Properties

This page shows you how to follow a property in the CRM, from the first prospecting call to the deed and the archive. Each section below covers one task. What each stage means and what it asks for is in Property stages and statuses.

View your properties: board, list, or AI search

Go to Properties in the sidebar. At the top, pick a View:

View	What you see
Board	One column per stage: Prospecting, For sale / rent, After sale / rental, Closed, and Archive. This is the default view.
List	All properties as tiles with cover photo, stage, and document progress. Click Load more at the bottom for more properties.
AI search	Search by meaning across descriptions, photos, and documents.

Proppeteer remembers the view you used last. The view and your filters are also part of the link, so a colleague who opens your link sees the same thing.

Filters work in Board and List:

• Type in Search by title or address… or Filter by city….
• Pick Sale & rent, Sale, or Rent.
• Turn on Mine, No action > 3 months, or Owner missing.
• Board only: filter by mandate with Mandate expiring ≤ 30 d, Mandate expired, or Mandate missing.
• List only: pick a stage under All stages or turn on Under offer / option.
• Click Clear filters to start over.

AI: searches by meaning

Searching by features instead of address, like “terraced house with south-facing garden”? Pick AI search, type your query, and click Search. The AI searches your descriptions, photos, and documents, so you find the property even when those exact words appear nowhere. By default it searches For sale / rent; pick another stage in the dropdown. You choose which results to use. See AI search.

Use the board

Each card on the board shows what matters in that stage:

• Prospecting: when the last action was, for example “Last action 3 weeks ago”, or No action logged.
• For sale / rent: how long the property has been on the market, Under offer or Under option, whether it is on your website and on portals, and the mandate (see Mandates on a property).
• After sale / rental: when the deed is planned (“Deed in 12 days”, Deed today, or a number of days overdue) and until when a suspensive condition runs. If the date is missing, you see Date missing.
• At the bottom, the owner (or Owner missing) and the assigned agent.
• A light bulb with a number means suggested next steps are waiting. Portal sync failed means sending to a portal failed.

To move a property to another stage:

1. Drag the card to another column. If the move isn’t possible, the column shows Not allowed.
2. Or click ⋯ on the card, choose Move to…, and pick the stage.
3. If the new stage needs details, such as a mandate or a sales agreement date, a dialog opens. Fill it in and click Move.

Good to know:

• The Closed and Archive columns are collapsed by default. Click them to show them.
• Each column has its own sort menu, for example Oldest action first or Deed date (soonest first).
• On your phone, pick the stage at the top and move a property with ⋯ instead of dragging.

Add a prospect quickly

Just got an owner on the phone? A prospect captures the address and the owner in a few seconds.

1. Click the + at the top of the Prospecting column (on your phone: Add prospect).
2. Fill in the Address. Search address finds a Belgian address right away.
3. Under Owner, pick an Existing contact, or pick New contact and enter the name, phone, and email.
4. Choose Sale or rent.
5. Click Add prospect.

The property now sits in the Prospecting column.

AI: fills in the prospect from your note

Click Paste or dictate, paste or dictate what you know (“Jan Peeters, 0475 12 34 56, Kerkstraat 12 Gent, wants to sell in spring”), and click Fill in. The AI fills in the empty address and owner fields and shows Possible existing contacts when the owner is already in your CRM. You don’t type anything twice and you don’t create a second contact for the same person. You check every field and click Add prospect yourself.

Create a property with AI suggestions

Upload the dossier files you already have (EPC, deed, floor plans, photos). The AI reads them and suggests the property details. You decide what gets saved.

AI: fills in property details from your files

The AI pulls values such as the EPC score, floor areas, and bedrooms from your PDFs, scans, and photos. You don’t retype anything, you make fewer typos, and the file is complete sooner. For every value you see how sure the AI is (a percentage), and Why suggested shows which file it came from. Nothing is saved until you accept it.

1. Go to Properties and click Create.
2. Enter a Title, for example “Kerkstraat 12, Gent”.
3. Click Continue to files.
4. Upload your PDFs and scans under Dossier files with Upload dossier files.
5. Upload your photos under Media with Upload photos. If a file ends up on the wrong side, use Move to Media or Move to files.
6. Click Continue. The Analyzing step shows how many files have been read. This can take a minute.
7. In the Review suggestions step, check each suggested value:
   • Click the check mark (Accept) to use it.
   • Click the X (Dismiss) if it is wrong.
   • Click the pencil (Edit) to adjust the value first.
   • Click Why suggested to see the source and the explanation.
8. Click Finish setup.

The property opens in the Prospecting stage with every value you accepted. Then link the owner (see Link owners and other contacts). Until you do, the property shows Owner missing.

Good to know about AI suggestions

• A suggestion is only saved when you accept it.
• Accept all applies all new values at once. If a suggestion would overwrite a field that is already filled in, the CRM asks you to confirm first.
• Didn’t review everything? After Skip and finish or Finish setup, open suggestions stay on the Details tab under AI suggested updates.
• If you upload more files to a property that is already set up, the AI reads those too. After a short processing time, new suggestions appear on the Details tab under AI suggested updates. The tile in the list then shows, for example, “2 suggestions not applied yet”.
• If setup is not finished, the tile in the list shows Intake. Open the property and click Continue setup to pick up where you left off.
• Changed your mind? Click Delete property during setup. The uploaded files are removed too.

Create a property manually

No files yet? Fill in the form yourself.

1. Go to Properties and click Create.
2. Click Enter all fields manually instead.
3. Under Owner, pick an Existing contact or create a New contact. Every property needs an owner.
4. Choose the Starting stage:
   • Prospecting if you don’t have the mandate yet.
   • For sale / For rent (mandate signed) if the mandate is already signed. Then fill in the mandate details too.
5. Enter at least the Title. Everything else can wait.
6. Click Create.

The property page and its tabs

Click a property on the board or in the list. At the top you see:

• the stages of the file (Prospecting, For sale, After sale, Closed), with the current stage highlighted. For an archived property you see Archive and the reason.
• Under offer or Under option when that applies, and when the last action was.
• whether the property is on your website (Live or Not published), its status on portals, and the document progress.

The actions are in the top right:

Button	What it does
Schedule visit	Plan a visit. See Tasks and calendar.
Ask AI	Open the AI assistant about this property. See Using the AI assistant.
Move to …	Move the property to the next stage, for example Move to For sale. For an archived property the button is called Reactivate.
More actions	Move back to an earlier stage, Mark under offer or Offer withdrawn, Prepare mandate (in Prospecting), Archive, and Delete property.

Below that are the tabs. On your phone, you pick the tab from a dropdown.

Tab	What you find there
Details	All property details and open AI suggestions. Next to them: the Where we are summary, the Lifecycle panel with milestones, next steps, and the mandate, and the linked Contacts.
AI matching	Buyers and tenants who fit the property, with the reasons why. Only shown in For sale or For rent, and only while the property is not under offer or under option. See AI matching.
Media	Photos: upload, order, and cover photo.
Documents	The document checklist and all files for the property.
Activity	The timeline of visits, notes, and other activities, plus every stage change (“Moved to For sale by …”).
Follow-up	Progress reports for the seller.
Publish	Put the property on your website and on connected portals.

AI: summarizes the file

At the top of the Details tab is Where we are: a short summary of the actions and milestones in the file. Taking over a file from a colleague or calling the owner back? You know where things stand in seconds, without reading the whole timeline. The summary doesn’t change anything in the file. Check the details in the file before you pass them on to a client.

Move a property to the next stage

1. Open the property.
2. In the top right, click Move to …, for example Move to After sale. To go back to an earlier stage or archive, open More actions.
3. In the dialog, fill in what the new stage asks for:
   • To For sale or For rent: the mandate (see Mandates on a property).
   • To After sale or After rental: Sales agreement signed (or Lease signed), and optionally Final price, Planned deed, Suspensive condition until, and the buyer or tenant.
   • To Closed: the Deed passed date (or Handover).
   • To Archive: a Reason and optionally a note.
   • Back to an earlier stage: a Reason.
4. Click Move.

You can only move a property forward once an owner is linked. If there is none, you see This property has no owner yet. Link one before moving it forward. Click Add owner.

AI: reads your sales agreement or lease

In the Move to After sale dialog, under Upload the compromis to prefill, click Choose file (for rentals: the lease). The AI reads the document and fills in the empty fields: the signing date, the price, the planned deed, and the suspensive condition. If the buyer is already in your contacts, it fills that in too. You don’t retype dates: the signing date, the deed, and the condition are ready for you to check. Each field shows how sure the AI is. You check the values and click Move yourself.

After the move, the CRM may show Suggested next steps, such as tasks to prepare the deed. Nothing happens until you accept. Check the tasks you want and click the button to add them (for example “Add 2 tasks”), or choose Later. See Recommendations.

Caution

If you move a property back to Prospecting or to Archive, it goes offline on your website. If you do that from For sale, the running mandate is also ended. If a sale falls through (After sale back to For sale), the sales agreement date, the planned deed, and the final price are cleared. They stay in the history.

Mark a property under offer or under option

When there is an offer on the table, you mark it without changing the stage.

1. Open the property in For sale.
2. Click More actions and choose Mark under offer (for rentals: Mark under option).

On the board, you find the same option under ⋯ on the card.

The property now shows Under offer. While it is under offer, you don’t see the AI matching tab. If the offer falls away, choose Offer withdrawn (for rentals: Option lapsed). If the offer becomes a sale, use Move to After sale. Read more in Property stages and statuses.

Mandates on a property

The mandate is on the Details tab, in the Lifecycle panel, under Mandate. It shows the type, the status (such as Running), the period, the Expected commission, and whether the Signed document is in the file.

Prepare a mandate in Prospecting

1. Open the property and choose More actions › Prepare mandate.
2. Fill in the terms you propose to the owner, such as Type, Start date, End date, and Commission %. Your agency defaults are already filled in.
3. Click Save draft.

The property now shows a Draft mandate (offer to the owner).

Record the signed mandate

You do this when you move the property with Move to For sale. In the dialog, choose Activate a prepared draft if you already have a draft, or Record the signed mandate to fill in the details. Under Principals (signatories), add everyone who signed, then click Move.

AI: reads your signed mandate

When you choose Record the signed mandate, click Choose file under Upload the signed mandate to prefill. The AI reads the brokerage agreement and fills in the type, dates, commission, and protection period. Under Clauses to check it shows what stands out, such as Lijstbeding longer than your agency default or Tacit renewal without a notice period. You don’t copy anything wrong, and you spot unusual clauses before they become a problem. You check every field and click Move yourself.

Change a running mandate

In the Mandate block, click ⋯ (Mandate actions) and choose:

• Extend or Change price / commission to record an amendment.
• Upload signed document to add the signed document on the Documents tab.
• Terminate when the mandate stops. Pick a reason and a date.
• Candidate list once the mandate has ended: the candidates you introduced during the mandate (lijstbeding).

Click the “Identification 1/2” line to keep track of the client identification (AML) of the principals. Incomplete identification is a reminder and doesn’t block the mandate.

What the board shows about the mandate

Every card in For sale / rent shows the mandate type and when it ends, for example “Excl. · Ends in 21 days”. When the mandate ends within 30 days, that line gets a warning color. An expired mandate shows Mandate expired in red. When a property is on the market without a mandate, the card shows Mandate missing and the property shows Add mandate. Use the mandate filters on the board to find these properties quickly.

Read more in Mandates.

Edit property details

1. Open the property on the Details tab.
2. Change the fields. They are grouped, for example Essentials, Location, Descriptions, Energy (EPC), and Legal (Belgium). Click a group to expand or collapse it.
3. Click Save at the bottom.

Good to know:

• Only the title is required. Fields marked Listing are needed before you publish the property on a portal.
• For a Belgian address, use Search address. Pick the full address with house number. The CRM fills in street, postal code, and city, and shows Address verified (Geopunt).
• You don’t pick the stage in the form. You change it with Move to … or on the board.
• You change the Assigned agent and the milestones (such as Planned deed) in the Lifecycle panel. They are saved right away.

Manage photos

1. Open the property and go to the Media tab.
2. Click Upload photos, or drop files anywhere on the page.
3. Drag the photos in the Photo library into the order you want. You can also select a photo and use Move earlier or Move later.

The first photo is the cover photo. It gets the Cover label, and the photos appear in this order in the list and on your website.

• To move a photo that is really a document, use Move to files.
• To delete a photo, select it and click Delete.

Documents and the document checklist

At the top of the Documents tab is the Document checklist: the documents you need for this property, with their status (Required, Requested, In progress, Received, Expired, or Not applicable).

To add a document to the checklist:

1. Find the item in the Document checklist.
2. Click Upload (or Replace if a file is already there).
3. Change the status in the dropdown if needed.

Manage other files under All files:

1. Click Upload document.
2. Link the file to a checklist item in the Checklist column.
3. Check Public if the file may appear with the property on your website.

Good to know:

• Items set to Not applicable are hidden by default. Click Show not applicable documents to see them.
• To add your own document to the checklist, enter its name in Other document name and click Add other.
• The AI column shows whether the CRM has finished reading the file (Ready).
• The signed mandate and mandate amendments can never appear on your website.

AI: reads your photos and documents

On every upload, the AI describes what’s in your photos and reads the text in your PDFs. That way you find a garden in a photo or a clause in a brochure with AI search or the AI assistant, without scrolling through files yourself. This runs in the background and doesn’t change any property details.

Caution

Files you mark Public are visible to anyone on your website. They are also sent to connected portals when the portal accepts that type of document. Documents with personal data (IDs, title deeds, offers, leases) are never sent to portals.

Link owners and other contacts

1. Open the property on the Details tab.
2. In the Contacts block, click Link.
3. Find the contact under Related contact. If they don’t exist yet, click New contact.
4. Choose a Role, for example Seller, Landlord, Potential buyer, or Tenant.
5. Optionally pick an Interest level, then click Link.

A Seller or Landlord counts as the owner. Without an owner you can’t move the property to another stage.

For a Seller you see the Receives owner emails switch. Turn it on if the owner should get progress reports by email. Remove a link with the trash icon (Unlink). Read more in Contacts.

Send a progress report to the seller

1. Open the property and go to the Follow-up tab.
2. Set Period start and Period end.
3. Click Load auto sections to pull in website publication and visits for that period.
4. Fill in at least Action plan (required) and Advice (required).
5. Click Save draft report.
6. On the report, click Send to owners.
7. Check the subject and text in Review email and click Send.

Owners with Receives owner emails turned on get the report with a PDF attached.

Publish on your website

1. Open the property and go to the Publish tab.
2. In the Website block, click Publish.

The property is now Live on your agency website. Click Unpublish to take it down again.

Good to know:

• You can publish a property in For sale / rent, After sale / rental, and Closed. In Prospecting or Archive you see Properties in Prospecting or Archive cannot go online. Move the property to For sale / For rent first.
• Recommended for publication (not blocking): and Recommended documents (not blocking): show what is still missing, such as the EPC label. These lists don’t stop you from publishing.
• If your agency has a listing portal connected, it appears under Listing portals on the same tab.

Caution

In Belgium, every property ad must include the EPC information. Complete it before you put the property online.

See also

• Property stages and statuses
• Mandates
• Recommendations
• What AI does for you
• AI search
• AI matching
• Using the AI assistant
• Contacts