![login-logo.png]](https://helpcenter.casafari.com/hs-fs/hubfs/login-logo.png?height=23&name=login-logo.png){kind=logo}
Have you raised a new property for your portfolio and need to create it in the CRM?
Create your property, identify the main features, upload photos, documents and virtual tours.
Show your property easily to potential clients!
Index:
How to Create a Property
- Using the shortcut within the Dashboard:
- Through the side menu: Properties>List>Create Property:
- Through Prospection properties list: Properties > FSBOs: Create a property directly from the property list on prospection window. Click the "create lead" option and in the tab below, select "create property" and edit the reference. The property will appear directly in the property list.
Reference: Enter the property's reference number. If you work with more than one agency/team, you must indicate the agency/team to which it belongs.
The reference number can be filled in manually or automatically**.
**To apply the automatic referral rule, please contact help@casafaricrm.com
Add property via CASAFARI: If your CRM account is synchronized with your CASAFARI account, you can import property data using the respective URL:
Import data from external properties: When creating a new property, it is possible to import properties that already exist externally by selecting the "Import data" option:
After checking the box to import data and fill in the reference, click Save. A window will then appear where you must fill in the "energy certificate number" for the property to be imported, for Portugal. If the property to be imported is from Spain, you must fill in the "cadastral reference" for the property.
Importing properties from Portugal:
Importing properties from Spain:
Fill in the property details
- Labels: Add labels to properties: labels are a tool that allows you to distinguish and/or highlight groups of properties and contacts. Learn more about labels by reading our article.
Click the + button to add labels:
Before proceeding with entering the property details, you can configure the required fields: the required fields for a property can be set manually by going to Configuration > Required Fields and clicking on “Properties”.
A list of mandatory fields will then appear:
Click on the field you wish to edit and choose between the options “Validate” and “Only active properties”. For numeric fields, you can also choose whether or not to “Allow value 0”. Select the type of property business and save.
- Main:
Set the main features of the property:
Status: A property can be in one of the following statuses: inactive, active, or pending. Typically, statuses are configured as follows for a property:
-
Inactive: A property has already been sold or rented.
-
Pending: The property is in the configuration/preparation phase in the CRM;
-
Active: A property with all configurations completed in the CRM and can now be published on real estate portals, websites, etc.
Changing a property's status or editing it after approval may be subject to supervision and validation. Learn more about property validation in this article.
Property sold: When the property is sold, you must fill the "sold" box and, after that, save the property and a notice will appear where you must fill in the information about the transaction value, origin lead (optional) and indicate who made the sale (Agency and agent, owner, competition or other) and confirm.
General data: Fill in the property details: condition, business type*, property type**, typology, areas, price, etc.:
*Business type* – you must select the type of transaction that best fits your intention:
Sale
For properties available for sale on the traditional real estate market.
Long-term rental
Used for properties intended for long-term rental, usually with annual or extended contracts. The price entered should be monthly.
Business transfer (Trespasse)
Applicable to properties or commercial spaces where the business is transferred to a new owner, including activity, equipment, or licenses. You should define the transfer price and/or the rental price (monthly value), if applicable.
Exchange
Used when the transaction involves swapping properties between parties, with or without financial compensation.
Short-term / holiday rental
For properties used for tourism or holiday purposes, such as local accommodation or short stays. The price entered should be weekly.
Rental / Sale
For properties that are simultaneously available for sale and for rent. You should define the sale price and/or the rental price (monthly value), if applicable.
**Condition, business type, property type** – if you need to add a new condition, business type, or property type to the available options, please contact support (help@casafaricrm.com) so we can review your request.
Exclusive property, off-market and visibility:
- Exclusive Property: By checking this box, the property is signed as an exclusive listing for the agency.
- Off-Market Property: The property can only be shown to selected clients, without public disclosure. The "Off-Market" box prevents publication on portals and the website. Learn more in this article about off-market properties.
- Visible in website: For the property to be visible on the website, the "Visible in Website" box must be checked.
- Featured: To set a property to appear as a featured listing on the website, check this box.
Screens: Define here which screen you want to include the property (must be created beforehand or can be created by clicking on "edit screens"; more information about this topic here)
-
Internal:
Add information about the contract (CMI) and keys, energy certificate, tax registration, licenses, and commission details.
Import and Export:
- Block Import: Check this box to prevent external data from being added to the property. This option prevents a property from being fully updated in the CRM when a daily data import is required.
- Block Export: Check the export block box to prevent the property from being exported to real estate portals.
- Location:
Fill in all the location information with the appropriate details and, in the address field, add the street name:
Map Location: You can add the location to the map using the data provided within the CRM under "location" by clicking "search with the location parameters filled" or manually edit it by adding geographic coordinates by clicking the "edit" button.
Visibility option: If you want the exact location to appear on the website and real estate portals, simply select the "visible" option.
- Descriptions:
Describe the property's features and adapt them to the various fields.
Generate descriptions with AI: You can use artificial intelligence to generate comprehensive descriptions based on general property data. The AI-powered description can be generated in any language. Afterwards, it's important to verify that the descriptions and translations are accurate.
Title: Fill in the property title according to the relevant characteristics of the property.
Keywords: Keywords are words related to the property's features and will be used to be found in Google search engine results.
SEO Description: A short description of no more than 130 characters that includes the property's main features. This description will be visible in search engines.
Short Description: A description of up to 130 characters with the property's main features.
Description: This description should go into more detail about the property's features, including all details according to their importance. This description will be included in real estate portals when the property is exported.
HTML Description: Write the property description here, which will be visible on the website.
Print Description: This description will be visible on the property's showcase page.
Canned Reply: The agent can send a reply to the potential client about the property they are interested in within the lead to which the property is associated. Edit the subject and text:
Translations: Translations can be done manually or automatically*. To translate automatically, you must first fill in the descriptions in at least one language. After that, click on "translate" and select the language you want to translate from and to (it can be a specific language at a time or all languages at once), with the option to overwrite existing texts as well:
- Details:
Add details regarding property amenities, such as garage, pool, year of construction, etc. If desired, you can add more details to the property by creating and organizing them in the Settings > Custom Details area. These details will not be exported to real estate portals and will only be visible on the website. Know more about this topic here.
Existing details cannot be deleted, but you can change their order or edit their names. To change a name, simply click on the desired detail, edit it, and add it to a group. You can also translate it into your preferred languages. Once edited, the detail will appear in orange.
- Media:
Upload photos and property documents.
Photos: Upload photos by selecting files from your computer. Once uploaded, you can edit it within the CRM by clicking the pencil icon in the lower right corner. Within the editing section, you can change the image quality, apply filters, and more. To learn more about the photo editor, read our article.
Image requirements and processing in the CRM:
-
Accepted formats: JPEG, JPG, PNG, PNG8, GIF, TIFF, and BMP.
Other formats will be automatically converted to JPG.
-
Recommended resolution: Images with width ≥ 2560px or height ≥ 1440px will be automatically resized to 2560x1440px.
-
Recommended aspect ratio: We recommend using horizontal formats (e.g., 16:9) for better property presentation.
-
Automatic optimization: The system automatically resizes images during upload, ensuring better performance and faster loading on portals.
Note:
When uploading photos in the CRM Backoffice that will later be sent to the website (templates) and/or portals, please keep in mind that, depending on the template used, the system may automatically resize the images to fit the display area.
This means that if the photo’s proportions (aspect ratio) do not match the proportions of the website’s display area, the image may not fit that space exactly. In such cases, black bars may appear at the top and bottom or on the sides of the photo.
Photobooking Service: If your property doesn't have photos, you can request an audiovisual service in partnership with CRM. Learn more about this integration in the following article.
Documents: Upload files from your computer's files; these files can include brochures, certificates, licenses, blueprints, etc.
Once uploaded, the file will appear in the document box, and you can organize it using the tools available in the box:
- "Visible": This option allows you to select whether the document will be visible on the website. To change the visibility, click the pencil below "Settings" and select the "Visible" option if you want the document to appear on the website.
- "Category": Organize your document according to a category:
- "Send to portals": This option is used to export files to the "Rightmove" portal. For the export to work correctly, the document must be included in a category.
- "Available in canned reply": Select this option if you want the file to be included in the property's canned reply.
- "Configuration": Open the settings tab and edit the visibility on the website, category, and add a description for the file, then translate it into the desired language.
Links: Upload videos of the property to be displayed on the website. Videos should be uploaded to channels like YouTube and Vimeo, and their respective links should be included.
Under "Video": Add a link of a video of the property where you can view the entire property.
Under "Virtual Tour/360º," add a link of a video of an interactive virtual tour video.
Under "Floor Plans" add a link the property's floor plan.*
*You can obtain this link to the floor plan in “Documents.” After uploading the floor plan file, right-click on “Download,” copy the link, and paste it:
Virtual Tour: Add panoramic photos and create a virtual tour of your property. For more details on creating a Virtual Tour, see the "?" button available in the creation area.
- Contacts:
Add information about the property's owner, agent, and agency/team:
Fill in the "external agency" field if the property is linked to a different real estate agency.
In "Possible customers" clicking the button will display potential clients related to the property's features. For more details on submitting a property to the list of clients generated in this area, see the "?" button located in the same area for this action.
- Notes:
Add internal notes relevant to the property.
- Activity:
In the activity tab, add property-related events, such as tours, offers, and meetings. To learn more about creating events, read the article. This tab stores the entire history of events associated with the property.
- Information:
All property information in the CRM is recorded here, including creation date, last update, website access, and complete history.
Website Views: The number of visits to the property's website, which can be viewed as a graph by clicking "Generate Graphic".
History: This record shows all changes made to the property. You can view price changes and full activity details. To view the logs, click "Show Logs."
Other actions
1. Price Analysis: The property price analysis takes into account the property's designated value within the CRM and compares it to similar properties currently on the market. By clicking "price analysis," you can view the average value and also generate a PDF report of the property that includes data on the value and a market analysis, points of interest, and comparable properties. To hide the price analysis warning, simply click "disable warning" in the lower left corner:
2. Property Page: Access the property page within CASAFARI. This feature is only available to subscribers with a synchronized CASAFARI account.
3. Share: By clicking the share button, you can share the property on major social networks. You can choose the language and whether you want the property to be viewed from your website or from a Smartview:
4. Print: Print property showcase sheets in A3 or A4 sizes, as well as the property's Technical Sheet:
5. View (website and Smartview): View the property on the website or via a Smartview link. Smartview will only display the property's publicly available information:
6. Portals: View and select the property to be exported to the main real estate portals. To learn more about portals, read the article.
Deleting a property from CRM: You can permanently delete a property from CRM. To do so, click the "Actions" button and then "Delete property." Type “yes” in the box to confirm the action.
Generate document: It is possible to generate previously defined/created documents in Configuration > Document Templates using the data of the respective property:
Side Panel
Within the property page there is a side panel on the right where you can view the following information:
- Leads/Deals:
In this panel, you can see all the leads associated with the property. To view the details in a list, simply click the button in the top right corner.
- Feedbacks:
Here you'll find all feedback from potential buyers related to this property. This feedback can be exported to an external file.
- Events:
You can view all events associated with the property. Simply right-click in the top corner and a list will appear.
- Smartlinks:
Here you can view all smartlinks that include the property. To learn more about smartlinks, read the article.
- Property performance:
This dashboard allows you to quickly and centrally view various performance indicators. It includes the total number of leads received and the number of leads registered in the current month, the smartlinks generated and the total number of clicks, the associated visit events and the number of scheduled (future) visits, as well as the registered offer events and the average offer value.
Manage panels: Change the display order of panels in the side menu or click "Manage Panels" to add or remove information as needed.
Have you set up your new property and want to publish it on your website?
See this article for instructions.
This feature is available to all CASAFARI CRM users.
For more information, please contact us by email: help@casafaricrm.com