a category if appropriate, and attach a document if it helps. Submit. The broker team is notified and routes the question to whoever can answer. You will be notified when the question is answered.
Q&A is the deal room's structured message channel. Use it instead of email so the deal team has a single record of every back-and-forth on the deal.
What you can and cannot do as a Client Team Member
What a client team member can do
- View every document at L0 through L5.
- Upload documents to the Internal Workspace (Contributor roles).
- Submit and follow up on questions in the Q&A tab.
- See milestones and key dates on the Calendar tab.
- See broker team and client team members on the Members tab.
What client team member cannot do
- See active participants (L0 through L4) or per-participant identities.
- View deal room engagement analytics. Engagement signal is admin-only.
- Invite participants. Only the broker team can invite participants.
- Move documents from the Internal Workspace to the participant-facing folders. Only admins can publish.
Additional Options
Working from an iPad or phone
RealNex Vault works in any browser, any device, including iPad. Visit vault.realnex.com on your device and sign in. The interface adapts to the screen. For document review and engagement reads, an iPad is more than enough. For document upload, a laptop or desktop is recommended.
Tips and Best Practices
- Sign in from the invitation email the first time. The link routes you straight into the deal room and the NDA wall if required, rather than the generic dashboard.
- Bookmark RealNex Vault. Once you have signed in, bookmark RealNex Vault so you can return to it without searching the email or entering the URL each time.
- Use Q&A instead of email. The Q&A tab puts the conversation in the deal room with the deal team, creates a single record the admin can audit, and ensures the right person is routed and notified.