Organizations and people

Each instruction belongs to an organization, an owner and a counterparty. That gives a reviewer a clear answer to who requested the work, who is affected and who must resolve an exception. The organization also carries its time zone and currency. Set these before the first operating cycle so dates and amounts are interpreted consistently.

Counterparties cover property managers, tenants, lenders and service providers. The record holds their contact, address and eligibility note. For a service provider instruction, the Operations Analyst should read that note before asking for review. An active flag helps keep the working directory focused on counterparties available for new work.

• Organization ownership. Instructions, counterparties, statements and team members each name the operating organization that owns their work.
• Named people. Team members link to user accounts and carry their working time zone and role name, while an instruction points to its owner.
• Eligibility context. The counterparty record keeps the contact details and eligibility note alongside the organization; the instruction links directly to that record.

Decide how organizations are separated, which currency each uses and which team member owns each instruction. Agree who maintains the counterparty eligibility note and what makes a counterparty active. This is operational reference information: a reviewer still checks the actual instruction and mandate before authorizing provider work.

Link team members to their user accounts before rehearsing access. Confirm that an Operations Analyst can prepare records only in the organization they serve, and that an Independent Reviewer can see the same organization’s instruction and supporting attachments. The Admin should maintain identity and reference records while ordinary staff work through their assigned responsibilities.

Take a property operation for one organization and name the property manager as counterparty. The Operations Analyst confirms the active organization, reads the counterparty’s eligibility note, attaches the supporting document and assigns the instruction to a team member. The Independent Reviewer then checks the organization, counterparty, amount and instrument against the mandate. If the reviewer returns the instruction, the owner knows exactly which counterparty and revision need correction.

Now test a second organization with a similarly named counterparty. The two records must remain distinguishable by organization and code. Do not infer that a contact in one organization grants authority in the other. This matters when an operations team supports several property portfolios with similar provider names.

• Counterparty directory — Active contacts and eligibility notes for the organization the team serves.
• My instructions — The owner’s requests awaiting preparation, review or provider outcome.
• Instruction review inbox — Requests for the independent reviewer to check before authorization.

Prepare and review an instruction and set up the first cycle.