RWC Retail: Integrated Campaign Management Across Monday.com and VaultRE CRM

RWC Retail (Ray White Commercial) · Commercial Real Estate

The Challenge

Google Sheets served as RWC Retail's primary campaign tracker, requiring manual updates and offering no automation or integration. Property data in VaultRE CRM had to be manually re-entered into campaign trackers, creating duplication and sync risk.

RWC Retail is a specialist commercial real estate agency within the Ray White Group, the largest real estate network in Australasia. The team focuses on retail property sales across Queensland and Victoria, managing high-value property campaigns from initial listing through to auction.

What Operating in Commercial Property Sales Means

Multiple concurrent property campaigns with strict marketing timelines
Phased campaign execution from Form 6 signing through post-auction settlement
Coordination between agents, marketing teams, and external vendors
Multi-branch operations requiring consistent processes across Queensland and Victoria

Key Challenges Faced

Spreadsheet-Based Campaign Tracking: Google Sheets served as the primary tracker, requiring manual updates and offering no automation or integration.
Disconnected CRM Data: Property data in VaultRE CRM had to be manually re-entered into campaign trackers, creating duplication and sync risk.
No Structured Campaign Phases: Campaign milestones were tracked informally, with no automated progression or deadline enforcement.
Limited Visibility Across Campaigns: No centralised dashboard existed to show campaign status, bottlenecks, or team workload at a glance.
Inconsistent Processes Between Branches: Queensland and Victoria teams operated independently with no shared operational framework.

The Solution

TekConnected designed and implemented an integrated campaign management system connecting Monday.com with VaultRE CRM via Make.com. The solution replaced manual spreadsheet tracking with automated project creation, milestone progression, and real-time status visibility.

Monday.com as the Campaign Operations Platform

Master Tracker Board consolidating all active campaigns with linked project boards
Standardised project template with predefined phases: Form 6, Pre-Market, Weeks 1 to 3, Post-Campaign
Dashboards providing real-time campaign progress, task completion rates, and bottleneck identification
Native automations for task notifications and status-based triggers

Make.com Automation Engine: 8 Scenarios

VaultRE Property Sync: Watches for new properties in the CRM and updates the Master Tracker with property data.
New Board Creation: Automatically generates project boards from template when new campaigns are added.
Milestone Tracking: Syncs phase status changes from project boards back to the Master Tracker.
Phase Completion: Detects when all tasks in a phase are complete and triggers milestone updates.
Duration Management (4 scenarios): Calculates and sets due dates as campaigns progress through the Pre-Market, Week 1, Week 2, and Week 3 phases.

The underlying principle is that campaign operations should be system-driven, not admin-driven.

Technology Stack

Monday.comMake.comVaultRE

Results & Outcomes

60 to 80% Reduction in Campaign Setup Time: Automated board creation from templates eliminates manual project configuration.
Real-Time Campaign Visibility: Centralised dashboards show campaign status, phase completion, and bottlenecks across all active properties.
Eliminated Manual Data Entry: VaultRE-to-Monday.com sync removes double-handling of property and client data.
Scalable Multi-Branch Operations: Architecture replicated for the Victoria branch without redesign, enabling consistent operations across both regions.