Illustrative scenario: a three-office Vancouver firm with one shared board
A three-office firm of eighteen staff has three tracking systems whether it means to or not. British Columbia clients also carry two separate sales-tax filings — CRA-administered GST and provincially administered PST — so the work that moves between offices carries more than one clock with it.
The firm in this scenario
An archetype, not a client. The figures below describe the shape of the practice being modelled — they are inputs to the scenario, never results.
| Attribute | Detail |
|---|---|
| Archetype | Multi-office firm needing cross-office visibility |
| Location | Vancouver, British Columbia (three offices) |
| Firm size | Eighteen staff across three offices |
| Client profile | Owner-managed businesses across the Lower Mainland |
- Team workload
- Assignments
- SLA dashboard
- Single-tenant client base
The problem
Each office runs its own list. The partners cannot see firm-wide workload, so capacity conversations happen by asking people how busy they feel.
Files transferred between offices are the reliable failure: they leave one list before arriving on another, and nothing notices the gap until a deadline does.
The workflow, step by step
- 1
Put every client in one tenant
Offices become an attribute of the assignee, not a boundary around the data. One client base, many assignees.
Single-tenant client base
- 2
Compute workload from real work
The team roster shows clients handled and open tasks per staff member, derived from actual assignments rather than self-reported busyness.
Team workload module
- 3
Filter the firm-wide board per assignee
Partners read the whole firm's deadline load, then narrow to one person or one office without leaving the view.
SLA dashboard filters
- 4
Reassign without losing the record
A transfer moves the owner, not the file. Stages, history and deadlines stay attached, so nothing falls between two lists.
Assignment and audit trail
What this changes
Multi-office firms consolidating onto one board typically gain the ability to answer 'who has capacity this week?' from data rather than from a Monday call — and the transferred file stops being the one that disappears.
About this scenario
Related reading
Where this applies
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