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Operating Models

How It Works · Operating Models

Decide Who Runs Each Part of the Inventory Operation

Use a client-operated, Vault-managed or hybrid model—and define responsibility separately for custody, catalogue, fulfilment, returns, marketplaces and technology.

Operating Models is the responsibility layer within How Seller Central Works. It determines who performs each workflow, who approves decisions, where inventory is held and how exceptions are handled.

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Client-operated
Vault-managed
Hybrid
Configurable by workflow
Where Operating Models fits
Configure before operation
01
Assess and Configure
Understand inventory, locations, users, channels and service needs.
→
02
Assign Responsibility
Select client-operated, Vault-managed or hybrid ownership by workflow.
03
Operate the Workflows
Receive, catalogue, store, fulfil, return and publish under the approved matrix.
04
Review and Transition
Change responsibilities as volumes, locations and teams evolve.
The operating model sits underneath every physical and commercial workflow.
Responsibility first
Role within How It Works

Configure Responsibility Before the Inventory Starts Moving

The operating model is defined during assessment and configuration, then applied across onboarding, inbound, catalogue, storage, fulfilment, returns and commercial activation.

↔ Swipe through the responsibility stages
01

Before Onboarding

Define the intended operating model before users, locations, services and channels are configured.

  • Client locations and teams
  • Vault services required
  • Approval authority
  • Marketplace and fulfilment intentions
02

During Daily Operations

Apply the responsibility matrix to every relevant workflow and exception.

  • Who performs the task
  • Who approves the result
  • Who owns the physical location
  • Who handles exceptions and returns
03

As the Operation Changes

Review the model when teams, warehouses, marketplaces or volumes materially change.

  • New locations or cities
  • Seasonal or project peaks
  • New channels or categories
  • Temporary or permanent handover
Three operating models

Use One Model Across the Account—or Configure Different Owners Where Needed

The selected model can apply to the whole client account or vary by workflow, warehouse, marketplace, category, product or project.

↔ Swipe through the operating models
01

Client-Operated

The client’s authorised team performs the approved workflows using Seller Central.

Client teamClient siteClient controlVault platform

Explore client-operated

02

Vault-Managed

Vault performs the approved physical and digital service scope on the client’s behalf.

Managed servicesVault facilitiesReportingClient approvals

Explore Vault-managed

03

Hybrid

The client and Vault divide responsibilities by workflow, site, category or product.

Shared modelClient defaultsOverridesMulti-site

Explore hybrid

04

Transitionable

Responsibilities can move between client and Vault without rebuilding the inventory record.

PilotPeak supportHandoverScale

Explore transitions

See operating responsibility in action

See How Client-Operated, Vault-Managed and Hybrid Models Work

Start with the operating-model infographic, then follow the client default, workflow ownership, fulfilment override and transition records through the Seller Central screens.

Slide 1 of 10

Complete operating model framework

02
Client-level operating default The account default defines the normal Client-Operated, Vault-Managed or Hybrid responsibility model.
Step 1 · Set the default

Choose the Normal Operating Model Once

The client-level setting establishes the model inherited by normal workflows and inventory unless an approved exception applies.

  • Client-Operated, Vault-Managed or Hybrid
  • Normal custody and fulfilment owner
  • Applicable facilities and services
  • Approver and effective date
What this screen demonstrates A clear client-level default prevents teams from configuring every product separately.
03
Workflow responsibility matrix Responsibility can be assigned separately for receiving, catalogue, storage, fulfilment, returns and publishing.
Step 2 · Configure responsibility

Define Who Performs Each Connected Workflow

The operating model becomes practical only when physical work, digital work and approvals have named owners.

  • Receiving and item intake
  • Catalogue and studio preparation
  • Storage and movement
  • Fulfilment, returns and publishing
What this screen demonstrates Different workflows can use different owners without fragmenting the inventory record.
04
Client-operated workflow Client users receive the approved tasks, locations, item references and required next actions.
Step 3 · Client-operated

The Client Team Performs and Records the Work

Client-operated does not mean untracked. The client team uses the same task, scan, approval and activity structure.

  • Client users and locations
  • Role-based task access
  • Scans and status updates
  • Vault platform visibility and support
What this screen demonstrates The client retains daily operational control while Seller Central preserves consistency and audit history.
05
Vault-managed workflow Vault users perform the approved managed scope while client approvals remain visible and separate.
Step 4 · Vault-managed

Vault Performs the Approved Service Scope

Vault-managed workflows are assigned to the responsible warehouse, catalogue, fulfilment or care team.

  • Managed receiving or catalogue work
  • Vault storage and location control
  • Vault fulfilment or return processing
  • Client pricing and commercial approval
What this screen demonstrates Vault performs only the services and responsibilities recorded in the approved operating scope.
06
Hybrid workflow split Hybrid ownership divides responsibility by workflow, site, category, marketplace or product.
Step 5 · Hybrid

Split Responsibility Without Duplicating Records

The client and Vault can operate different parts of the same inventory journey while sharing one source of truth.

  • Client receives; Vault catalogues
  • Vault stores; client fulfils
  • Vault fulfils selected marketplaces
  • Client retains defined approvals
What this screen demonstrates Hybrid ownership remains explicit at every stage instead of relying on informal handovers.
07
Client fulfilment ownership default The normal fulfilment owner is configured once so eligible products inherit the same operating rule.
Step 6 · Fulfilment default

Set the Normal Fulfilment Owner at Client Level

The fulfilment ownership matrix should begin with one account default rather than hundreds of individual product settings.

  • Vault Managed
  • Client Managed
  • Hybrid
  • Inherited by normal inventory
What this screen demonstrates A client-level default keeps configuration simple and makes exceptions easy to identify.
08
Product-level responsibility override An individual product can use a different fulfilment owner while the wider client default remains unchanged.
Step 7 · Override an exception

Change Only the Product That Needs Different Treatment

A product-level override is appropriate for fragile, high-value, marketplace-specific or location-specific inventory.

  • Inherited default remains visible
  • Explicit override owner
  • Reason and approver
  • Destination or location scope
What this screen demonstrates The exception remains visible without forcing the client to reconfigure every other product.
09
Resulting task ownership The request, order or warehouse task shows which party is responsible after defaults and overrides are applied.
Step 8 · Execute the rule

Translate Configuration into the Correct Next Action

Responsibility settings must determine the actual assignee, location, workflow action and escalation path.

  • Responsible organisation and user
  • Exact item and location
  • Required next action
  • Exception or supervisor route
What this screen demonstrates The operating model is useful only when it controls the real task—not merely an account label.
10
Transition and audit history Responsibility changes retain the effective date, approver, previous owner, new owner and operational history.
Step 9 · Review and transition

Change the Model Without Losing the Inventory History

Temporary support, phased handover or permanent transition should preserve the existing identity, requests and activity records.

  • Previous and new responsibility owner
  • Effective date and transition scope
  • Open tasks and exceptions
  • Approval and activity log
What this screen demonstrates The model can evolve as the client grows without rebuilding the inventory or losing accountability.
↔ Swipe through the operating model walkthrough
Responsibility areas

Assign Ownership Across Eight Connected Parts of the Operation

Choosing an operating model does not require every responsibility to sit with the same party. Each area can be configured independently where the operation requires it.

↔ Swipe through the responsibility areas
Custody and LocationWhere inventory is held and who controls physical access.
Receiving and Item IntakeWho counts, verifies, identifies and accepts incoming inventory.
Catalogue and DataWho captures images, measurements, attributes, descriptions and categories.
Storage and MovementWho assigns locations, scans movements and manages transfers.
Fulfilment and DispatchWho reserves, picks, packs, documents and dispatches inventory.
Returns, Condition and CareWho reconciles returns, records condition and manages restoration.
Commercial ChannelsWho prepares listings, approves pricing and activates destinations.
Platform and SupportWho administers users, configuration, integrations and issue resolution.
01
Client-operated model

Your Team Performs the Work Using Seller Central

This model is designed for businesses that already have suitable teams, facilities and day-to-day operational control but need a connected system for inventory, requests, fulfilment and commercial readiness.

Vault may still provide implementation, training, technology, audits or specialist services without assuming the complete daily operation.

Client teams
Client locations
Client supervision
Vault platform
↔ Swipe through client-operated requirements

Best Fit

Suitable where the client has the people, space and discipline required to operate reliably.

  • Established internal operations team
  • Client-controlled warehouse or studio
  • Defined supervisors and approvers
  • Ability to train and manage users

Client Performs

The client performs and records the agreed day-to-day work.

  • Receiving and item intake
  • Storage and item movement
  • Picking, packing and dispatch
  • Returns, condition and exception handling

Vault Provides

Vault provides the agreed platform, implementation and specialist support scope.

  • Seller Central configuration
  • Training and implementation support
  • Approved integrations or Commerce OS
  • Selected managed services where required

Control Requirements

The model succeeds only when the approved process is used consistently.

  • Named operational owners
  • Role-based access and approvals
  • Accurate scans and status updates
  • Exception and audit discipline
02
Vault-managed model

Vault Performs the Approved Operating Scope

This model is designed for clients that need inventory operations, catalogue work, storage, fulfilment, returns or marketplace preparation performed on their behalf.

The client retains the ownership rights, approvals and commercial decisions allocated to it under the operating matrix and agreement.

Managed operations
Vault facilities
Defined approvals
Operational reporting
↔ Swipe through Vault-managed responsibilities

Best Fit

Suitable where the client wants to reduce dependence on its own staff, facilities or specialist capability.

  • Limited internal warehouse team
  • Large or irregular inventory volumes
  • Need for catalogue or studio services
  • Multi-channel fulfilment requirements

Vault Performs

Vault performs the selected work and records the operational result.

  • Receiving and item intake
  • Storage and location control
  • Catalogue and preparation services
  • Fulfilment, returns and restoration

Client Retains

The client supplies the information and decisions required for the approved operation.

  • Ownership and authority confirmation
  • Pricing and commercial approvals
  • Accurate request and product information
  • Agreement, billing and document compliance

Commercial Structure

Managed work is priced according to the approved one-time, recurring, usage-based and specialist scope.

  • Receiving and catalogue work
  • Storage and protection
  • Fulfilment and materials
  • Special handling and additional services
03
Hybrid operating model

Divide Responsibility by Workflow, Site, Category or Catalog Item

The hybrid model allows the client and Vault to share the operation without duplicating inventory records or losing visibility.

A client-level default defines the normal responsibility owner, while approved workflow-level or product-level overrides handle genuine exceptions.

Shared responsibility
Client defaults
Catalog Item overrides
Multi-site flexibility
↔ Swipe through hybrid configurations

Workflow-Based Hybrid

Assign complete operational stages to different owners.

  • Client receives; Vault catalogues
  • Vault stores; client fulfils
  • Client catalogues; Vault dispatches
  • Vault manages only returns and care

Location-Based Hybrid

Use different operating models across warehouses, cities or partner facilities.

  • Client-operated primary warehouse
  • Vault-managed overflow storage
  • Partner-managed regional location
  • Shared inter-location transfers

Category or Catalog Item Hybrid

Apply different responsibility rules where inventory needs different treatment.

  • Standard items client-managed
  • Fragile or high-value items Vault-managed
  • Marketplace items Vault-fulfilled
  • Internal-use inventory client-fulfilled

Recommended Configuration Rule

Set the normal operating and fulfilment model once at client level.

  • Use one client-level default
  • Override only genuine exceptions
  • Record the reason for each override
  • Retain one audit trail
Fulfilment ownership matrix

Set the Default at Client Level and Override Only Where Necessary

The matrix clarifies who performs and records each workflow. Commercial approval remains with the client unless a separate agreement expressly provides otherwise.

Workflow
Client-Operated
Vault-Managed
Hybrid
Receiving and item intake
Client performs and records
Vault performs and records
Configured by site, batch or workflow
Catalogue, images and attributes
Client catalogue team
Vault catalogue team
Split by category, project or output
Storage and location control
Client-controlled facility
Vault-managed facility
Different owners by location
Picking, packing and dispatch
Client fulfilment
Vault fulfilment
Client default with approved overrides
Returns, condition and care
Client reviews and restores
Vault reviews and restores
Configured by return or service type
Pricing and commercial approval
Client approves
Client approves
Client approval retained
Publishing and channel activation
Client-controlled
Vault prepares; client approves
Configured by destination
Platform and implementation
Vault platform; client users
Vault configures managed scope
Shared implementation and support
↔ Swipe through the responsibility models

Client-Operated

  • Physical workClient team and client-controlled locations
  • System useClient users operate Seller Central
  • ApprovalsClient-controlled
  • Vault rolePlatform, setup and selected support

Vault-Managed

  • Physical workVault performs the approved service scope
  • System useVault records operational activity
  • ApprovalsClient retains commercial authority
  • Vault roleManaged operations and reporting

Hybrid

  • Physical workDivided by workflow, site, category or product
  • System useShared visibility and role-based access
  • ApprovalsDefined within the operating matrix
  • Vault roleSelected managed stages and support

Source-of-truth rule: the client-level operating model is the default. Any product-level, workflow-level or destination-level override must be explicit, approved and visible in the inventory record.

04
Transition between models

Change Responsibility Without Rebuilding the Inventory Record

The operating model may change as the client grows, opens new sites, adds channels, reorganises teams or needs temporary operational support.

Transitions preserve the inventory identity, locations, scans, history, approvals, requests, orders and commercial records.

Pilot
Peak support
Phased handover
Permanent transition
↔ Swipe through transition options

Client to Vault

Transfer selected responsibilities when internal capacity or infrastructure is insufficient.

  • Inventory and location reconciliation
  • Custody and handover approval
  • Service scope and pricing confirmation
  • Operational cutover plan

Vault to Client

Return selected workflows after client teams, facilities and controls are ready.

  • User and role setup
  • Training and supervised practice
  • Location and inventory handover
  • Post-transition support

Temporary Hybrid Support

Add Vault capacity for a project, peak period, campaign or location transition.

  • Seasonal inventory intake
  • Large catalogue project
  • High-volume fulfilment period
  • Temporary team or facility disruption

Transition Controls

Every handover requires a defined date, owner, scope and acceptance record.

  • Responsibility start and end dates
  • Open requests and exceptions
  • Inventory and data reconciliation
  • Manager approval and activity log
How to choose

Six Questions That Define the Right Responsibility Model

The assessment should focus on operational capacity, control, complexity and growth—not only on whether the client has warehouse space.

↔ Swipe through the decision questions
01

Where Is the Inventory?

Client site, Vault warehouse, partner facility, multiple cities or a changing combination.

02

Who Has the Team?

Identify who can reliably receive, catalogue, store, pick, pack and reconcile returns.

03

How Complex Is the Work?

Consider volume, handling, categories, photography, care, logistics and exception rates.

04

Who Must Approve?

Define pricing, publishing, movement, fulfilment, damage and commercial authority.

05

How Fast Will It Change?

Consider new warehouses, channels, users, cities, projects and seasonal volume.

06

What Must Remain Visible?

Confirm audit, custody, cost, earnings and operational reporting requirements.

↔ Swipe through the decision principles
Keep capable client teams in control

Do not transfer work merely because Vault can perform it. Retain client ownership where it improves speed, knowledge and accountability.

Do not leave critical work without an owner

Move a workflow to Vault or an approved partner where the client lacks the people, process or infrastructure required to operate it reliably.

Common operating scenarios

Configure Responsibility Around the Real Operation

These examples show how one Seller Central record can support different ownership structures without fragmenting inventory data.

↔ Swipe through the operating scenarios
Catalog Itemion House ArchiveVault stores and catalogues; the client approves project movement and commercial use.
Designer with Own StudioThe client receives and stores; Vault prepares selected items for marketplace use.
Multi-City InventoryClient-operated headquarters with Vault-managed regional or overflow facilities.
High-Volume SellerThe client controls pricing and assortment; Vault manages storage, fulfilment and returns.
Storage-Only ClientVault holds inventory while the client manages its own item-level commercial work.
Client WMS OperationThe client manages inventory internally while Seller Central connects approved commercial workflows.
Catalogue Transformation ProjectVault manages intake, photography and catalogue creation before responsibility returns to the client.
Marketplace Fulfilment OverrideMost inventory remains client-managed while selected marketplace items are fulfilled by Vault.
Operating Models FAQs

Common Questions About Responsibility and Fulfilment Ownership

The approved operating matrix, client-level default and recorded exceptions remain the source of truth.

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Why is Operating Models placed under How It Works?

Because it defines who performs each stage of the inventory journey. It is the responsibility layer behind onboarding, inbound, storage, fulfilment, returns and publishing.

Can different workflows use different models?

Yes. A client may operate receiving internally, use Vault for catalogue preparation and assign fulfilment differently by channel or product.

Can the model be set at client level?

Yes. The normal operating and fulfilment model should be configured once at client level so most products inherit it.

Can one product use a different fulfilment owner?

Yes. An explicit product-level override can replace the client default where the item, category, channel or location needs different treatment.

Does Vault-managed mean Vault controls the selling price?

No. The client retains pricing and commercial approval unless a separate agreement expressly provides otherwise.

Can inventory remain at the client’s warehouse?

Yes. Client-operated and hybrid models can keep inventory at client-controlled locations while using Seller Central and selected Vault services.

Can Vault manage only catalogue work?

Yes. Catalogue preparation can be selected as a standalone managed service while the client retains custody and fulfilment.

Can the model change temporarily?

Yes. Vault can take over a defined workflow for a peak period, project, transition or disruption where commercially approved.

What happens to inventory history when responsibility changes?

The inventory identity, locations, scans, requests, orders, condition records and activity history remain connected through Seller Central.

Who handles returns in a hybrid model?

The operating matrix defines who receives, inspects, restores and relocates returned inventory for the applicable workflow.

How is Vault-managed work priced?

The pricing depends on the approved one-time, recurring, usage-based and specialist-service scope.

Continue the How It Works journey

Configure Responsibility Before Onboarding and Operations Begin

Start with your locations, team capacity, inventory complexity, fulfilment requirements and commercial objectives. Vault will translate those decisions into a clear operating and fulfilment ownership matrix.

Request an Operating Assessment
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