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Carpet Distribution Management System
A website and order application that lets apartment properties request flooring work, confirm schedules and look up past jobs by unit.
Business goals
The client supplies carpet, pad and vinyl to the multi-family housing market. Its customers are apartment properties, where a unit turns over and new flooring is needed before the next resident arrives. Taking those requests by phone and email makes it hard for anyone to see what is booked. The client needed a website that explained its products and a web application where each property could manage its own jobs.
Project overview
Hexagon delivered a public website and a web application for managing carpet distribution work. Each property signs in with its own code to view scheduled jobs, confirm them, request new ones and find past jobs by unit number. The order desk works from the same job records. The website gives property teams technical guidance on carpet, pad, vinyl and performance ratings, and points them to the ordering portal.
Challenges faced and solved
In apartment flooring, the work comes one unit at a time, and each vacant day costs the property rent.
Requests arriving through every channel
Property staff call or email when a unit needs flooring. The order desk then has to turn each message into a job, and details can get lost when the desk is busy.
We gave every property an online job request, so new work arrives in one queue with the property already identified.
Schedules nobody could see
A leasing office planning a move-in needs to know when flooring goes into a vacant unit. If the only way to find out is a phone call, plans slip and questions pile up.
We built a scheduled jobs view for each property, showing that property's work so staff can check dates without calling the order desk.
Confirming work before the crew rolls
An unconfirmed job can mean a crew arrives at a unit that isn't ready, or a date that changed with nobody told. A wasted trip costs time for everyone on the schedule.
We added a confirmation step, so property staff approve scheduled jobs online and the order desk can see which ones are settled.
Remembering what went into a unit
A manager replacing flooring wants to know what was installed last and when. Those answers are hard to find when job history sits in old files and past paperwork.
We made past jobs searchable by unit number, so a property can pull up a unit's flooring history in moments.
Features
| Feature | Description |
|---|---|
| Property teams | |
| 1. Property Code Sign-In | Each property signs in with its own code and sees only its own jobs, with no general account setup to manage. |
| 2. Scheduled Jobs View | Staff see the property's upcoming flooring work in one list, which helps them plan around vacant units and move-ins. |
| 3. Job Confirmation | Staff confirm a scheduled job online, giving the order desk a clear yes before the work goes ahead. |
| 4. New Job Request | Staff request work for a unit from the portal, instead of leaving a phone message or sending an email. |
| 5. Past Jobs by Unit Number | A search by unit brings up earlier work, which is useful when budgeting a replacement or checking a prior job. |
| 6. Order Desk Contact | Staff with an unusual request can reach a person directly from the ordering page. |
| Order desk | |
| 7. Incoming Job Queue | New requests from all properties land in one list, so nothing depends on someone's inbox. |
| 8. Job Records | Each job holds its property, unit, requested work and schedule, giving staff one record to answer questions from. |
| 9. Job Scheduling | Staff assign dates to requested jobs, and those dates appear on the property's own view. |
| 10. Confirmation Status | The desk can see which scheduled jobs have been confirmed and which still need a follow-up call. |
| 11. Property Accounts | Staff set up properties and issue their codes, which controls who can see which jobs. |
| 12. Job History Lookup | Staff can pull up what was done at a property or unit while on a call with a customer. |
| Website visitors and prospects | |
| 13. Technical Advice Library | Pages cover carpet, cleanability, resiliency and pad, helping an apartment buyer choose flooring that holds up to resident turnover. |
| 14. Performance Rating Guide | Plain explanations of performance ratings help buyers compare carpet for apartment traffic levels. |
| 15. Vinyl Guidance | A dedicated page helps properties weigh vinyl for units and areas where it makes more sense than carpet. |
| 16. Manufacturer Listings | Visitors can see the manufacturers the client works with, which helps them judge the range of supply. |
| 17. Online Orders Entry Point | A clear order button in the site header takes returning customers straight to the portal. |
| Management | |
| 18. Website Content Updates | Staff can keep technical pages and contact details current as products and guidance change. |
How the platform is put together
Each layer has one job.
The result
The client's property customers can now see, confirm and request flooring jobs on their own, at any hour. The order desk and each property look at the same job records.
| Area | Before | After |
|---|---|---|
| Requesting a job | Phone calls and emails to the order desk | Online request tied to the property's own code |
| Checking the schedule | Staff called to ask about dates | Each property views its own scheduled jobs |
| Confirming work | Confirmation chased by phone | Online confirmation visible to the order desk |
| Unit history | Past work buried in older records | Past jobs searchable by unit number |
How we took it from idea to launch
Good software follows a process. Here are the six stages, and what happens in each one.
Discovery & Requirements
Goal: Define the product vision, target audience and core business requirements.
Key activities- Stakeholder interviews
- Market and competitor research
- Defining user personas
- Drafting technical specifications or a Product Requirements Document (PRD)
Design (UX / UI)
Goal: Create an intuitive user experience and visual interface.
Key activities- UX design: information architecture, user flows and wireframes
- UI design: high-fidelity mockups and interactive prototypes in Figma or similar tools
- Design system: colors, typography and component libraries
Development: Frontend & Backend
Goal: Build the functional application using agile sprints.
Key activities- Backend: set up databases, design APIs (REST, GraphQL), implement server logic, and configure authentication and authorization (OAuth, RBAC)
- Frontend: build responsive interfaces and connect components to backend APIs
- Version control: manage code through Git and GitHub
Security & Optimization
Goal: Harden the application against vulnerabilities and boost performance.
Key activities- Security: address the OWASP Top 10, including injection, XSS and CSRF, enforce encryption in transit and at rest, and implement rate limiting
- Optimization: code splitting and lazy loading, database indexing, API caching and load testing
- QA and testing: unit, integration and end-to-end tests
Beta Release
Goal: Deploy to a controlled group of real users to catch edge-case bugs and gather feedback.
Key activities- Set up staging and production CI/CD pipelines
- Launch a closed or open beta with real users
- Monitor errors through observability tools
Public Release (Launch)
Goal: Roll the software out to the general public.
Key activities- Final production deployment
- DNS configuration
- Marketing and onboarding rollout
- Post-launch performance and security monitoring
Business benefits
Properties can answer most schedule questions without phoning anyone.
Confirmed jobs give the desk more certainty before work goes ahead.
Unit history shows managers what was done before they spend again.
Technical pages help properties choose flooring suited to apartment wear.
Conclusion
Apartment flooring moves on the rhythm of move-outs and move-ins, and every vacant day counts for the property. Hexagon gave the client a website that explains its products and an application that puts each property's jobs in front of the people planning around them. Requests, schedules, confirmations and unit history no longer depend on a phone call. If your distribution business serves repeat customers who keep asking where their order stands, we'd enjoy talking through how a portal could help.
Talk to us about your projectRelated services: supply chain software · custom software development
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