Summary

Learn how to use the multi-office module to switch between linked accounts, search and access records across offices, market listings to contacts and buyers, and send email and SMS campaigns using multi-office filters.

This article covers:

About the multi-office module
Before you begin
Switch between linked accounts
Search and access properties across offices
Search and access contacts across offices
Market properties to contacts using Match Properties
Market listings to buyers using Buyer Match
Send cross-office email campaigns
Send cross-office SMS campaigns

About the multi‑office module

The Multi-Office module links two or more Vault accounts that have a business relationship, allowing you to work across connected offices.

With Multi-Office enabled, you can:

Search properties and contacts across linked offices
Access records from other offices within your multi-office group
Match properties and buyers across offices
Send email and SMS campaigns to contacts across linked offices

If your profile is linked through Super User access, Vault can automatically switch you to the appropriate account when opening records that belong to another office.

Note: Contact Support to request the automatic account-switching feature. When enabled, opening records that belong to another Office will automatically log you into the corresponding account with a single click. You can also easily switch between accounts using the account switcher in the top-left corner or the dashboard widget.

Before you begin

Before using Multi-Office:

Contact the Vault support team to enable the Multi-Office module
Contact support to enable Super User access
Confirm your office has been linked to the required partner office
Ensure you have the necessary permissions to access records across your multi-office group

Switch between linked accounts (Super User)

When automatic account-switching you can use the dashboard to switch to another office where you also have a user profile.

In the left-hand panel, under the office name, click the dropdown arrow to display the list of available offices below
Alternatively, you can use the Super User - Sign On dashboard widget to switch between offices

Select the office you want to switch to
Continue working in the selected account

Note: Switching requires that your user exists in both accounts. If you cannot see another office, request access from an administrator.

Search and access properties across offices

With Multi-Office, you can search for and access properties across linked offices using both Property Search and Global Property Search. The Office filter allows you to refine results by office, while Global Property Search provides a quick way to find properties from a single location.

To search and access properties across offices:

Option 1: Use Global Search

Click the Global Search field
Enter the property's address or listing ID

Review the search results using the appropriate tab:
- My Office - Displays properties that belong to the office you are currently signed in to
- Company - Displays properties from all offices within your multi-office company structure
Click the Company tab to locate a property from another office

Select the property from the search results to open the Property Snapshot

Option 2: Use Property Search

Go to: Properties > Find Property or Properties > Filter Properties
Select an office or your multi-office group from the Office filter

Apply any additional search filters
Select Search
Open a property from the results

Note: If automatic account switching is enabled, opening a property that belongs to another linked office automatically switches you to the corresponding account and opens the record. Contact Support to request this feature.

If you have access to the selected property but do not have Super User access to the linked account, Vault opens the property in read-only mode and keeps you in your current account. If you do not have permission to access the selected record or account, Vault displays an access error and keeps you in your current account.

Search and access contacts across offices

You can search contacts across linked offices using Contact Search.

Note: If you would like to enable Global Search for Contacts, contact Support to request access to this feature. Global Search for Contacts requires a feature flag to be enabled.

To search and access contacts across offices:

Option 1: Use Global Search Contacts

Click the Global Search field
Enter the contact's name or details
Review the search results using the appropriate tab:
- My Office - Displays contacts that belong to the office you are currently signed in to
- Company - Displays contacts from all offices within your multi-office company structure
Click the Company tab to locate a contact from another office

Select the contact from the search results to open the Contact Snapshot

Option 2: Use Contacts Search

Go to: Contacts > Filter Contacts
Select the appropriate office from the Office filter

Apply any additional search criteria
Select Search
Open a contact from the results

Note: If automatic account switching is enabled, opening a contact that belongs to another linked office automatically switches you to the corresponding account and opens the record. Contact Support to request this feature.

The same behaviour applies when opening contacts from Global Search with the appropriate access.

Market properties to contacts using Match Properties (contact view)

Use Match Properties to identify suitable listings across one or more linked offices.

Go to: A Contact profile
Select Match Properties
Use the Office dropdown to choose an option from the Office filter

Adjust the requirement fields as needed
Review matches and proceed with your usual marketing actions

Market listings to buyers using Buyer Match (property view)

Use Buyer Match to identify buyers across linked offices who may be interested in a property.

Go to: A property profile
Select Buyer Match

In Matching Configuration, choose the Office to target
Select your Filter by and date range options

Send the Buyer Match email or create a distribution list for later use

Send cross‑office email campaigns with Email Communicator

Email Communicator includes a Multi-Office filter, allowing you to market to contacts across linked offices.

Go to: eMarketing > Email Communicator
Choose your message type > Select Email

In the MultiOffice section, select the required office

Set your message details, audience filters, and categories
Send or schedule the email

Note: Email Communicator recognises contacts in the selected office group. Ensure contact ownership and categories are maintained consistently across offices.

Send cross‑office SMS with SMS/TXT Communicator

SMS/TXT Communicator now includes Multi-Office filtering, allowing you to send SMS campaigns across linked offices. You can use categories or a distribution list built from a cross‑office contact search.

Option 1: Use SMS/TXT Communicator categories

Go to: eMarketing > SMS/TXT Communicator
In Office, select All or choose a specific office

Select the required category or categories

Configure your message by applying filters and selecting message details
Send the SMS campaign

Option 2: Build from Contact search

Go to: Contacts > Filter Contacts
In Office, select All or choose the partner office

Under Phone, select Contacts with a phone number defined
Click Search to view results

Open Contact Distribution List, name it (for example, MO CDL)
Click Next to create the list
Go to: eMarketing > SMS/TXT Communicator
In Contact Distribution List, select your newly created list and send the message

Tip: Keep a short naming convention for distribution lists you create for Multi‑Office, for example, MO CDL or Buyer Match SMS MO, so your team can find and reuse them quickly.

Option 3: Build from Buyer Match

Go to: A property profile > Open Buyer Match
In Matching Configuration, choose the Office, and set your filters.
Select Create Distribution List

Name the list, for example: Buyer Match SMS MO
Include all recipients or select multiple recipients
Select Create List
When prompted for a send method, choose Send Bulk SMS
The SMS/TXT Communicator will open with your list preselected

Complete filters, review and send

Tip: Save distribution lists you will reuse for common cross‑office segments, such as recent open-home attendees or hot buyers.