Owner

Complete guide to assigning owners in a property record

In each property record, the owner is incorporated as an essential related contact or client. When creating a property and registering its owner, that contact is automatically linked to the property record. Conversely, from the contact record, it will be possible to consult the associated property at any time.

This bidirectional link allows all information to be kept organized and accessible within the agency: from the property data and its owner, to demands and other elements linked to each contact, facilitating comprehensive and efficient management.

The owner: an internal and strictly protected data

Information regarding the owner is considered sensitive and is handled with the highest level of confidentiality. It will only be visible to the agency and agents with the appropriate permissions.

• Owner data is not transmitted to external platforms.

• It is not shared with other agencies within an MLS.

• When consulting a property belonging to another agency, in the owner section only the data of the agency itself will appear, without revealing the real identity of the property holder.

This protection is fundamental to guarantee privacy and compliance with current data protection regulations.

Management of owners in properties and prospects

Owner management works similarly both in the record of a property and in that of a prospect, with the main difference being the level of field mandatory requirements.

In the record of a property, assigning the owner is a mandatory and essential data for marketing. In contrast, a prospect is considered a preliminary draft, not yet in active marketing process, so it may not have owner information from the start. In these cases, completing this data is neither a priority nor mandatory.

Access to the owners section

To assign an owner, first access the Properties module located in the left sidebar. From this module, you can open any previously created property or prospect.

Upon entering the record in view mode, you will find the Owners tab at the top. By selecting it, you will directly access the information of the contacts linked as owners.

If it is a prospect without an assigned owner, the section will appear empty. To add one, you will need to edit the record using the edit option located in the upper right corner.

Two methods to add an owner

When editing the property record, the system offers two alternatives to assign an owner: associate an existing contact or create a new contact directly from the record.

1. Associate an existing contact

This option is ideal when the owner is already registered as a client in the system.

• Edit the property record.

• Access the owners section.

• Select Add existing.

• Search and select the corresponding contact.

• Save the record to confirm the link.

The search tool allows locating contacts by various criteria, such as name, email, or phone. For example, by entering “Pepe”, all contacts whose name contains that text will appear to facilitate correct selection.

Once the main contact is selected, it is also possible to add a co-owner following the same process. You can choose another already registered contact or create a new one if it is not yet in the database.

2. Create a new owner

If the owner is not registered in the system, they can be created directly from the property or prospect record.

• Edit the property record.

• Access the owners section.

• Select the option to create a new contact.

• Complete the form with the contact's data.

• Save the new contact and then also save the property record.

When creating the owner from this section, their contact record is automatically generated and immediately linked to the property.

Importance of saving the property record

It is essential to keep in mind that selecting or creating a contact alone is not enough. After assigning the owner, you must save the property record so that the relationship is definitively registered.

If this action is not performed, the owner will not be associated with the property or prospect. Once the record is saved, when returning to the owners tab, the assigned contact will be correctly reflected.

Bidirectional linking in the contact record

The relationship between owner and property is bidirectional and reflected in both records. From the property record, you can access the owner’s record, even opening it in a new tab to facilitate consultation.

Likewise, from the contact record, all properties or prospects where they are linked as owner will be displayed.

For example, if a contact had associated demands and is also assigned as owner of a prospect, both relationships will appear centralized in their record. This allows comprehensive management and complete tracking of the activity linked to each client.

• Demands associated with the contact.

• Linked prospects.

• Properties related as owner.

Summary of owner management

The owners section facilitates linking one or more contacts to a property record, either by associating an existing client or creating a new one. This connection is reflected both in the property record and in the contact record, promoting organized, transparent, and efficient management.

Remember two key aspects: in properties, the owner is mandatory data to advance marketing, while in prospects it can be completed in later stages. Additionally, owner data is always kept protected as internal information exclusive to the agency, ensuring privacy and information security.