Property stages and statuses

Use this page to look up which stage a property is in, what that stage asks for, and what your website and portals show. How to move a property is in Properties.

The stages

Every property is in one stage. The stage is the only status you manage yourself. For rentals, two stages have a different name.

Stage (sale)	Stage (rent)	Meaning
Prospecting	Prospecting	You’re talking to the owner, but there is no signed mandate yet.
For sale	For rent	The mandate is signed. The property is for sale or for rent.
After sale	After rental	The sales agreement or lease is signed. You follow up on suspensive conditions and the deed or handover.
Closed	Closed	The deed has passed or the property has been handed over. The file is done.
Archive	Archive	The file is no longer active, for example because the mandate was lost or the owner no longer wants to sell.

On the board, the columns are called For sale / rent and After sale / rental, because sale and rental properties sit together. Filter on Sale or Rent to see the regular names.

Under offer and under option

Under offer (for rentals: Under option) is not a separate stage. It is a marker on a property in For sale or For rent.

• Turn it on with Mark under offer and off with Offer withdrawn (for rentals: Mark under option and Option lapsed). You find these in More actions on the property or under ⋯ on the board.
• While a property is under offer, its AI matching tab is hidden.
• When you move the property to another stage, the marker is cleared automatically.

What your website and portals receive

Your website and connected portals receive a status that the CRM derives from the stage. You don’t set it yourself.

Stage	What your website and portals receive	Can go online?
Prospecting	Nothing, the property stays internal	No
For sale / For rent	For sale or for rent	Yes
For sale / For rent with Under offer / Under option	Under offer or under option	Yes
After sale / After rental	Sold or rented	Yes
Closed	Sold or rented	Yes
Archive	Archived	No

Good to know:

• You can’t publish in Prospecting or Archive. You then see Properties in Prospecting or Archive cannot go online. Move the property to For sale / For rent first.
• On a connected listing portal, a sold or rented property is shown as sold/rented and taken offline automatically after two weeks.
• Missing details such as the EPC label don’t block publishing. They show as recommendations on the Publish tab.

Caution

When you move a property to Prospecting or Archive, it goes offline on your website right away. In Belgium, every property ad must include the EPC information. Complete it before you put the property online.

What you need to move a property

From → to	What the CRM asks for
Prospecting → For sale / For rent	A mandate: Activate a prepared draft or Record the signed mandate, with at least one principal.
For sale → After sale	Sales agreement signed (for rentals Lease signed). Final price, Planned deed, Suspensive condition until, and the buyer are optional.
After sale → Closed	Deed passed (for rentals Handover).
Any stage → Archive	A Reason: Mandate lost, Withdrawn, Owner not interested, Inactive, Duplicate, or Other.
Back to an earlier stage	A Reason.
Archive → Prospecting or For sale	Reactivate. Going to For sale asks for a mandate again.

On top of that:

• Owner required. Except for Archive, you can only move a property once an owner is linked (a contact with the role Seller or Landlord).
• No skipping. You move a property one stage forward or back at a time. A stage you can’t move to is grayed out in Move to…, and the board shows Not allowed.
• Planned deed. The CRM suggests 4 months after the sales agreement. Change the date in the dialog or later in the Lifecycle panel.

AI: fills in the dialog from your document

With Record the signed mandate and when moving to After sale, you can upload the signed document. The AI reads the mandate, the sales agreement, or the lease and fills in the empty fields, showing how sure it is for each one. You don’t retype dates and amounts; you only check what is already filled in. You check the values and confirm with Move.

What happens to the mandate and the website

Move	Effect
Prospecting or Archive → For sale	The mandate becomes Running.
For sale → Prospecting	The mandate is terminated and the property goes offline. The mandate dates stay in the history.
For sale → Archive	The mandate is terminated and the property goes offline.
For sale → After sale	The mandate becomes Fulfilled. The property can stay online.
After sale → For sale	Deal fell through: the property becomes available again and the mandate is Running again. The sales agreement date, planned deed, and final price are cleared and kept in the history.
Closed → After sale	Reopen: the deed date is cleared.

Every move goes into the Stage history (in the Lifecycle panel) and onto the Activity tab, with who made it and the reason.

Signals on the board

Signal	Meaning
Owner missing	No seller or landlord is linked yet.
No action logged / No action > 3 months	No note, call, email, visit, meeting, or completed task has been logged (in more than 3 months). This is a signal only; the CRM doesn’t act on it by itself.
Mandate missing	The property is in For sale or For rent without a mandate.
Mandate expired	The mandate’s end date has passed.
Date missing	In After sale or Closed, the deed date is missing.

See also

• Properties
• How a file moves through the process
• Mandates