Summary
Learn what a centralised database is in Box+Dice, the different types of database structures (Single Office, Office Group, and Separate Office Groups in One Database), and the benefits of using a centralised system.
This article covers:
- About centralised database in Box+Dice
- Types of centralised database structures
- Benefits of a centralised database
About centralised databases in Box+Dice
A centralised database in Box+Dice is a unified platform where customer and transaction data is stored and accessed by users in real time. This setup enables offices, agents, and teams to work collaboratively while ensuring consistency, improved efficiency, and better customer service.
Instead of managing data independently, a centralised structure allows multiple users or offices to share access to contacts, tasks, listings, transactions, and more depending on the configuration. Centralisation is especially beneficial for agencies or groups that want to operate collaboratively, maintain brand control, or deliver consistent customer experience.
Types of centralised database structures
Box+Dice supports various database setups, tailored to your business's specific needs. Understanding which structure your agency uses will help clarify data sharing and access.
Single Office
Single Office is designed for independent offices. All data is private and accessible only within that office. Best suited for businesses that operate independently without requiring shared resources or cross-office reporting. All data is private and only accessible by users within that office.
- No access to other offices’ data (contacts, listings, etc.)
- Ideal for businesses that operate independently with no need for shared resources or cross-office reporting
- Data migration is required if a staff member transfers to another office
- No visibility into other offices’ customers or performance
- Limited collaboration features
Office Group With Multiple Offices
This is common for agencies with multiple offices under one brand or franchise. All users share access to contacts, tasks, listings, and transactions, making collaboration and cross-office reporting seamless.
- All users within the group can access shared contacts, tasks, communications, listings, and transactions
- Operates as a unified unit within the centralised database
- Facilitates collaboration across offices, making it easier to transfer leads and ensure consistent customer experience
- Franchises or corporate offices with shared branding
- Agencies seeking unified reporting across locations
- Offices managing overlapping territories or clients
- Head office can run reports across all offices
- Enables cross-office collaboration and internal referrals
- Allows shared admin functions and consistent branding
Separate Office Groups in One Database
This structure supports multiple groups within the same database while keeping them separate. Each group operates independently, though Franchise Admins can access data across groups when required.
- Each office group shares data only within that group
- Data access between groups is restricted unless Franchise Admin permissions are granted
- Useful for businesses that need separation for compliance, privacy, or structural reasons, but still want to use a shared platform
- Franchise networks with independently operated branches
- Multi-brand or multi-region companies
- Corporate groups with different ownership under one database
Benefits of a centralised database
Centralisation offers significant advantages to agencies looking to scale, collaborate, or streamline operations. Regardless of structure, centralised systems help improve efficiency and service quality.
Key benefits include:
- AI Contact Ranking - The system automatically ranks your contacts based on their recent activity, helping you identify the most engaged leads without manual work
- Unified Customer View - All interactions and data related to a customer can be seen in one place, ensuring continuity in communication
- Performance Monitoring - Managers and admins can track KPIs, tasks, and outcomes across agents and offices
- Cross-Office Collaboration - Agents can work together more effectively when data is shared within their office group
- Real-Time Lead Access - Leads and activity are surfaced automatically based on contact engagement
- Consistent Customer Experience - Customers receive the same level of service no matter which office they deal with