Internal data in property sheet

How to use internal data in a real estate property sheet

Internal data of a property sheet is an essential tool to optimize the daily management of a real estate agency, allowing the organisation of operational processes without affecting the commercial information visible of the property. This data facilitates the control of key aspects such as key management, coordination with collaborators, important notices, instructions for visits, internal observations, and administrative tasks that only the team should know.

The main advantage of this section lies in the clear segregation between private information intended exclusively for the agency and the public data shown in descriptions, portals, or shared with other professionals. Having a complete and well-structured sheet minimises errors, reduces unnecessary calls, and ensures that any team member can intervene in the management of the property with the appropriate context.

Definition of internal data in a property sheet

Internal data are fields designed exclusively for the internal administration of the agency within the property sheet. They are not intended for commercial publication nor to be part of the property's title or description.

Generally, this section is located within the property sheet, in additional options or under the More menu. From there, it is possible to consult the registered information as well as edit it to complete or update it when necessary.

The fundamental rule is clear: if a piece of data is useful for the team but should not be public, it must be registered as internal information.

Recommended information to include in the internal data of a property

It is essential to use each field with a clear and specific purpose, which guarantees that the sheet remains organised and that the team can quickly locate relevant information.

Key and keyring management

Keyring management is one of the most critical internal data. It allows knowing if the agency has the key and associating the property with a specific keyring.

• • Register the assigned keyring when the key is under the agency's custody.

• • Use manual assignment to select a specific keyring when necessary.

• • Use automatic assignment so the system efficiently assigns an available keyring.

• • Add detailed observations if the key is not available, must be requested in advance, or there are special conditions for access.

An accurate record avoids unnecessary trips and ensures visits are prepared adequately and efficiently.

Collaborator and collaborator reference

When a property comes from an external collaborator, it is advisable to link it to that contact and register their corresponding reference. For this, the collaborator must be previously registered as a contact with a specific collaborator profile.

The reference is especially useful to identify the origin of duplicate sheets or to relate a property to its initial registration, thus maintaining the traceability of the acquisition without mixing it with the public data of the listing.

Important notices for the team

Internal notices highlight critical information through visible alerts when accessing the sheet. They are ideal for communicating situations that require immediate attention before performing any action on the property.

For example, they can be used to remind about visit confirmation, key request from the administrator, define a meeting point, or follow specific prior instructions.

Shared important notices

It is essential to differentiate between internal notices exclusive to the agency and shared important notices. The former are only visible to the internal team, while shared notices can be viewed by other agencies within collaboration circles.

Before entering information in a shared field, ensure the content is appropriate for third parties and avoid including data that should remain confidential to your team.

Notes for visits

Visit observations should contain practical and operational instructions to access or show the property. These notes differ from the commercial description and focus on logistical aspects.

• • Indicate the meeting point with the client.

• • Specify whom to notify before arriving.

• • Inform if the property does not have a key at the office.

• • Detail if the key must be requested from an administrator or responsible person.

• • Include any relevant indication to organise the visit efficiently.

Private property observations

This field is intended to store relevant contextual information for internal management that should not appear in the title or public description of the property. It may include follow-up notes, operational reminders, or important comments for the team.

It is essential to avoid turning this space into commercial text. If the content adds value to the client and must be published, it should be registered in the corresponding public fields. If it is only useful for internal management, it should remain in private observations.

Internal management and control markers

Internal management allows classifying and organising properties according to actions or states that the agency needs to control. For example, it is possible to mark properties that have a sign, are part of a visit plan, or other specific operational states.

These markers are also useful for managing internal marketing processes, facilitating the identification and filtering of properties selected for campaigns or specific actions.

Step-by-step procedure to complete internal data

To ensure consistency in property sheets, it is recommended to complete the internal data at the time of creating the property and review them after each significant change.

1. • Access the Properties list from the sidebar.

2. • Open the sheet of the property you want to manage.

3. • Locate the additional options within the sheet and select Internal data.

4. • Click Edit to enable the corresponding fields.

5. • Assign the keyring, collaborator, and collaborator reference when relevant.

6. • Add an important notice if there is any instruction that should be highlighted when opening the sheet.

7. • Use the shared notice only if the information can be consulted by collaborating agencies.

8. • Register instructions for visits, internal observations, and operational markers.

9. • Save the changes and verify that the notices are displayed correctly when reopening the sheet.

Custom fields for internal management

In addition to standard fields, the platform allows creating custom fields to adapt the property sheet to the specific needs of the agency. This functionality is especially useful to classify properties according to criteria not contemplated by default.

For example, an agency can create an internal quality called Gallery to identify properties included in specific content campaigns. If the filtering option is activated, it will be possible to easily locate these properties using this tag.

Steps to create a custom internal field

Creating new internal qualities is done from the platform settings, in the Qualities section. The process consists of the following steps:

1. • Access Settings.

2. • Enter Configuration and locate the Qualities section.

3. • Create a new quality with a clear and functional name for the team.

4. • Define if this quality will allow filtering properties in the lists.

5. • Mark the option to treat it as an internal management.

6. • Save the configuration and wait for the update to apply.

Once created, the new quality will appear among the available custom fields in the sheet. Being an internal management, this information will not be sent to real estate portals nor shown on the public website.

Privacy: what information is shared and what remains confidential

Privacy is a fundamental aspect in handling internal data. The information registered in this section is intended exclusively for the internal use of the agency and is not shared as commercial content of the property.

However, there is an important exception: shared important notices can be visible to collaborating agencies with which the property is shared within a collaboration circle.

• • Standard internal data: visible only to the owning agency.

• • Internal custom fields: not published on portals or the public website.

• • Shared notices: accessible to collaborating agencies linked to the property.

This differentiation facilitates the correct placement of each type of information and minimises the risk of sharing confidential data by mistake.

Common mistakes in internal information management

Using internal notes as commercial description

Confusing internal observations with the commercial description makes it difficult to keep the sheet updated and complicates locating relevant data. It is essential to keep these contents separate to ensure clarity and accuracy.

Not updating visit instructions

Obsolete access instructions can cause failed or poorly coordinated visits. It is essential to review and update this field whenever key availability, responsible contact, or entry procedure changes.

Including sensitive information in shared notices

Before registering data in a shared notice, confirm that this information can be consulted by external agencies. Strictly confidential information must remain in non-shared internal fields.

Creating an excess of custom fields

Custom fields are useful only if used consistently and orderly. Creating numerous ambiguous tags can complicate classification and filtering. It is advisable to define a limited number of clear qualities with a well-established usage criterion.

Omitting the origin registration in duplicate sheets

When duplicate sheets exist, registering the collaborator reference or origin is fundamental to maintain traceability and facilitate subsequent follow-up. Not doing so can cause confusion and hinder management.

Pre-visit management checklist

Before confirming a visit or delegating property management, verify the following aspects:

• • Does the property have a key and is the keyring correctly assigned?

• • Is there any important notice visible when opening the sheet?

• • Are the visit instructions updated and valid?

• • Is the meeting point or contact person clearly indicated?

• • Does the sheet come from a collaborator and is their reference registered?

• • Are there relevant internal observations the agent should know?

• • Are internal markers, such as sign or visit part, correctly updated?

Conclusion

Internal data in a property sheet constitute an organised and efficient system to centralise the operational information of the real estate agency. Proper management of the keyring, collaborators, notices, visits, and custom fields allows maintaining rigorous control of each property without compromising information confidentiality or affecting commercial presentation.

The main recommendation is to complete these fields from the start of the process, use notices only for highly relevant matters, and review the sheet after each change in the property's operation, thus ensuring professional and effective management.