Creating a property record lets you build a comprehensive database for tracking inventory, matching buyers, and managing your portfolio. This guide covers the Add Property form, including required and optional fields.
Tip: Have the property information, MLS sheet, or listing details ready before you start, for accuracy and completeness.
The form is typically organized into sections:
Enter the complete address: street number, street name, street type (Lane, Drive, Street, etc.), unit/apt if applicable, city, state (two-letter code or full name), and ZIP (five or nine digits).
Best practices: use the official address from county records, spell out street names, include directional prefixes (N, S, E, W), verify against MLS if listed, double-check the ZIP, and include the unit number for condos and townhouses.
Example formats:
Select the agent responsible for the property from the dropdown. Your name may be pre-selected, and you can assign a team member instead. Assign the primary listing agent, update if the agent changes, and make sure they're aware. This affects commission and reporting.
Enter the price, list price, or estimated value as numbers only (the system may add the $ and commas), in whole dollars. Use current market or list price, or an estimated value for unlisted properties. Match MLS pricing if listed, update when the price changes, and document price history in notes.
Select the current status from the dropdown:
Choose the status that matches the real situation, and update it when the situation changes.
Select the type from the dropdown:
Type drives buyer matching, search filtering, market analysis, categorization, and reporting accuracy.
Enter whole numbers, counting legal bedrooms only (closet and window), minimum one. Verify the count, match the MLS listing if applicable, note if a room could be an office or den, and remember it matters for buyer matching.
Enter full baths as whole numbers and half baths with .5 (for example 2.5 = 2 full + 1 half). What counts:
Count accurately, distinguish full from half, and match the MLS listing. Bathroom count affects buyer criteria and value.
Enter whole numbers for heated/cooled living space; don't include garage or unfinished areas. Match the MLS or tax records, use accurate measurements, and note whether the figure is estimated or exact. It's important for pricing and buyer matching.
Enter as square feet for small lots or acres for larger ones (for example 0.25 acre, 0.5 acre). Get the figure from a survey or tax records, match the MLS listing, and note an irregular lot shape. It matters for buyers with space needs and affects value.
Enter the four-digit construction year (approximate if exact is unknown). Property age affects value, building-code compliance, insurance, financing, buyer preferences, and maintenance expectations.
Write a detailed description covering highlights, recent updates or renovations, unique features, neighborhood information, selling points, and any issues or considerations. Be honest and accurate, highlight the best features, note any required disclosures, use compelling language, and keep it updated.
Check all that apply:
Upload high-quality photos: professional photography preferred, multiple angles of each room, exterior shots, special features, and neighborhood views. Set a primary photo and order the photos logically.
For form-loading and general issues: refresh the page, check your internet connection, clear your browser cache, and try a different browser. Beyond that:
Can I add a property that's not mine?
It depends on your system's purpose. Typically you add properties you're listing or tracking. Check with your admin about your use case.
Do I need to add properties from MLS?
It depends on your workflow. Add properties relevant to your business: your listings, potential listings, buyer targets, and so on.
Can I import properties in bulk?
Check with support about bulk import options, which are useful for migrating an existing database.
What if I don't know all the details?
Fill in what you know and update later. Required fields must be completed, but optional fields can be added anytime.
Should I add sold properties?
Yes, if you want historical records. Mark them as Inactive.
Can I edit a property after adding it?
Yes. Use the pencil icon in the table view to edit at any time.
What if a property goes under contract?
Edit it and change status from Active to Pending.
Do I add each property once, or every time it's listed?
Typically once per property, then update the status as situations change (Active → Pending → Inactive → Active again).
What status for a property I'm trying to win as a listing?
Use Pre-Market if you're confident you'll get it, or don't add it until you have the listing agreement.
Can I add properties I don't have listed, to match with buyers?
Yes. Add as Inactive or Active depending on market status, and note in the description that it isn't your listing.
