Managing properties covers the full lifecycle: viewing complete details, editing information as situations change, updating status, deleting when truly necessary, and running bulk operations. This guide walks through every management workflow.
Key features
- View full property details (read-only)
- Edit information, pricing, and details at any time
- Update status as the property's situation changes
- Modify agent assignments, add or update photos
- Delete properties when needed, with bulk select for multiple
- Track property history and match properties with buyer needs
Getting started
- Open Properties from the sidebar.
- Find the property you want to manage.
- Use the Action column buttons (if visible): the arrow icon views details, the pencil icon edits.
- Use checkboxes for bulk operations.
- Review changes before saving and keep information current.
Viewing property details
Open a complete, read-only view to review everything without making changes.
How to access: Find the property, click the arrow icon (→) in the Action column (or click the row). The details page or modal opens.
What you'll see:
- Basic information: Address, property type, assigned agent, current price, current status, MLS number if applicable.
- Specifications: Bedrooms, bathrooms (full and half), square footage, lot size, year built, stories.
- Features: Interior and exterior features, appliances, parking, HOA information, special amenities.
- Photos and media: All photos, the primary image, the gallery, and virtual tour links if added.
- Description: Marketing description, highlights, recent updates, neighborhood information.
- Agent notes: Private notes, showing feedback, special instructions, reminders.
- Status history: Status change log with dates, price change history, and days in each status.
Use view mode before showing a property, when matching to buyers, when preparing a listing presentation, to verify accuracy, to share with the team, or for quick reference during calls. Scroll through the sections, then click back or X to return to the table.
Editing properties
Keep details current, accurate, and reflective of the property's true status and condition.
How to access: Find the property and click the pencil icon (✎) in the Action column, or open edit from the detail view. The form opens with current data and all editable fields active.
What you can edit:
- Status changes (most frequent): Active → Pending (offer accepted), Pending → Active (contract fell through), Pending → Inactive (closed), Pre-Market → Active (launched), Inactive → Active (re-listing).
- Price adjustments: Reductions to attract buyers, increases in a hot market, error corrections, market-value updates, competitive repositioning.
- Property details: Updated measurements, completed renovations, new features, corrections, newly discovered details.
- Agent assignment: Transfer to another team member, update if an agent leaves, co-listing arrangements, fixing errors.
- Photos and media: Add new photos, remove outdated images, reorder, update the primary photo, add virtual tour links.
- Description: Refresh marketing copy, highlight new features, update for the season, add improvements, fix errors.
Editing process:
- Click the pencil icon to open the editor.
- Click into the field you want to change and make your edit.
- Move through the other fields and sections as needed.
- Add a note about why the changes were made.
- Review all changes, then click Save or Update Property.
- A confirmation appears and the table updates.
Best practices: update promptly (change status immediately, update prices within 24 hours of a decision, add photos as soon as available), document why changes were made, verify all values and addresses, and communicate changes to buyers, the team, and MLS where applicable.
Changing property status
Status lifecycle
- New listing: Pre-Market (optional prep) → Active (on market) → Pending (under contract) → Inactive (sold/closed).
- Failed sale: Pending → Active (contract fell through), or Active → Inactive (withdrawn).
- Re-listing: Inactive → Active (back on market), or Inactive → Pre-Market → Active (prep first).
How to change status
- Click the pencil icon to edit the property.
- Find the Status field/dropdown and select the new status.
- Add a note explaining the change (important).
- Update related fields as needed: price, description, or photos.
- Save, then verify the status badge updates in the table.
When to change status
- Active → Pending: Offer accepted and contract signed; remove from active marketing.
- Pending → Active: Contract fell through, contingencies not met, buyer backed out, or financing failed; back on market.
- Pending → Inactive: Successfully closed and sold.
- Active → Inactive: Seller withdrew, listing expired and wasn't renewed, taken off market, or listed with another agent.
- Pre-Market → Active: Property and marketing materials are ready, launch date reached, or submitted to MLS.
- Inactive → Active: Re-listing with a new agreement signed and ready to market again.
Tip: Change status promptly. It affects buyer searches and reporting accuracy. Document the reason and date, update related fields (price, description, photos, showing instructions), and notify interested buyers, the team, and MLS.
Deleting properties
Permanently remove a property only when it was created in error or is truly no longer needed.
⚠️ Warning: Deletion is usually PERMANENT and CANNOT be undone. In most cases, change the status to Inactive instead.
When to delete (rare): a duplicate created by mistake, a test property from training, the wrong property entered, a property that doesn't exist (address error), or an administrative correction.
When NOT to delete: a sold property (use Inactive), a withdrawn listing (use Inactive), a contract that fell through (change to Active or Inactive), or any record you might need later for historical reference.
Delete from the table view: Find the property, check its box, click the Delete button or trash icon, read the warning, and confirm.
Delete from the detail/edit view: Open the property via the arrow or pencil icon, find the Delete button (usually at the bottom or in a "More Options" / "..." menu), click Delete Property, and confirm.
Alternatives to deleting:
- Change to Inactive: Preserves the record and history, removes it from filtered active views, and can be reactivated later. Best option.
- Add "DELETED" to notes: Keep the record but flag that it shouldn't be used, with an explanation.
- Export before deleting: Save the information externally (for example a spreadsheet) as a backup.
Bulk actions
Select properties: Click the checkboxes next to the properties you want (a "select all" option may be available). Selected rows are typically highlighted and a count may display.
Common bulk operations:
- Bulk status change: Select properties, choose the new status, apply, and confirm.
- Bulk delete: Select properties, click Delete, and confirm (permanent).
- Bulk agent assignment: Select properties, choose a new agent, and update all at once (useful for agent transitions).
- Bulk export: Select properties, click Export, choose a format (CSV, Excel), and download.
- Bulk price update: Select properties and apply a percentage increase or decrease to all at once.
Tip: Double-check your selection before any bulk action, confirm carefully before a bulk delete, export before major changes, use filters to select similar properties, and verify the results afterward.
Matching properties with buyers
- Review the buyer's criteria: Location, property type, beds/baths, budget range, must-have features.
- Search and filter: Filter by status (Active or Pre-Market for available), search by location, sort by price, and check beds/baths and features in details.
- Identify matches: Compare each property to the criteria, verify must-haves and price, confirm location, and check for deal-breakers.
- Present to the buyer: Send details, highlight matching features, schedule a showing, gather feedback, and refine the buyer need.
For pre-market opportunities, filter to Pre-Market to review exclusive listings, then contact the property's agent to schedule a preview for qualified, urgent buyers, giving them a first-opportunity advantage.
Troubleshooting
For most issues: refresh the page, check your internet connection, clear your browser cache, and try a different browser. Beyond that:
- Can't edit a property: Verify edit permissions and check whether the property is locked; contact your admin if needed.
- Changes won't save: Confirm required fields are filled, look for error messages, and verify data formats.
- Can't change status: Verify permissions and required fields, and check for status rules.
- Bulk actions not working: Ensure properties are selected; some actions require a minimum selection, and check permissions.
- Property disappeared after edit: Its status likely changed. Use Show: All Properties, search for it, and confirm it wasn't deleted.
FAQs
How often should I update property information?
Immediately when status or price changes or new information is available. Review all properties weekly for accuracy.
Can I recover a deleted property?
Usually no, deletion is permanent. Contact your admin immediately if it was accidental. Use Inactive status instead of deleting.
What if a property's status changes multiple times?
Update it each time. Properties commonly go Active → Pending → Active if a contract falls through. Track all changes.
Should I update properties not in my inventory?
Only update properties you're responsible for or have permission to manage. Check with your admin about permissions.
When do I change from Pre-Market to Active?
When the property officially launches to the public market or is submitted to MLS, based on your marketing strategy.
What if a property has been Active too long?
Consider a price reduction, enhanced marketing, a status review, or moving it to Inactive if it's no longer viable.
Can I track showing history?
Check for a showing-log feature. If there isn't one, use the notes field to document showings and feedback.
What's the difference between Inactive and deleting?
Inactive keeps the record but marks it off-market (reversible). Deleting permanently removes it (not reversible).
How do I handle a property that keeps falling out of contract?
Keep changing the status (Pending → Active) and document the pattern in notes. It may need a different marketing or pricing strategy.
Can I see which buyer was matched with which property?
Cross-reference with contracts or use notes. Some systems link properties to contracts automatically.
What if the price needs to change but the property is Pending?
Typically don't change price once pending. If it was renegotiated in the contract, update it to the actual contract price.
How do I batch update prices?
Use bulk selection and look for the bulk price update feature. If it isn't available, edit individually or contact support.
Need Help?
- Ask Maria: AI assistant in the top navigation for quick questions.
- Search: Find any property instantly by address.
- Support: Contact the MyOps support team for assistance.
