How Do I Manage Listings?

Listings are the properties you're marketing - whether rental units, properties for sale, or short-term rental accommodations. Propel uses listing data to answer questions, suggest properties, and provide accurate information to prospects. This guide explains how to add, manage, and maintain your listings.

What Are Listings?

A listing in Propel represents a property you're marketing. Listings can be:

• Rental properties - Long-term rental units, apartments, houses
• Properties for sale - Real estate listings for buyers
• Short-term rentals - Vacation rentals, Airbnb properties, temporary accommodations

Each listing contains detailed information that Propel uses to:

• Answer questions - Respond to inquiries about property details, pricing, and availability
• Suggest properties - Match prospects with properties that meet their criteria
• Provide accurate information - Share correct details about amenities, features, and availability
• Book tours and showings - Schedule viewings for specific properties

Why Listings Matter

Propel's AI agent uses listing data extensively:

Answering Questions

When prospects ask questions like:

• "What's the rent for unit 106-5?"
• "Does the property have parking?"
• "What amenities are included?"

Propel searches your listings to find the relevant property and provides accurate answers based on the listing data.

Property Matching

When prospects describe what they're looking for:

• "I need a 2-bedroom apartment under $2000"
• "Looking for a property with parking and a balcony"
• "Do you have anything available in downtown?"

Propel searches your listings to find properties that match their criteria and suggests the best options.

Availability Management

Propel uses availability information to:

• Check availability - Verify if properties are available when prospects inquire
• Suggest alternatives - If a specific property isn't available, suggest similar options
• Update availability - Track when properties become available or are rented/sold

Adding Listings

You can add listings in two ways: manually or by importing from data sources.

Manual Addition

Add listings one at a time through the Listings page:

Step 1: Navigate to Listings

1. Go to Listings from the sidebar
2. Click "Add Listing" button at the top of the page

Step 2: Enter Property Information

Fill in the property details. The form is organized into logical sections:

Basic Information:

• Property address, city, state, and postal code
• Building name and unit number (if applicable)

Property Details:

• Property type, unit type, bedrooms, bathrooms
• Square footage and other size information
• Year built and other property characteristics

Pricing:

• Monthly rent (for rentals) or listing price (for sales)
• Currency and pricing details

Availability:

• Current availability status (available, pending, rented, sold, etc.)
• When the property becomes available

Features and Amenities:

• Property features like parking, balcony, laundry, utilities
• Pet policies, furnished status, and other amenities
• Building-level amenities for multi-unit properties

Additional Information:

• Property description
• Links to listing pages or application forms
• Leasing specials, lease terms, and other details

Optional Information:

• Location data and walkability scores (if you have this data)
• Agent assignments and priority settings
• Custom fields for tracking additional information

Step 3: Save the Listing

Click "Save" to create the listing. Propel will immediately start using this listing data to answer questions and suggest properties.

Tip: You don't need to fill in every field - add the information that's relevant for your use case. Propel works with whatever data you provide.

Importing from Data Sources

You can import listings automatically from cloud storage:

Supported Data Sources

• Google Drive - Import from Google Sheets or CSV files
• OneDrive/SharePoint - Import from Excel files or CSV files
• Dropbox - Import from CSV files

How Import Works

1. Connect Data Source - Link your cloud storage account in Settings > Data Sources
2. Upload Files - Place your listing files (CSV, Excel, Google Sheets) in the connected folder
3. Automatic Sync - Propel automatically extracts and imports listing data
4. Field Mapping - Propel maps your file columns to listing fields automatically

For detailed instructions, see Data Sources (Google Drive, OneDrive, Dropbox).

Use Case Examples:

• Property Management: Export listings from your property management software to CSV, upload to Google Drive, and Propel imports them automatically
• Real Estate: Sync MLS listings by exporting to Excel and uploading to OneDrive
• Short-Term Rentals: Import availability calendars from Airbnb or booking platforms

Managing Listing Information

Viewing Listings

The Listings page shows all your listings in a table format:

• Property Information - Address, building name, unit number
• Property Details - Bedrooms, bathrooms, square feet
• Pricing - Rent or sale price
• Availability - Current availability status
• Last Updated - When the listing was last modified

Editing Listings

Click any listing row to view and edit details:

1. Open listing - Click the listing to open the detail page
2. Edit fields - Update any property information
3. Save changes - Changes are saved immediately

Important: When you update listing information, Propel immediately starts using the new data in responses. Update availability, pricing, and features regularly to ensure accurate responses.

Updating Availability

Keep availability current:

• Mark as Available - When a property becomes available
• Mark as Pending - When a property is in the application process
• Mark as Rented/Sold - When a property is no longer available
• Update Available From - Set when a property will become available

Best Practice: Update availability status immediately when properties are rented, sold, or become available. This ensures Propel provides accurate information to prospects.

Managing Property Details

Keep property information accurate:

• Update pricing - Change rent or sale prices as needed
• Modify features - Update amenities, parking, pet policies
• Edit descriptions - Update property descriptions to reflect current condition
• Add photos - Link to property photos or listing pages

How Propel Uses Listing Data

Understanding how Propel uses listing data helps you maintain accurate information.

Answering Property Questions

When prospects ask about specific properties:

1. Propel searches listings - Finds the property by address, building name, unit number, or external ID
2. Retrieves property data - Gets all available information about the property
3. Provides accurate answers - Responds with details from your listing data

Example: Prospect asks "What's the rent for unit 106-5?" → Propel searches for unit 106-5, finds the listing, and responds with the monthly rent.

Matching Prospects to Properties

When prospects describe what they're looking for:

1. Propel analyzes criteria - Understands bedrooms, price range, location, features
2. Searches listings - Finds properties that match the criteria
3. Ranks by priority - Orders results by your priority settings (1 = highest priority)
4. Suggests best matches - Presents the top matching properties

Example: Prospect says "I need a 2-bedroom under $2000 with parking" → Propel searches listings, finds matches, and suggests the best options ranked by priority.

Handling Availability Queries

When prospects ask about availability:

1. Propel checks availability - Verifies if the property is currently available
2. Checks availability dates - Determines if property is available now or in the future
3. Suggests alternatives - If property isn't available, suggests similar available properties

Example: Prospect asks "Is unit 106-5 available?" → Propel checks availability, and if not available, suggests similar units that are available.

Building-Level Matching

When exact units aren't available, Propel operates at the building level:

• Finds similar units - Searches for other units in the same building
• Suggests alternatives - Offers 1-3 close matches in the same building or nearby
• Matches availability - Targets availability within ±30 days of move-in date

This ensures prospects get helpful options even when specific units aren't available.

Listing Best Practices

Keep Information Current

Update listings regularly to ensure Propel provides accurate information:

• Update availability immediately - Mark properties as rented/sold as soon as they're taken
• Update pricing - Keep rent and sale prices current
• Refresh descriptions - Update property descriptions to reflect current condition
• Maintain features - Keep amenities and features accurate

Use Priority Settings

Set priority levels to control which properties Propel suggests first:

• Priority 1 - Highest priority (suggested first)
• Priority 2-5 - Medium priority
• Priority 6+ - Lower priority (suggested last)

Use Case Examples:

• Property Management: Set priority 1 for your best units, priority 2 for standard units
• Real Estate: Prioritize listings you want to sell first
• Short-Term Rentals: Prioritize properties with best availability

Use External Listing IDs

External Listing IDs help you:

• Track properties - Link Propel listings to your internal systems
• Prevent duplicates - Propel uses external IDs to avoid duplicate listings
• Sync data - Match imported data to existing listings

Best Practice: Use consistent external IDs that match your property management software or MLS system.

Provide Complete Information

The more information you provide, the better Propel can help:

• Essential information - Address, bedrooms, bathrooms, price, availability
• Helpful details - Amenities, features, descriptions, photos
• Optional data - Location scores, custom fields, agent assignments

Tip: Start with essential information and add more details over time. Propel works with whatever data you provide.

Organize by Building

For property management with multiple units:

• Use building names - Group units by building name
• Use unit numbers - Clearly identify individual units
• Set building-level defaults - Use building amenities for all units in a building

This helps Propel understand relationships between units and suggest alternatives effectively.

Linking Listings to Conversations

Listings are automatically linked to engagements when:

Prospects Inquire About Properties

When prospects ask about specific properties:

• Propel identifies the property mentioned
• Links the listing to the engagement
• Tracks the interaction in the listing's engagement history

Prospects Book Tours or Showings

When prospects book tours or showings:

• The booking is linked to the specific listing
• The engagement shows which property was booked
• The listing shows all bookings and inquiries

Propel Suggests Properties

When Propel suggests properties to prospects:

• Suggested listings are linked to the engagement
• You can see which properties were suggested
• Track which suggestions lead to bookings

Viewing Listing Details

Click any listing to view complete details:

Listing Information

• All property fields - Complete listing information
• Availability status - Current availability and dates
• Pricing information - Rent or sale price
• Features and amenities - All property features

Engagement History

See all conversations about this listing:

• All inquiries - Every prospect who asked about this property
• Booking history - All tours, showings, or reservations
• Interaction types - Which properties were suggested vs requested

Related Data

• Linked contacts - All contacts who inquired about this listing
• Booking schedule - Upcoming tours or showings
• Agent information - Assigned listing agent (if applicable)

Troubleshooting

Listing Not Appearing in Search

If Propel doesn't find a listing when prospects ask:

1. Check availability status - Ensure the listing is marked as "Available"
2. Verify search criteria - Check if the property matches what prospects are asking for
3. Review property information - Ensure address, building name, or unit number is correct
4. Check priority - Low priority listings may not appear in top results

Duplicate Listings

If you see duplicate listings:

1. Check external listing IDs - Ensure each listing has a unique external ID
2. Use external IDs for imports - Propel uses external IDs to prevent duplicates during import
3. Merge manually - If duplicates exist, delete one and update the other with complete information

Import Issues

If listings aren't importing correctly:

1. Check file format - Ensure files are CSV or Excel format
2. Verify column mapping - Ensure column names match property information
3. Check data source connection - Verify the data source is still connected
4. Review import logs - Check for error messages in the import process

Inaccurate Responses

If Propel provides incorrect information:

1. Check listing data - Verify the information in your listing is correct
2. Update immediately - Fix incorrect data and Propel will use the updated information
3. Review property information - Ensure availability status and other details are accurate
4. Check for multiple listings - Ensure you don't have duplicate listings with different data

Next Steps

Now that you understand listings:

• Monitor conversations to see how Propel uses listing data
• Set up data sources to import listings automatically
• Understand engagements to see how listings link to conversations
• Book tours and viewings to learn how bookings work with listings

Related Articles

• Data Sources (Google Drive, OneDrive, Dropbox) - Import listings from cloud storage
• Understanding Engagements - Learn how listings link to conversations
• Managing Contacts - See how contacts relate to listings
• Booking Tours and Viewings - Learn how bookings work with listings
• Monitoring and Reviewing Conversations - See how Propel uses listing data in responses