Checklist · Estate operations
Estate operations readiness checklist
A role-by-role checklist for preparing estate, plot, client, approval, and Tenant Finance records before a controlled rollout.
- Category
- Estate operations
- Best for
- Operations leads, administrators, surveyors, and finance leads
- Reading time
- 5 min read
- Content review
Scope of this guidance
This is an operational readiness guide. It does not validate legal title, certify survey work, reconcile accounts, or approve a migration on its own.
Step 1 of 4
Assign record and decision owners
Begin with the people who can explain each source record and authorize a correction. A spreadsheet owner, a survey source owner, and a finance reviewer may be different people. Record that distinction before anyone edits or imports data.
- List every source used for estates, plots, clients, allocations, payments, refunds, and approvals.
- Name the role that can confirm each source and the role that can approve a correction.
- Place conflicting or ownerless records in an exception list instead of choosing a convenient value.
Step 2 of 4
Prepare the estate and plot register
Give each estate and plot a stable identifier that staff can match across maps, allocation records, and finance work. Keep operational plot state separate from holds and approval state so a held plot is not silently presented as available.
- Confirm estate name, location, source boundary, coordinate datum, UTM zone, and the person responsible for survey questions.
- Reconcile plot numbers and current states: Available, Reserved, Allocated, Sold, or Pending approval.
- Record holds, missing geometry, duplicate numbers, and unresolved boundary conflicts as named exceptions.
Step 3 of 4
Prepare client and Tenant Finance records
A client name alone is not enough to connect land and money records. Link each active allocation episode to the intended client and plot, then keep payment and refund references with their business dates and amounts.
- Normalize client names, email addresses, and phone numbers, then review possible duplicates rather than deleting them automatically.
- Match each reservation or allocation to the client, plot, estate, effective date, and known reference.
- Separate Tenant Finance records for land-sale payments from Pole subscription administration in Platform Billing.
Step 4 of 4
Plan a controlled rollout
Test the operating model with a small synthetic or approved sample before a broad migration. The test should include a normal record, a rejected or conflicted record, and a recovery path so the team sees more than the happy path.
- Confirm who can submit, approve, correct, merge, record finance activity, and inspect audit evidence.
- Reconcile source counts with imported counts and explain every skipped or quarantined record.
- Define who can pause the rollout and how staff will continue safely if a required record is unavailable.
Final checks
Confirm these points before treating the workflow review as complete.
- Every source has a named owner and review status.
- Estate, plot, client, allocation, and finance identifiers can be matched without relying on names alone.
- Unresolved records remain visible as exceptions with an owner and next action.
- The rollout test covers approved, rejected, conflicted, and unavailable states that apply.
Continue the review
Continue evaluating this workflow
Review the related Pole workflow, then request organization access when your organization is ready to begin the application. Access is reviewed by Platform and is not created immediately.