Regalis NDA Tracker

Logging in

There is no password. You sign in with a one-time 6-digit code emailed to you each time.

1. Go to ndatracker.regaliscapital.com.
2. Enter your Regalis work email and click Send code.
3. Check your email for a 6-digit sign-in code, type it in, and click Sign in. That is it — you are in.
4. You land on the view for your role automatically. Associates see My NDAs; team leads and management see Team NDAs / Overview.

Code did not arrive?

Give it a moment, then check your spam / junk folder. Still nothing? Click Resend code. Entered the wrong email? Click Use a different email and start over. A code is short-lived — if it says the code expired, just resend to get a fresh one.

Your tabs are in the left-side menu. On a phone, tap the menu icon (top-left) to open it; pick a tab and it closes. The Guide link and Sign out are always in the top bar. Management also has the View as switcher in the top bar.

If we do not recognize your email, contact management — your login has to be added first (see Logins). If you sign in but see “your account has no access role configured,” your login needs a role assigned, same place.

When you sign in you see My NDAs — only your assigned clients. The page is a set of stacked cards, in priority order:

Every column, explained

Every button, explained

The “Needs a look” review buttons

What to click when (classification guide)

Your daily & weekly routine

Every day

• Open My NDAs.
• Clear the Likely already signed card first — confirm each in the inbox and Mark handled the ones that are signed.
• Work your outstanding NDAs, starting with Overdue (red), then Approaching: chase the broker, get the NDA signed, then Mark handled.
• Hit Nudged them every time you reach out, so follow-up is visible.
• Pass any deals the client has decided not to pursue, and mark Not applicable anything that is not really an outstanding NDA.
• Clear anything sitting in Needs a look.

Every week

• Triage the Pre-existing backlog until it is empty.
• Re-chase items showing a stale “Chased” (older than a week).
• Make sure nothing has been sitting Overdue untouched.
• Flag any unassigned clients to your team lead.

The Unanswered emails tab

The Unanswered emails tab surfaces times a broker or seller asked your client a real question, or asked for a document, and there is no reply yet — so a live conversation never goes cold while you are heads-down on NDAs. Marketing blasts, automated notices, and rhetorical or courtesy check-ins are filtered out, so what is left is genuinely worth answering.

How to read a row

Clearing one

Once you have replied (or it no longer needs an answer), click Mark handled on the row. It confirms, then leaves the unanswered queue. The system also clears a question on its own if it detects a reply went out, so the list stays honest either way.

Team leads see the Team NDAs tab — a roll-up of every associate on your team plus all their open NDAs. You see your team’s work; you do not have a personal NDA list.

The columns and SLA colors are the same as the associate view (see Every column).

Mailbox health

The Mailbox health tab shows operational gaps for your team — mailboxes the tracker cannot read yet, and clients with no associate. Chase these so coverage stays complete (details under Management → Mailbox health).

Your daily & weekly routine

Every day

• Open Team NDAs → By associate; check who has Overdue items and follow up with them.
• Scan All open NDAs for anything stuck or aging.
• Make sure Unassigned items get picked up.

Every week

• Check Mailbox health for mailbox gaps or no-associate clients on your team and resolve them with management.
• Rebalance load if one associate is consistently overloaded.

Management sees every tab. Here is what each one is for, in order:

The Management dashboard — every KPI

Overloaded associates

Lists associates at or above the threshold (default 10 open NDAs), with their open and overdue counts. Change the threshold in the box to re-flag. Use this to rebalance workloads.

“View as” — see any associate or team lead’s screen

The View as dropdown (top right) lets you preview the dashboard exactly as any associate or team lead sees it — handy for support and spot-checks. Click the button and a panel opens with the full list (yourself, every team lead, every associate), with a search box at the top of the panel: type a few letters to filter, then click the person. Press Escape or click anywhere outside to close it. Actions still run as you. Pick “View as: Management (me)” to return. Team leads have the same picker, scoped to their own associates.

Unread emails

The tab shows two numbers per client and associate: “Emails to handle” and “Marketing / automated.” Management sees the whole team with flag indicators; team leads see their own associates; associates see only their own inbox. The data refreshes a few times a day.

Use this tab to spot clients whose real mail is building up unread — separate from the NDA board — so nothing actionable gets buried in the inbox.

NDAs to review (the review queue)

For each item: Track it (real NDA → track), Already signed (done), or Not an NDA (dismiss). Keeping this queue empty ensures no real NDA is missed.

Logins (administration)

Everyone is managed in one place: a single Logins page lists every account in one list, with the “Add a person” form and bulk CSV import on the same page. There is no separate list to keep in sync. When you add a person they appear in that one list right away; their login is created automatically within about a minute, and then they sign in with an emailed 6-digit code.

Every login, inline-editable

The one list shows every account; each field is editable in place and changes are instant and logged. There is no Save button: the moment you change a field it is saved, and a “Saved” note pops up at the bottom of the screen to confirm it. If a change is rejected you get a “NOT saved” note instead; in that case nothing changed.

Adding a person (step by step)

1. On the Logins page, under Add a person, enter their Email and pick a Role. If the role is associate, also pick which Associate they are. Optionally set their Team lead (or, for a coordinator, their coordinator lead).
2. Click Add. They appear in the one list right away.
3. Within about a minute, their login is created automatically. There is nothing to hand over — they sign in on their own with their work email and a 6-digit code.
4. Tell them they can sign in (work email → 6-digit code). That is it — no extra step to “finish” or clear them from a queue.

To change someone’s role, reassign their associate, team lead, or coordinator lead, or terminate them, edit their row in the same list — those changes take effect immediately.

Promoting an associate to team lead (step by step)

When an associate becomes a team lead, their login needs three changes, all on the same Logins page. Each one saves the moment you make it (watch for the “Saved” note):

1. On their row, change Role to Team lead.
2. Once the role is Team lead, that row’s Team lead column turns into a type-in box. Type the person’s own full name there (e.g. Racquel Moran). This name is the key that ties their team to them, so spell it exactly one way and use that same spelling everywhere. One hard rule: no two team leads may ever share the same exact name. If two people would collide, add a distinguisher (like a middle initial) to one of them; leads with identical names would see each other’s teams.
3. Give them a team: on the row of each associate who now reports to them, pick the new lead’s name in the Team lead dropdown. Until at least one associate who has clients points at them, their Team NDAs tab is empty.

Two follow-ups that are easy to miss:

• They must sign out and sign back in. A login picks up its role and team assignment at sign-in, so the new team-lead view only appears after they sign in again.
• Their old clients: client-to-associate assignments come from Bitrix and sync into the tracker automatically, so reassign their old clients in Bitrix and the tracker follows on its own. This part is not instant: the tracker picks up Bitrix changes on its next scheduled sync, so allow some time before they show. If they keep working their own clients while leading, leave their Is associate value set and also pick themselves as the team lead on their own associate mapping, so their own clients show inside their team view.

Adding people in bulk (the login CSV)

For many people at once, open Add many at once (CSV) at the bottom of the Logins page, click Download CSV template, fill one row per person, then upload it to check it. Valid rows are created by the secured provisioning step (the service key never touches the browser). For one or two people, the Add a person form above is simpler.

The columns

Example

Creating a team-lead account: set role to team_lead, put the lead’s own name in lead_name (e.g. Racquel’s row has lead_name = Racquel Moran), and leave associate_name and coordinator_name blank.

Validation flags any row whose role is wrong, or whose associate / coordinator / lead name does not match the system, before anything is created.

Mailbox health

Your daily & weekly routine

Every day

• Check the Overview KPIs — watch Overdue and Likely already signed trends.
• Review Overloaded associates and rebalance if needed.
• Clear the NDAs to review queue (or confirm a team lead is).

Every week

• Work Mailbox health: resolve mailbox gaps and no-associate clients.
• Provision any new logins and confirm assignments are current.
• Sanity-check “Signed this week” and the overall open trend.

The Scheduling tab tracks calls you are trying to book with brokers and sellers, so you get pinged the moment they reply — across every client inbox at once, without logging into each one. M&A coordinators see only this tab, and they see only the scheduling items they personally set up. Associates and team leads also have it for their own clients; management sees all of it.

Register a call you are scheduling

1. Open the Scheduling tab.
2. Under Track a scheduling conversation, pick the client inbox: click the picker and a panel opens listing every monitored client, with a search box at the top — type a few letters to narrow the list, then click the client (Escape or a click outside closes the panel).
3. In Scheduling a call with, enter the broker or seller’s email address (email only).
4. Pick the type (Intro call / Seller call / Other).
5. Leave “Also watch anyone at their company” ticked to also catch replies from a colleague at the same brokerage (common when you email one person and someone else answers).
6. Click Add monitor. It appears under Active monitors as “Watching.”

Working the queue

On the hourly check, when a relevant reply lands the monitor jumps to the top marked Reply in - handle it. (A quick AI check filters out marketing and noise; it is tuned to surface anything that might be about scheduling rather than risk missing a real reply.) For each one:

Monitors are ordered by most recent reply, so anything needing attention sits at the top.

Daily routine (coordinators)

• Register every new call you are trying to book, as you send the outreach.
• Watch #seller-call-updates-and-requests in Slack — you are pinged the moment a reply lands, with a link straight to the tracker.
• Clear anything marked Reply in - handle it: book the call then Scheduled / done, or Keep monitoring if it is still in motion. Always clear it in the dashboard so it leaves the queue.
• Scan for monitors sitting with no reply for a while — those may need a nudge from your side.

• Where the NDAs come from. The tracker reads each client’s deal mailbox (read-only) and uses AI to spot NDA requests and signed confirmations. It runs once an hour, processing only new mail, so the board stays current automatically.
• When something is signed. If the system can confidently match a signed confirmation to its request, it closes the item for you. When it finds likely-but-not-certain evidence (common when the signed copy comes from a different e-sign vendor), it adds the ⚠ likely signed hint instead of hiding it — so a real outstanding NDA is never auto-removed.
• Why your one-click clears matter. The hint plus your Mark handled click is what keeps the board accurate. Working the “likely already signed” card daily is the single biggest thing that keeps the counts trustworthy.
• The window. Detection focuses on the last ~14 days of mail, so the work is always current.