Managing Rental Listings and Availability

This guide explains how to manage rental property listings in Propel, including adding properties, setting availability, updating pricing, managing amenities, and ensuring listings are properly linked to conversations. Well-maintained listings are essential for Propel to provide accurate information and suggest the right properties to prospects.

Why Rental Listings Matter

Rental listings are the foundation of Propel's ability to help prospects find properties. Propel uses listing data to:

• Answer questions - Respond accurately to inquiries about specific properties
• Suggest properties - Match prospects with properties that meet their criteria
• Check availability - Verify if properties are available when prospects inquire
• Provide details - Share accurate information about amenities, pricing, and features
• Book tours - Schedule viewings for specific properties

The more complete and accurate your listings, the better Propel can serve your prospects.

Adding Rental Listings

You can add rental listings manually or import them 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. For rental properties, focus on these fields:

Basic Information:

• Address - Street address of the property
• City - City where the property is located
• State/Region - State or region
• Postal Code - ZIP or postal code
• Building Name - Name of the building or complex (if applicable)
• Unit Number - Unit or apartment number (if applicable)

Property Details:

• Property Type - Apartment, house, condo, townhouse, etc.
• Unit Type - Studio, 1-bedroom, 2-bedroom, etc.
• Bedrooms - Number of bedrooms (0 for studios)
• Bathrooms - Number of bathrooms
• Square Feet - Size of the property
• Floor - Floor number (if applicable)
• Year Built - When the property was built

Pricing (Rental-Specific):

• Monthly Rent - The monthly rental price
• Currency Code - USD, CAD, etc.
• Utilities Included - Which utilities are included (electric, water, gas, etc.)
• Leasing Specials - Current promotions, move-in specials, or discounts
• Lease Term - Standard lease length (e.g., "12 months", "Month-to-month")

Availability:

• Availability Status - Available, Pending, Rented, Coming Soon, Unavailable
• Available From - When the property becomes available (move-in date)

Features and Amenities:

• Furnished - Whether the property is furnished
• Allows Pets - Pet policy (Yes, No, Cats only, Dogs only, etc.)
• Has Parking - Parking availability (Yes, No, Assigned, Street, Garage, etc.)
• Has Balcony - Balcony or outdoor space
• Has View - Special views or features
• Laundry - Laundry facilities (In-unit, Building, None)
• Amenities - Property-specific amenities (dishwasher, AC, hardwood floors, etc.)
• Building Amenities - Shared building features (gym, pool, rooftop, concierge, etc.)

Additional Information:

• Description - Detailed property description
• Website Link - Link to property listing page or virtual tour
• Application Link - Link to application form
• External Listing ID - Your internal property identifier (unit number, property code, etc.)

Organization:

• Listing Agent - Agent assigned to this listing (if applicable)
• Priority - Priority level for matching (1 = highest priority, use for featured properties)

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 properties. Propel works with whatever data you provide, but more complete listings lead to better matches.

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).

Managing Availability

Keeping availability information current is critical for accurate responses and preventing double-bookings.

Availability Status

Set the availability status to reflect the current state:

• Available - Property is available for rent
• Pending - Application received, awaiting approval
• Rented - Property is leased, no longer available
• Coming Soon - Property will be available soon (future availability)
• Unavailable - Temporarily unavailable (maintenance, renovation, etc.)

Available From Date

Set the Available From date to indicate:

• Move-in date - When the property becomes available for move-in
• Future availability - When a "Coming Soon" property will be available
• Current availability - Set to today's date if available now

Updating Availability

Update availability when:

• Property is rented - Change status to "Rented"
• New availability - Update status to "Available" and set "Available From" date
• Application pending - Change status to "Pending" when application is received
• Maintenance/renovation - Set to "Unavailable" during work periods

Best Practices for Availability

• Update immediately - Change status as soon as a property is rented
• Set future dates - Use "Available From" for properties available in the future
• Be accurate - Ensure dates reflect actual availability
• Review regularly - Check availability status weekly or monthly

Managing Pricing

Accurate pricing information helps prospects understand costs and helps Propel match them with properties in their budget.

Monthly Rent

Set the Monthly Rent to the actual monthly rental price. This is the primary price field Propel uses for:

• Price matching - Matching prospects with properties in their budget
• Price questions - Answering "How much is the rent?" questions
• Price comparisons - Comparing properties by price

Utilities Included

Specify which utilities are included in the rent:

• All utilities - Electric, water, gas, internet, etc.
• Some utilities - Water and trash, but not electric
• No utilities - Tenant pays all utilities separately

This helps prospects understand total costs and helps Propel answer questions accurately.

Leasing Specials

Use Leasing Specials to highlight:

• Move-in specials - First month free, reduced deposit, etc.
• Promotions - Limited-time offers
• Incentives - Referral bonuses, renewal discounts, etc.

Propel can mention these specials when relevant to help attract prospects.

Updating Pricing

Update pricing when:

• Rent changes - Adjust monthly rent for price increases or decreases
• Special ends - Remove expired leasing specials
• New promotion - Add new leasing specials or promotions
• Seasonal pricing - Update for seasonal rate changes

Managing Amenities

Complete amenity information helps Propel match prospects with properties that have the features they want.

Property Amenities

List property-specific amenities:

• Appliances - Dishwasher, microwave, garbage disposal, etc.
• Features - Hardwood floors, carpet, tile, fireplace, etc.
• Climate - Central AC, heating, ceiling fans, etc.
• Storage - Closets, pantry, storage unit, etc.
• Outdoor - Balcony, patio, yard, etc.

Building Amenities

List shared building amenities:

• Fitness - Gym, fitness center, yoga studio
• Recreation - Pool, rooftop, game room, lounge
• Services - Concierge, doorman, package room
• Parking - Garage, covered parking, assigned spots
• Other - Laundry room, bike storage, pet area, etc.

Pet Policy

Specify pet policy clearly:

• Pets allowed - Yes, with details (dogs, cats, size restrictions, pet fees)
• No pets - Clearly marked as not pet-friendly
• Restrictions - Specific rules (cats only, small dogs only, etc.)

This is critical information that prospects frequently ask about.

Updating Amenities

Update amenities when:

• New amenities added - Building adds new features
• Amenities removed - Features no longer available
• Policy changes - Pet policy or other rules change
• Corrections needed - Fix inaccurate information

Linking Listings to Conversations

Propel automatically links listings to conversations when:

• Prospects ask about properties - Mentions specific addresses, unit numbers, or property IDs
• Properties are suggested - Propel suggests properties based on criteria
• Tours are booked - Properties are linked when tours are scheduled

How Linking Works

Propel links listings by matching:

• Address - Street address mentions
• Unit numbers - Unit or apartment number references
• Property IDs - External listing ID mentions
• Building names - Building or complex name references

Verifying Links

You can verify listings are linked correctly:

1. Open engagement - View the engagement detail
2. Check listing interactions - See which properties were discussed
3. Review conversation - Confirm properties mentioned match links
4. Update if needed - Manually link properties if automatic linking missed something

Manual Linking

If a listing isn't automatically linked:

1. Open engagement - View the engagement detail
2. Find listing section - Look for listing or property references
3. Select listing - Choose the correct listing from your list
4. Save - Link is created

Maintaining Listings

Regular maintenance ensures listings stay accurate and useful.

Regular Updates

Review and update listings:

• Weekly - Check availability status and update as needed
• Monthly - Review pricing, amenities, and descriptions
• When properties rent - Immediately update status to "Rented"
• When new properties available - Add new listings promptly

Data Quality

Ensure listing data is:

• Accurate - Prices, availability, and details are correct
• Complete - Include all relevant information
• Current - Update information as it changes
• Consistent - Use consistent formats and terminology

Bulk Updates

For multiple listings:

• Use data sources - Update via CSV/Excel import
• Export and re-import - Export listings, update in spreadsheet, re-import
• Update in batches - Group similar updates together

Best Practices

Complete Information

• Fill key fields - Address, rent, bedrooms, bathrooms, availability
• Add descriptions - Detailed descriptions help prospects understand properties
• Include amenities - Complete amenity lists improve matching
• Set availability - Keep availability status and dates current

Accurate Pricing

• Set correct rent - Ensure monthly rent is accurate
• Specify utilities - Clearly indicate what's included
• Update specials - Keep leasing specials current
• Remove expired offers - Clean up old promotions

Current Availability

• Update immediately - Change status when properties rent
• Set future dates - Use "Available From" for future availability
• Review regularly - Check availability weekly
• Be precise - Accurate dates prevent confusion

Regular Maintenance

• Weekly reviews - Check availability and status
• Monthly audits - Review pricing and amenities
• Prompt updates - Update when properties rent or become available
• Data cleanup - Remove or archive old listings

Related Articles

• Managing Listings - General guide to listing management across all use cases
• Property Management Workflow: From Inquiry to Lease - Complete workflow guide for property management
• Data Sources (Google Drive, OneDrive, Dropbox) - Learn how to import listings from cloud storage
• Understanding Engagements - Understand how listings are linked to conversations
• Booking Tours and Viewings - Learn how tours are scheduled for specific properties