Change of property/prospect status
How to change the status of a property in Inmovilla
Changing the status in Inmovilla is an essential feature that allows you to accurately reflect the current situation of each property without needing to modify its entire record. This tool is fundamental for keeping the inventory updated, monitoring ongoing operations, and properly recording sales, rentals, or transfer closures.
From each property's record, it is possible to update the property's status, changing from available to reserved, signaled, sold, rented, discarded, among other operational statuses. Additionally, when marking an operation as won, the option to register key closing data is enabled, including the responsible agent, final price, and relationships with contacts, demands, funnels, and linked processes.
Where and how to change a property's status?
The status change is done directly and easily from the property's record by following these steps:
Access the Properties section from the Inmovilla side menu.
Select and open the record of the property you want to update.
Locate the status history block, located at the top right of the record.
Click on the Change status option to display the selector.
This procedure is designed to speed up updates without needing to enter the full property edit mode, thus facilitating efficient and quick management.
The status selector allows updating the commercial situation directly from the property record, ensuring agile and precise control.
Available statuses for properties in Inmovilla
Statuses are organized into categories that facilitate differentiation between active properties, ongoing operations, won closures, and inactive properties. Selecting the correct status is vital to optimize commercial control and avoid confusion, such as mistaking an own sale for an operation closed by third parties.
Active statuses
A newly created or marketed property usually initially has the free status. This category also includes statuses related to offers or marketing through MLS.
Use an active status for properties that remain available to manage visits, demands, and commercial opportunities.
In-progress statuses
These statuses represent advanced operations that have not yet been definitively concluded. They include:
Signaled
Reserved
Deposit contract
MLS reserved
Pending signature
These statuses are ideal when the property should no longer be considered fully available but some step prior to the final closure remains to be completed.
Won statuses
The Won category is intended for successfully closed operations, either by the agency or through MLS. It includes the following statuses:
Rented
Sold
Transfer
MLS rented
MLS sold
For example, a property intended for sale that has been successfully closed should be updated to Won > Sold.
Inactive statuses
Inactive statuses allow preserving a property's history without keeping it available for daily operations. Some examples are:
Not free in process
Follow-up only
Rented by others
Sold by others
Publish only
End of charge
Discarded
The Sold by others status indicates that the sale was made outside the agency and should not be counted as an own closure.
Procedure to mark a property as sold or rented
When closing an operation, the status change displays a second screen to register relevant final information. The recommended process is as follows:
From the property record, select Change status.
Choose the Won category.
Select the corresponding result, such as Sold, Rented, or Transfer.
Click Next.
Complete the required closing data.
Confirm the changes once all mandatory information is properly completed.
When selecting a won status, Inmovilla displays the necessary fields to document the operation closure in detail.
Key data to register when closing an operation
The closing form is designed to capture the essential elements of a sale or rental. Although some fields may vary according to the agency's internal configuration, completing this information significantly improves traceability and the quality of commercial reports.
Closing date
Record the exact date on which the operation was completed. This data is vital for analysing closing indicators and for consulting commercial activity in specific periods.
Agent responsible for the closure
Select the agent who managed and closed the operation, ensuring correct commercial attribution within the agency.
Internal comment
This field allows adding an internal reference about the operation's development. It is not intended to be visible externally but to facilitate internal control and monitoring within the agency.
From Settings > Options, it can be configured as a mandatory field, which is useful to ensure each closure includes a relevant note or explanation.
Key number
In agencies managing keys, this field allows recording the key number associated with the property, facilitating internal control and logistics.
Final sale price
The final price is one of the most important data when closing an operation. This value, along with the closing date, feeds the indicators and reports available in the system.
It is essential to record the final agreed amount and not just the initial marketing price. For example, if a home was closed at €319,000, that should be the value reflected as the sale price.
Associated contact or demand
It is possible to link the operation with a contact or an existing demand in the database, which allows identifying the buyer or tenant client ultimately linked to the property.
Associating the demand is especially valuable to maintain complete traceability between the client's initial need and the property acquired or rented.
Funnel and sales process
The closure can be integrated within a funnel if the agency uses phases to control the subsequent process. It is also possible to associate a process to manage tasks related to the operation, such as notarial procedures, documentation, or pending follow-ups.
Solution for problems confirming closure in Inmovilla
When trying to confirm the change to a won status, Inmovilla may show an alert if it detects missing information configured as mandatory. This is usually not a system error but an indication that certain required fields in the property record, owner, demand, or associated contacts are incomplete.
Some of the data that may prevent confirmation include:
Birth year not completed in the owner's record.
Pending interest reason in the owner.
Pending interest reason in the demand.
Mandatory closing comment not completed.
Other closing data required according to the agency's internal configuration.
The alert specifies the pending field to complete. To continue, update the requested information in the corresponding record and try to confirm the status change again.
Validation warnings clearly indicate the mandatory data that must be completed before proceeding with the operation closure.
Best practices for managing property statuses
For the status structure to work effectively, it is essential to apply it with clear and consistent criteria. Below are some recommendations to maintain a reliable and updated database:
Update the status immediately upon any change in the commercial situation. Avoid keeping a property as free when it is already reserved or signaled.
Clearly differentiate between in-progress statuses and won statuses. A reservation or deposit contract does not constitute a definitive closure.
Do not mark as won an operation closed by third parties. Use the sold or rented by others statuses to reflect sales external to the agency.
Always record the final date and price. These data are fundamental to measure results and generate accurate analyses.
Associate the contact or demand when available. This allows maintaining the complete commercial journey within the system.
Configure mandatory fields with judgement and moderation. Request only the necessary information to avoid incomplete closures that hinder operations.
Checklist before confirming a property as won
Before finalizing the status change to sold, rented, or transferred, make sure to verify the following aspects:
The selected status accurately corresponds to the real result of the operation.
The closing date is correct and up to date.
The responsible agent has been correctly assigned.
The final price of the operation is recorded when appropriate.
The internal comment is included if configured as mandatory.
The contact or demand is associated, whenever they exist in the database.
The mandatory owner and demand data are complete and updated.
The funnel or commercial process is linked if there are subsequent tasks to manage.
Result after confirming the status change
Once the change is confirmed, the property record will reflect its new status, for example, Sold. Additionally, the status history will be updated and the closing data will be available for internal monitoring and for generating the agency's commercial reports.
Recording each change at the right time ensures that the inventory, active opportunities, and closures accurately reflect the reality of real estate activity, facilitating efficient and transparent management.
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