How we work
From first conversation to handover.
Before we start building, you’ll know what we’ll deliver, who approves it and how we’ll check it.
Then you review the work at agreed stages, and we launch and hand over what your agreement sets out.
Calls last 45 minutes on Google Meet, in English or Arabic. They start between 10:00 and 15:00 Cairo time, Monday to Friday, and our booking page at Cal.com shows the times in your own time zone.
How we work with you
01 / Understand the need
Free
02 / Define the delivery
03 / Build and review
04 / Launch and hand over
Only when needed
Discovery & Scope, a separate, paid stage that only some projects need, comes between the free call and defining the delivery.
Before the project
Understand the need
Free
We start with an introductory call about your business and what needs to work better. Together, we check whether we’re the right fit and agree the next step. The call and that first assessment are free, and neither commits you or us to a project.
The next step may be a quotation for a defined scope or, if the work needs an in-depth analysis first, Discovery & Scope.
When needed: Discovery & Scope
Separately scoped and paid
Not every project needs this stage. When one does, we study your process closely and agree its requirements, dependencies and acceptance checks before we define the delivery. We propose it as separate, paid work, and agree what it covers and its fee with you before it begins.
Without Discovery & Scope, the free call leads straight to defining the delivery.
Define the delivery
We work with you to define what the delivery covers:
- Business Websites & Catalogues: the page types, content volume, catalogue fields and functionality.
- Custom Business Systems: the workflow for your first release, with its users, records, permissions and outputs.
First release. The first working part of your system, with the outputs and acceptance checks your scope names.
Acceptance checks are tests you can see pass or fail. For example: does an enquiry reach the agreed destination with the required details? Does a record move through each approval to the agreed output?
If you want something the scope doesn’t cover, you can ask for it as a change request or plan it for a later release.
Change request. A proposed addition or alteration. We assess its effect on scope, fees and dates before the work proceeds.
Then we put it all in a tailored quotation: the scope, who does what, the acceptance checks, fees and timeline, and what we need from you. Your agreement sets out how each stage is reviewed. No work starts until you’ve agreed the solution and its price.
When you accept the quotation, we set a provisional start date for your project. We confirm it once the start conditions in your agreement are met.
Ready to talk about your project?
During the project
Build and review
Review rounds
We build in agreed stages and review progress with you at each one: for example, approving the design or workflow, then reviewing what we’ve built.
Several people from your business can review and comment. You name who approves milestones and technical matters, and who approves financial matters. One person can hold both roles.
If you ask for a change, we set out how it affects scope, fees and dates before any work on it begins. Then we agree with you whether it goes ahead now, moves to a later release or doesn’t go ahead.
Fictional example
Try a change request
- Shows
- A change request against an agreed scope
- Status
- Fictional example
An invented joinery workshop has an agreed scope for its website, and has asked for something extra. Choose what happens to the request.
Everything in this example is invented, including the business and its records. It isn’t client work, and nothing you do here is sent or saved.
- Agreed: Catalogue pages with a material filter
- Agreed: Request for quotation form
- Requested, not yet agreed: Product comparison pageAgreed: Product comparison pageMoved to a later release: Product comparison page
The comparison page is added to the scope, with the change to fees and dates we agreed.
The comparison page moves to a later release. The current scope doesn’t change.
The comparison page isn’t added, and the agreed scope stays as it was.
Go ahead now: The comparison page is added to the scope, with the change to fees and dates we agreed.
Move to a later release: The comparison page moves to a later release. The current scope doesn’t change.
Don’t go ahead: The comparison page isn’t added, and the agreed scope stays as it was.
Completing the project
Launch and hand over
Accept, then launch
We run the agreed acceptance checks and make the finished work available for you to review. For Custom Business Systems, we run the checks end to end, from a new record to the agreed output, including what each user role can do.
Unless your agreement says otherwise, the final steps are:
- You review and accept the finished work.
- We launch and complete the agreed handover.
Your handover covers what your agreement lists, such as access, agreed source materials, documentation, administrator or editing guidance and account responsibilities. We also record any open items and the work proposed for later releases.
If something we delivered doesn’t work as agreed, your agreement sets out how we fix it. That’s separate from Care & Support.
Have a question about any of these steps?
Care & Support
Once your website or system is live, we can look after it. Care & Support is agreed separately, with its own cover and fee.
Before support begins, we agree with you which systems are covered, how you contact us, service hours, any response target and the work allowance. New features and changes are scoped separately, with their own fees and dates.
Questions before you start
Prefer to write? Email us at info@rootmax.net.
Is the introductory call free?
Yes. The call is free, and so is our first assessment of whether we’re the right fit. It doesn’t commit you or us to a project.
How is the call booked?
On our booking page at Cal.com, which shows the times in your own time zone. You can choose a start time between 10:00 and 15:00 Cairo time, Monday to Friday. The call runs on Google Meet, and you can add colleagues as guests when you book.
What happens on the call?
We get to know your business and what needs to work better, check whether our services fit and agree the right next step with you. You don’t need a finished brief. Bring your questions.
Does every project need Discovery & Scope?
No. Some projects need an in-depth analysis of a process or its requirements before we can scope them. In that case, we propose Discovery & Scope as separate, paid work and agree it with you before it begins. The introductory call isn’t part of it.
How much does a project cost?
It depends on the scope we agree, so we don’t publish a price list. We provide tailored quotations. Your quotation depends on what we agree with you, such as the number of pages or records, workflows, user roles, integrations, languages and acceptance checks. It sets out the deliverables, review stages, fees and proposed timeline. The introductory call is free. Your quotation comes once we’ve agreed the scope, and no work starts until you’ve agreed the solution and its price.
When can a project start?
Once you accept the quotation, we set a provisional start date and confirm it when the start conditions in your agreement are met.
What happens when a change is needed?
Before we start work on it, we tell you how it affects scope, fees and dates. Then we decide together: go ahead now, move it to a later release or drop it.
Who approves the work?
You decide. Name who signs off each stage and its technical decisions, and who signs off the financial side. It can be the same person, and others on your team can review and comment.
When does the work go live?
Once you’ve reviewed and accepted the finished work, we launch it and complete the agreed handover. Your quotation sets out the proposed timeline, and your agreement sets the commercial terms.
Is support after launch included?
Not as part of the project. Care & Support is a separate arrangement for the systems it names, with cover and fees we agree with you. Your project agreement sets out how we fix defects in what we delivered. New features and changes are scoped separately, with their own fees and dates.
Can a catalogue include online checkout?
Only when your project scope names it. Without it, your catalogue leads customers to an enquiry or a request for quotation.
Are search rankings, traffic or sales guaranteed?
No. What we commit to is what your agreement records: the scope, deliverables, acceptance checks, responsibilities, fees and timeline we agree together.
Can a project start with one workflow?
Yes. We build a system’s first release around one workflow, from where the work starts to a finished output. Later releases follow your priorities.
Are the examples on this site client work?
No. The interactive examples, such as the joinery workshop, are invented, and nothing you do in them is sent or saved. For real client work, see our projects.
How long does a project take?
It depends on the scope we agree, so we don’t give a fixed timescale before we understand the work. Before we set the timeline, we agree what we need from you, such as content, access and approvals. Your quotation sets out the proposed timeline.
Where do you work with clients?
Whether your business is in the UK or the Middle East, we can work with you by video call. Our calls are in English or Arabic.
Should we use off-the-shelf software or a custom system?
If an existing product already fits the way your work runs, it’s often the quicker choice, and we can talk that through on the free introductory call. A custom system fits when your work depends on your own workflow, records and permissions, and off-the-shelf tools leave it spread across spreadsheets, messages and separate records.
Can a system connect to the tools we already use?
It can, when the other system provides the access and interfaces a connection needs. An integration is an agreed connection to another system, so we check what’s possible with you before it goes into your scope.
Can you build a website in more than one language?
Yes, when your scope names the languages. We have built websites and platforms in English, Arabic and French. Your scope sets out who provides each translation.
What should we prepare for the call?
Nothing formal. It helps to know what your business does, what you’d like to improve and who else is involved in the decision. You can add colleagues as guests when you book.
Tell us what you need.
Bring what needs to work better. You don’t need a finished brief.
Choose a time that suits you.
Calls last 45 minutes on Google Meet, in English or Arabic. They start between 10:00 and 15:00 Cairo time, Monday to Friday, and our booking page at Cal.com shows the times in your own time zone.
Prefer to write? Email us at info@rootmax.net.Please don’t send passwords, access details or confidential customer data by email.