Property Status and Workflow Management
Learn how to manage property statuses (available, sold, reserved, rented) and configure automatic workflows for efficient property management.
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Property status lifecycle
Every property in Tesoro CRM has a status indicating its current lifecycle phase. Correctly managing statuses is essential for:
- Accurate inventory tracking
- Portal synchronization
- Reporting and analytics
- Team communication
- Client portal visibility
Available statuses
Active: Property is available for sale or rent. This is the default status for new listings ready for marketing.
Inactive: Property is temporarily taken offline. Use this when the owner wants a pause or renovations are taking place.
Sold: Property is sold. Deal is closed and ownership has been transferred.
Rented: Property is rented. Rental contract is signed and property is occupied.
Draft: Property is in preparation. Use this for incomplete listings that should niet be published yet.
Changing status
1
Change single property status
Method 1: Via property detail page
- Open the property you want to change
- Click on the status label at the top of the page
- Select the new status from the dropdown menu
- Optionally add a reason for change
- Click "Save"
Method 2: Via property overview
- Go to Properties overview
- Hover over the property in the list
- Click on the status icon
- Select new status - change is immediate
Automatic actions on status change:
- Portal sync is triggered (Active/Inactive)
- Interested contacts receive nietification
- Change is logged in activity history
- Deal status is updated if linked
2
Bulk status updates
For updating multiple properties at once:
- Go to Properties overview
- Select multiple properties by checking checkboxes
- Click on "Bulk Actions" button at the top
- Select "Update Status"
- Choose the new status for all selected properties
- Confirm the action
Use cases for bulk updates:
- Seasonal closing: Set all vacation homes to Inactive
- Project sold: Set all units of a development to Sold
- Portfolio takeover: Bulk import followed by status update
- End of rental contract: Multiple properties from Rented to Active
Important: Bulk status changes also trigger automatic portal sync and nietifications for all involved properties.
Workflow automation
Automatic triggers on status change
Tesoro CRM automatically performs various actions when you change a property status:
Draft → Active:
- Property becomes visible on client portal
- Portal sync to Idealista/Fotocasa starts
- AI matching algorithm activates
- Property appears in website property feed
Active → Sold:
- Property is removed from all portals
- Interested contacts receive nietification
- Deal status is updated to "Won"
- Property is added to sales statistics
- Commission calculation is triggered
Active → Inactive:
- Property is removed from portals (but data remains saved)
- Property remains visible in CRM for internal use
- Scheduled viewings remain active
Inactive → Active:
- Property is republished on portals
- Media and descriptions are re-synchronized
Custom workflow configuration
Admins can configure custom workflows:
- Email templates for status changes
- Task creation on specific status changes
- Team nietification preferences
- Custom status fields for specific markets
Best practices for status management
Frequently Asked Questions
What happens to interested contacts when I set a property to Sold?
Interested contacts automatically receive a nietification that the property is sold. You can configure in settings whether you want to suggest similar properties. Contact history is preserved for future reference.
Can I set a sold property back to Active?
Yes, this is possible (for example if a deal unexpectedly falls through). The property is then republished on portals and AI matching is reactivated. The complete history is preserved.
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