T-AI Land Smart real estate transaction automation for Trustee offices Trust-Office Staff Guide

T-AI Land — Trust-Office Staff Guide

This guide covers the two main roles: Office Manager and Officer / Staff.

URL: admin.t-ai.ae.

Roles

Role (in system)Who it isWhat they do
StaffOfficer / processorruns applications: client → application → documents → check → appointment
Office ManagerTrust-office manager+ employees, office, slot assignment, control of all office applications

Detailed below: Officer (Role 1) and Manager (Role 2).

Sign in (for everyone)

  • Open admin.t-ai.ae → enter Email and Password → Continue.
  • Interface language — EN / العربية (bottom-left).
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Role 1 — Officer (processor): handling a deal

Officer menu: Home · Applications · Appointments · Clients (no Employees/Offices).

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💡 Two sources of applications. An application can be created by the officer (Steps 1–2) or by the client themselves in their portal. In both cases it appears in the shared Applications list and is handled the same way: check the documents and approve them (Steps 3–4), after which the client gets free slots to book (slots are assigned in advance by the manager — see Role 2, Step 3). Client-created applications show up in the Applications list — pick them up there.

Step 1. Create a client

  • In the Clients menu → Create client button.
  • Fill in First Name, Last Name, Email, Phone Number (must include the country code, e.g. +971…; without it the form won't save), and optionally Profession → Create.
  • The new client appears in the Clients list.

💡 Alternative — client self-registration. Instead of creating the client and their applications manually, the trust-office manager can send the client a registration link. The client follows the link, registers themselves and uploads documents into the relevant deal for validation. In this flow the officer doesn't create the client and application manually (Steps 1–3) — only checks and approves the uploaded documents (Steps 4–5).

🔗 Client registration link (copy and send): https://t-ai.ae/register

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Step 2. Create an application for a specific client

  • An application is always tied to a client, so it is created from the client's card (not from the general Applications list).
  • In the Clients menu, find the client and open their card (click the row).
  • On the client's card, click Create Application.
  • In the dialog, pick the deal type (e.g. Normal Sale Registration) → Create.
  • The application is created for this client and opens on the application page — go on to upload documents (Step 3).
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Step 3. Upload documents for validation

ℹ️ The Client View toggle is on by default — so the document upload fields are available right away, and the manager/officer can upload documents on behalf of the client for validation. If you don't see the upload area, make sure Client View is on (toggle at the top of the application page).

  • Upload files per the checklist (you'll see "1/1 required documents uploaded" and document statuses).
  • The system checks automatically: recognition → validation → forgery check → cross-validation between documents.

Left panel "Sides and documents". Documents are grouped by deal side (for Normal Sale — Seller and Buyer); under each side are its sections and groups. The green bar on the left = the section currently open.

Document groups:

GroupWhat it means
ContactsThe side's contacts (name, email, phone) — not documents, but participant details
Individual DocumentsDocuments for an individual (Emirates ID, passport)
Corporate DocumentsDocuments for a company / legal entity (if the side is an organization)
Primary DocumentsThe main deal documents for this side (title deed, contract, etc.)
Representative DocumentsRepresentative's documents — if acting under a power of attorney (POA + ID)
AdditionalAdditional documents (NOC and others as needed)
  • Group toggles (icon): ✕ grey — group is off, its documents aren't required; ✓ — on, added to the required checklist. Contacts / Individual / Primary are usually permanent — clicking just scrolls to the section.
  • Example on screen: Additional / Representative / Corporate are off → both sides are individuals acting in person. Turn on Representative Documents if a side acts under a power of attorney, or Corporate Documents if it is a company.

⚠️ Groups can be turned on/off before submission (or by staff during the manual-review phase). A group cannot be turned off if files are already uploaded into it.

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Step 4. Review the result and fix issues

  • Click Check document on a document → recognized fields and the forgery-check result open (Possible Fake Found: Low / Medium / High).
  • If there is Has issues / mismatches or signs of editing — replace the document with a correct one and re-upload.
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Step 5. Booking an appointment

  • Once the documents pass checks (Verified / No issues), the client gets access to the office's free slots (assigned in advance by the manager — Role 2, Step 3). The booking itself is made by the client in their portal; the resulting appointment appears for you in Appointments (Manager · Day · Time · Application Type · Office · Client · Status · Result).
  • The client comes to the appointment with the originals.
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Role 2 — Office Manager: setup and control

Manager menu: everything above + Employees · Offices · Data Export.

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Step 1. Add employees

  • Employees → Create employee: Role (Staff / Office Supervisor / Office Manager…), Active, name, Email, Password, phone. The employee signs in with this email.

⚠️ No email with credentials is sent to the employee — pass the login and password to them manually.

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Step 2. Add an employee to the office

  • Offices → open your office. The card shows office details (Email, Phone, Services, Total Members) and the office staff list (Name · Email · Phone · Role · Deactivated · Created).
  • Click + Manage Employees → in the Select employees to add dropdown pick an employee → Add Employees. To remove someone from the office — the trash icon next to the name.
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Step 3. Assign booking slots for clients

  • In the office staff list, click the edit-slots icon next to an employee (right side of the row) → the Appointment slots window opens with the employee's name.
  • On the left — a calendar: pick a date. On the right — hourly intervals (10:00–11:00 … 18:00–19:00).
  • Click + Add on an interval — the slot becomes Available (open for booking). To remove a slot — the trash icon next to it.
  • Slots are assigned manually and per employee; the client then picks a time from these slots. There is no auto-generation.
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Step 4. Control office applications and appointments

  • Applications — all office applications and statuses: Verified / Need Rework / Pending. The manager can step in, check documents, and reassign if needed.
  • Appointments — the office appointments list (Manager · Day · Time · Application Type · Office · Client · Status · Result).
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Step 5. The manager can also perform the full officer flow (Role 1) when needed.

Statuses (legend)

  • Verified / No issues — checks passed.
  • Pending — checks in progress.
  • Need Rework / Has issues — there are issues; fix and re-upload the document.

Important

  • Don't upload edited scans — the forgery check will flag them.
  • If a document is unreadable — re-upload a clear scan of the whole page.
  • The interface is available in EN / AR.