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Holiday Listings

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Holiday Listings

Let's discover the Holiday Listings section of the Listings module. Here we will discuss an overview of the Holiday Listings pages, how to add a new Holiday listing, edit a current listing and create reports on your listings. There are a number of required fields that need to be completed when adding a Holiday Listing, many of these fields will only be relevant if you have a Prop Data website.

Holiday Listings Overview

When you access the Holiday Lets section of the Listings module, you will land on the Holiday Lets summary page, pictured below. The summary page is a detailed overview of all Holiday Listings on the system. You are able to view property address, web ref, date listed, active/non-active status, branch, agent association, peak season price, alerts sent, views and leads. These columns, shown below from left to right, can also be adjusted to a customized view, should you wish to view any other information that is not showing on the listing summary. This can be done using the Column Management tool. For a detailed instruction guide on using our column management tool, please refer to the General Functions chapter of this training guide.

The listings that you are able to view on the summary page will be dependent on your viewing rights. Generally, if you are an agent logging in, you will only see your own listings, whereas a Branch Manager may be able to see their own listings as well as the listings of the entire franchise.

Keyword search

On the top left you will see the Keyword Search bar (pictured below). Here you can search for any listing with the ref number, keyword or tag. You can also filter your listing search by using the _{Listing Status} dropdown and selecting either Active or Inactive listings.

Advanced search

On the far right you will see the _{Advanced Search}button, which will allow you to do a more specific search. We have upgraded our Advanced Search function and you will notice it is much more streamlined than the old system version and now allows for more effective searches. For a detailed overview on the Advanced Search function please refer to the General Functions section of this training guide.

Activity tabs

On the top right of the Listings summary page, you will see three activity tabs, as shown below. These are Refresh, Reports and Export.

Refresh - Clicking _Refreshwill refresh the summary page with any new listings that have been created.

Reports - Clicking _Reportswill allow you to generate an Activity or Listings report for your listings. For a detailed guide on generating these reports, please go to the General Functions section of this training guide.

Export

The _Export function allows you to download an Excel or PDF version of selected fields or all fields you have selected or you can download a complete summary of all the records on the system. The export tab will open a drop-down, showing the options available, as shown below. Read more about the Export function here.

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How to add a new holiday listing

There are numerous ways to add a new listing. But we will go over the most simple way which is from the main Dashboard.

From the main Dashboard, you will simply click on the _{New Listing} button and select the type of listing you wish to upload from the dropdown - Residential, Commercial, Holiday or Project. Select Holiday listing.

Once you have clicked on _{Add New Listing}, you will open a page which includes all the fields required to create a new listing.

Take note of the fields coloured in red - these are required fields, meaning they have to be filled out in order to be synced to the portals. If any red fields are not filled in, the listing will not be able to sync to the portals.

Fields that are marked in purple are quality fields, these fields do not have to be filled in, but if they are, your listing will rank higher on the property portals and be more visible to potential leads.

Below is an overview of the form to add a new listing. We will go through the various fields and point out any additional information you may find useful.

At the top right is a menu showing the following:

Show required fields - clicking here will change your page view and remove all non-required fields. This allows you to only fill in the fields that are necessary to have your listing uploaded onto the portals. We strongly advise that you also fill in the remaining fields that aren't required as this gives you a much more effective listing that will rank higher on the portals with better visibility.

Below is an in-depth look at the fields available for you to select when adding a new listing.

Note: The _{+ New Listing} button will not be displayed if you have already selected a listing using the left hand checkbox on the listing summary page.

The add and edit listing form is exactly the same therefore the same fields would apply if you are editing a listing. The form will adapt and provide additional options as you provide more input, certain sections like the Publish section will only be available once all required fields have been completed.

Web Ref

The web ref (Website Reference) will be allocated by the system. If you want to create your own series of web refs, please specify the required web ref at the time of adding the listings as this cannot be changed at a later stage. If you will be using your own series of Web Refs, ensure that the reference is not too long or complicated as buyers/tenants will use the Web Ref to search for a specific listing on your website.

Status (Required)

The listing status affects how your listing will display on your website and the property portals, below we discuss each status relevant to your new listing:

Active: This status is used to specify that you want to actively market your new listing. You can add a listing in this status but exclude the checks to Display on Website and Feed to Portals if you are still working on the listing.

An Active listing that has Display on Website checked will only display on your Prop Data website, the addition checkbox Feed to Portals must be checked in order for your listing to syndicate.

Lightstone Lookup

Prop Data has partnered with Lightstone to allow you to identify your listing on Lightstone via their API, the Lightstone lookup is provided free of charge to Prop Data clients.

To identify your property on Lightstone, click the gray _{Lightstone Lookup} button.

A slide in menu will appear at the right of screen, as shown below:

The easiest way to find your listing is by using the Keyword Search. Enter your seller's identity number or the listing address (street number and name).

The relevant results will be returned when you click on Search. Now use the + button in the search results to associate the Lightstone record with your listing.

The Lightstone Lookup will populate the following information into your new listing record:

The Lightstone ID, the properties street number and street name, the ERF number, any sectional scheme details and the properties coordinates. We suggest that all new listings be identified on Lightstone for your records.

Listing Type (Required)

Holiday Letting.

Location (Required)

Now select the suburb the listing falls under, the most efficient way to get your desired location is to type the first 4 words of your location into the Location field then select the location from the results. Please remember that we use the Property24 location set, by doing this we effectively syndicate your listing without issue.

The Property24 location data can be found here. Use CTRL and f (CMD and f for Mac) to find your location by searching the page.

Should your desired location not appear on the location dropdown, it has probably not been added by P24 as yet. You may contact P24 support and request that a new location be added. support@property24.com

Note on Private Property locations, once PP have received a listing in a specific suburb this cannot be changed by the feed until Private Property support have "unlocked" that listings location on their database.

Property Type (Required)

Prop Data Manage has a range of Property Types for you to choose from, the Property Type you select will display as such on your own Prop Data website but may have to be mapped on syndication to the relevant property type that the various portals support.

Street Number and Name (Required)

If you have already identified your property using the Lightstone Lookup tool, these fields will now be populated. If not, please add the exact street number and name into the appropriate fields. If for example you are listing a farm without a registered street name or number you can always specify the farm ERF number as your Street Number and your Farm name as your Street Name. Prop Data does not validate the information added to these fields however it is in your best interest to ensure the fields are populated as accurately as possible.

Unit Number and Complex Name

These fields are only required once a Sectional Title Property Type is selected (Apartment, Townhouse etc.) or if the Property Title is changed to sectional title. If a Unit Number is added, you will be required to add a complex name and vice versa. Please ensure that this information is accurate as the major portals do validate these fields and assign portal reference numbers accordingly. Using the same unit number on multiple listings may get your listings blocked.

Floor Number

This field must only contain a number, eg 1. Adding "Ground Floor" into the field for example will return an error message. This field is used to specify the number of floors that are present in the actual building and not the floor the listing is on.

Mapping and Publishing the listing location

You can map your listing (set the pin) in a few ways. The first is to identify your listing using the _{Lightstone Lookup}. The second is typing the listing address into the Google maps search bar and the third is clicking on _{Map From Address} once you have already populated the suburb, street number and name fields.

You can also use the map to populate your Street number and name fields by clicking on _{Copy to Address} after adding the location into the map first.

There are many instances where you will not want to display the actual address of your listing. In this case, type the suburb name of your listing into the Google map, this will add the pin to the middle of the suburb name, then select _{Publish Location As}: Suburb. Or click on the map to where you would like the pin to display and Publish Location as: Suburb.

Should you wish to display your listings address on your website select Publish Location As: Address, then check the Display Street Address checkbox. The Display Street Address check will only affect the address being shown on your own Prop Data website. Displaying your listing address is useful in a number of ways but mainly in the way search engines index the page.

Listing details

Establishment Name: Here you will enter the name of your Holiday accommodation. See example below.

Establishment Notes: You can insert any notes on the property here. See example below.

Marketing heading: use a captivating and descriptive marketing heading

Marketing description: your Marketing Heading should be a brief (less than 100 characters) statement about your listing. The Wow factor. Please do not make excessive use of punctuation or capital letters as the portals may remove these without informing you. Capitalise the first letter of your sentence only or where applicable (South Africa for example), use a single ! or .

There is a character count below the field name for your information.

Note: Private Property does not accept a Marketing Heading.

Prop Data offers an additional ChatGPT service called CleverCompose which can assist with writing great listing descriptions. Chat to your PD account manager for more information on usage and cost. Read more here.

Your Listing Description is a required field. Here you will describe the property in enough detail to get your holiday makers attention, describe the flow, the rooms and their features and the lifestyle of the property. Ideally you want your description to be more than 250 characters. There is a character count below the field name for your information. Always exclude your contact information from the listing description, cell and office numbers as well as any email addresses. Including this information in your listing description will result in your listing being blocked on the paid portals.

You can increase the size of your Description text block by pulling the triangle icon to the bottom right of the Description box.

Prop Data offers an additional ChatGPT service which can assist with writing great listing descriptions. Chat to your PD account manager for more information on usage and cost. Read more here.

Features & Amenities

Below the Description field you will find the various features and amenities that the portals will accept via their listing feed. We have added these for your use.

We have also specified which portal accepts the particular feature or amenity with a label, either P24 or PP or both P24 and PP. In addition we have specified the type of feature, IE, window, style, facing and so on. We don't just feed features and amenities to the portals.

To find your required feature or amenity, simply type the first few letters of the feature you require into the Features & Amenities dropdown, select the required feature and type the first few letters of the next feature you wish to add. You do not need to scroll through the dropdown list. See video below:

Pricing Details

The prices you add into the below fields are the price per night values. The below is a guide to pricing and you should allocate the various seasons as you require.

Peak Season Price: Major holidays and periods normally coinciding with South African school holidays

Semi Season Price: A long weekend, there may be a festival or function in the area and so on.

Low Season Price: Generally in Winter but outside of any major school holidays.

Out of Season Price: This is the municipal valuation as per the valuation roll. This field is for office use only.

The seasons

Important: When editing your listing and changing the status to Sold or Rented. You will be required to insert the actual price the listing was sold or rented for. Adding the sold date is useful for office records.

Rates & Levies

These are quality fields, only add a value into these fields if you know the amounts otherwise, leave them blank. Do not add 0.01

Interior Features

Many of the interior features are required fields. If you do not have a Study present within your listing for example, the value must be set as 0. This holds true for any other field where the feature may not exist within the property. Do not leave the field blank.

You may also add Bathrooms as 2.5 for example.

The _Notes button will allow you to add additional information on each Interior Feature, there is a character limitation here and we suggest that you add the additional features using the Features & Amenities functionality to cover most of these. The notes will only be populated to Property24.

The Flooring field is a multiple select field (you can choose more than one option)

Furnished: By default we will push listings as unfurnished unless this check has been selected.

Exterior Features

Here again, there are required fields that must have a value added even if that value is 0.

Carports: Use this field to indicate the available number of parkings.

A number of Quality Fields are also present in the Exterior Features, Patio, Balcony, Roof, Exterior, Garden Type and Walling. Garden Type, Exterior and Walling are multiple select fields: you can select more than one option per field.

The below checkboxes should be selected if your listing has one or more of the following:

Store Room

Scenery / View

Pool

Security

Pets Allowed

Lease Details (adding a Rental Listing)

Specify all information that pertains to your lease here:

Lease Period (Required): Select the period from the dropdown.

Deposit: The required deposit amount.

Lease Excludes: What is not included in the lease.

Available From (Required): When will the property be available from? You have three options to choose from: _Immediately=Today's date will be applied, _Negotiable=Today's date will be applied and _{Specify Date}, choose the relevant date from the date picker displayed.

Occupation Date: When will the property be available for occupation by the new tenant.

Your Lease end date will be used for reminders that will be emailed to you as the end date approaches, this is calculated by the lease period you have provided and the Available From date. This reminder is particularly useful for rentals where you will be sent a reminder that the lease is expiring and that you should actively market the property again.

Mandate Details

In this section you will specify the mandate type you have received from your client/another agency.

If you select Sole Mandate, additional required date fields will be shown. Please complete these fields by adding in the required dates. You can edit your listing at a later stage and amend these dates if required.

The On Market Since date will be used when displaying the Days on Market on your listing Dashboard and Seller/Landlord Reports. So if you are re-listing a property ensure that this date is amended. See image snippet of the Listing Dashboard showing the Days on Market value.

Your _{Mandate End Date} will be used for reminders that will be emailed to you as the end date approaches.

The date specified as the Mandate End date will not remove your listing from your website or the portals. Your website uses the listing status and Display on Website check to determine if the listing should display. The paid portals use their predefined date parameters, more on the portals below:

Property24: Property24 will remove your listing from their portal after 120 days of inactivity, by inactivity we imply that no updates have taken place on the listing and fed to the portal. If you edit your listing, make an update to the description or images and sync the listing again, that period will then be increased to a further 120 days.

Important for P24: P24 allows you to specify a date to remove your listing from the portal. The field name is _{Expiry Date} and can be found under the Publish section of the listing add/edit. Adding a date here will not remove the listing from your own website.

Private Property: PP will remove your rental listing from the portal after 6 months of no activity, your sale listing will be removed from the portal after 12 months of no activity, here again activity applies to no updates taking place on the listing during that time. Editing your listing will force a resync to the portal and the listing will again be displayed.

Seller, Landlord, Current Tenant, Property Sold To-Details

You will be presented with options to add either Owner and/or Current Tenant contact to your listing. Adding this detail to your listing allows you to associate a seller to a listing or in some cases multiple listings and keep all associated contact records with your listing. Adding a Seller or Landlord contact to your listing will allow you to email them the Seller/Landlord Feedback report directly from the Feedback Report page. You are also able to use the WhatsApp and mailto: options provided on the Listing Contacts section as seen below:

You are able to add multiple sellers and landlords to your listing. The process to add a new contact is exactly the same for all contact types however you will specify the appropriate type in the _{Contact Type} field (this is a multiple select field, more than one type can be selected)

To add a contact to your listing, select either _{Add New Contact} or _{Search Contact} under the appropriate section, Seller, Tenant etc.

Ideally you should search for a contact first to establish if the seller/landlord/tenant already exists within the branch. The best way to search for a contact is by using their email address (as this is a required field when adding a contact) or you can also use a combination of first and last name or just first or last name however your results may not be very specific. Should the contact already exist for the branch then choose the contact by selecting the + icon.

If you do not get any results from your contacts search you will then click the _{Add Contact} button, a slide-in menu will appear from the right of screen with the Add Contact form displayed. Note the required fields on the Contact Add form in the image below, all required fields must be completed before the contact record will be saved and associated with your listing. Once all fields (required and any additional fields of your choice) have been completed scroll down the form and click on _Save.

Status: Due to POPIA, you may not add contacts in an Active status onto your system (South Africa only). Specify Non-Compliant or Inactive, whichever is applicable, Non-Compliant being preferred. Important: On saving the record the contact will be sent an Opt-in mailer from your company.

Contact Types: These can be one or all of (multiple select): Buyer, Seller, Tenant, Landlord or General Enquiry.

Legal Basis For Processing Data: POPIA requirement, specify why you are adding this person's information. Generally for a sole/exclusive/joint mandate you would select "Freely Given Consent from Contract" as you would have a POPIA clause contained within your mandate agreement.

Email: This must be a valid email address on a valid internet domain. The system will verify the domain and alert you if the domain is not valid.

Branch: This field will be defaulted to the branch the agent belongs to.

Primary Agent: The agent who will be designated the 'owner' of the new contact record.

Associated Agents: Here you can add any of your colleagues that you wish to have access to the contact record by selecting them from the Associated Agents dropdown. This is user group access dependant.

Adding the _{Sold To} contact will allow you to keep track of which client/s or entity bought your property.

Your Prop Data Manage system is fully POPIA compliant!

Complex Details

If you have added a listing that is a sectional title listing you can add additional information to your listing, the fields in this section are for office use only and will not be displayed outside of Prop Data Manage.

Bank/Bond Details

Add your seller's bank and bond information here. The fields in this section are for office use only and will not be displayed outside of Prop Data Manage.

Viewing Details

If there are any specific viewing arrangements for this listing. The fields in this section are for office use only and will not be displayed outside of Prop Data Manage.

You can also add a note to your listing to store this information. See more about Notes here.

Open Hour Details

The open hour section is for your records only, this section is intended for you to keep a record of the open hour when you have invited other agencies or agents to view your listing. Do not use this section to schedule show days. Show days are handled under their own section on the listing add/edit form, the details can be found below. The fields in this section are for office use only and will not be displayed outside of Prop Data Manage.

On Show Details

Whether you are scheduling a single show day for the month or you want to schedule a show day for every Sunday of the month Prop Data Manage can accommodate this. To add a show day:

Select the On Show checkbox, additional required fields will be presented to you:

On Show Date: Select the required date from the calendar.

On Show Start Time: Type in the required Start time or use the up and down arrows.

On Show End Time: Type in the required End time or use the up and down arrows.

On Show Directions: The information that you add into this field will only be displayed on your Prop Data website, add the directions to your show house or add a note you wish prospective buyers to be aware of.

There are 3 additional options on this section: _{Add On Show Every Saturday}, _{Add On Show Every Sunday} and _{+ Add Show Day}

Selecting _{Add On Show Every Saturday} will pre-populate the On Show Date and start and end times for the next 8 weeks, you can add and remove days you see fit as well as edit the start and end times.

Selecting _{Add On Show Every Sunday} will pre-populate the On Show Date and start and end times for the next 8 weeks, you can add and remove days you see fit as well as edit the start and end times.

The _{+ New Show Day} button will allow you to specify any additional show days.

View History: Selecting this for listings that have previously been on show will show you the past show day dates.

Prop Data Manage will remove show days and add additional show days as soon as the days become current, banners are removed and added and the listings are added to the next show day alert run.

On Show information as it would display on your listing on your Prop Data website:

Offer Details (Sale Listings)

Offers are exclusive to your Prop Data website. Selecting _{Enable Offers} will present you with three additional required fields:

Offer Status: Accepting Offers, Offer Pending and Offer Accepted. If you are accepting offers, buyers will be able to make an offer at your desired increment and asking price.

Offers From: The minimum amount that will be accepted.

Offers Increment: The value each additional offer should increase by.

As mentioned enabling offers will only display on your listing on your own Prop Data website, example of an offer on a listing page below, once an offer has been submitted, this will be logged as a lead and an email will be sent to the listing agent.

Auction Details (Sale Listings)

Should this be an Auction listing, select the Auction checkbox, additional required fields will be available for you to complete. This can be enabled along with Offers if you wish to do so. Select POA in the Pricing Details section to hide all property pricing.

Auction Lots: The number of lots to be auctioned. Generally with property this will be 1.

Auction Date: Specify the auction date from the provided calendar.

Auction Start Time and Auction End Time: Specify the start and end times for your auction.

Auction Venue: Type in the location where the auction will be taking place.

You can also "pin" the auction venue using the Google map provided.

Prop Data is integrated with PremProperty, chat to your Prop Data account manager for more information.

External Link

This is another Prop Data website exclusive field. The external link allows you to add a button to your listing on your Prop Data website. The External Link can be used in a multitude of ways, here are some suggestions: Add a link to your cloud storage for clients to download tenant application forms, add a link to a separate form on your website or point the button to an external website that may contain more information about the estate that the listing is part of. To add an external link, complete the fields:

External Link Name: The text you want to display on the button, in this case we have typed in Buyer Info.

External Link URL: This must be a valid URL, so make sure the URL starts with https:/http: eg. https://www.buyerinfo.co.za

The information you capture into the above fields will result in a button being displayed on your website, note the Buyer Info button in red at the bottom right of the below image.

General Notes

Add any notes about the property here. The text in this section is for office use only and will not be displayed outside of Prop Data Manage. You can also add a note to your listing to store this information. See more about Notes here.

Photos

Photos can make or break your listing on your website or on the portals. Before uploading your images follow our guidelines below:

Only take images in a landscape orientation.

Your max image size should be 1920x1080, adding images with a higher resolution will only slow down the upload process and increase the size of your storage. The maximum any portal will display an image at is 1920X1080.

Avoid having logos and contact numbers displayed on your images.

Try not adding too many images, a good count is between 30 and 45 images per listing.

Do add Captions to your images, captions provide context to your images and are SEO gold.

Try not to reuse images, which may be the case with rental listing images where you market the property every 12 months, rather upload recent images.

Property24 accepts a max of 60MB for all your images combined.

To upload images, click on _Upload.

Now select the images from the correct folder on your computer and click Open.

See image below for more information: The total image size at top left (Property24 Limit), individual image size in bytes and captions that have been added to images.

Once uploaded (remembering that larger images will take longer to upload) you are now able to click and hold(drag) your images to get them into the correct position. Windows users can press CTRL and - to zoom out on the browsers to get a better view of all their images, Mac users use: CMD and -. Zoom back in by pressing CTRL/CMD and +.

You can rotate your images by clicking on the ⟲⟳ icons.

Delete duplicate or unwanted images by clicking on the bin icon.

Using the blank checkbox, bottom left of each image, allows you bulk delete the selected images or download the selected images. See image below:

Floor Plans

Floor Plans are managed in exactly the same way as your listing images. Please note that Property24 only accepts 5 Floor Plan images per listing. There is no limitation to the number of floor plan images on your own website.

Documents

Prop Data website only option: The Documents section is for any documents you wish to add to your listing to be displayed on your Prop Data website, adding documents here will make them available for your buyers/tenants to download. Do not add private and confidential documents here. Examples of documents that you may want the public to be aware of: Body Corporate Rules, Rental application forms, Terms and conditions etc.

To upload your documents, click on _Upload and select the required documents from your computer.

Once uploaded your documents will appear at the bottom of the Documents block.

To rename your documents (user friendly name) click on the pen icon, specify the new name and click on _Save. Repeat this process for all documents you have added.

Change your document order by clicking on the double horizontal line icon in front of the document name. In this case we have renamed our documents to Tenant Application Form and Body Corporate Rules and Regs. See image below:

The name you have given your documents will now be available on your website, on the listing page for download by your clients, see image below:

Reminder: Do not add private and confidential documents into the Documents section. Add any private and confidential documents into the Private Documents Section, more information below.

Private Documents

Here you can add all private documents to the listing that you do not want to be available outside of Prop Data Manage. Private documents include docs such as identity documents, contracts and mandate agreements.

Uploading Private Documents is done in the same manner as that of Documents.

Videos

Adding a video to your listing will immediately increase your listings quality score and will hopefully result in more enquiries! To add a video or Virtual tour to your listing read below:

YouTube

‍Please ensure that your agency or branch has it's own YouTube channel. This will avoid having your videos blocked by the portals. Keep logos and long video intros to a minimum. To add your YouTube video to your listing, insert the YouTube video ID into the field: YouTube Video ID. The YouTube video ID can be obtained by clicking Share while viewing your video on YouTube.

YouTube share link: https://youtu.be/7H7QNRjZGXg

Copy and paste all the digits and letters after the .be/ leaving you with : 7H7QNRjZGXg

Now paste the ID into the YouTube Video ID field.

Matterport

‍Once you have been issued with the Matterport URL from your relevant media agency you may be given a URL that looks like the below:

https://my.matterport.com/show/?m=1WMV533oo92&brand=0&nt=1 or https://my.matterport.com/show/?m=1WMV533oo92

The Matterport ID can be found between the m= and & sign. So in the case of the above the Matterport ID is 1WMV533oo92

Copy and paste 1WMV533oo92 into the Matterport ID field.

Eyespy 360 URL

If you have a virtual tour that have been created using Eyespy 360 software, copy and paste the entire URL into the Eyespye 360 URL field:

Virtual Tour URL

Add the full URL of any virtual tour or video into this field, excluding YouTube, Matterport and Eyespy360 as these are handled in their own fields as you have seen above.

The system requires the full URL, for example : https://www.myvideotour.co.za/w53fefsfsfsff

Your Images, YouTube video, Matterport Virtual Tour and floor plans will be shown on your website as seen in the below image:

Your Prop Data website supports the above media types, Property24 will accept YouTube videos, Eyespy 360 tours and Matterport Tours, Private Property will accept YouTube videos and Matterport Tours.

Publish

Only once all required fields have been completed and at least a single image has been added to your listing will the Publish options be available for you to choose from.

In order to publish your listing onto the portals, the listing must first be checked to _{Display on Website}, the purpose of this functionality is that your listing should always be published to your own site first so that search engines understand that the source of the listing is your agency. Doing this increases your brand's presence on the web. Once you have checked Display on Website you will be given additional options, we will discuss _{Feed to Portals} next and then list the function of the other options at the end of this section.

Now would be a good time to go back through your listing and ensure that your price is correct, your description is free of spelling and grammar mistakes, your features count's are correct and that your images are in the correct order.

Display on Website: This check will push your listing to your website only, in some cases you may not be permitted to advertise the listing outside of your own website and at this point you will save your listing without checking the _{Feed to Portals} checkbox.

Feed to Portals: By selecting this checkbox, you are instructing Prop Data Manage to set your listing up for syndication. On selection, you will be presented with the portals your agency/branch has elected to feed to. The list will contain all paid and free portals you may have agreements with. See video below, note that the _{Feed to Website} is the "master switch" to enable all other feeds.

Lets discuss the syndication options that are presented when you select either Property24 and/or Private Property.

Property24

Property24 Toggle: Click on the toggle to enable Property24, toggling this on indicates to the system that you want your listing to feed to P24.

Expiry Date (Required in some instances): Select the date you would like the listing to be removed from Property24, remembering that this date will not remove the listing from your website, however if you change the listing Status to archived, Sold or Rented, this will override this date and remove the listing from the portal. Sold listings will remain on the portal for 7 days, rentals will be removed immediately.

Development ID: This field must be completed only if you have a development on Property24 that is being paid for by you or your agency. You cannot link your listing to another agency's development. Otherwise leave this field blank.

Publish Street Address: Push your listing street name and number to the portal, adding to the listing quality score.

Publish Mapped Address: Push your listings coordinates to the portal, adding to the listing quality score.

Publish Notes: This check pushes the _Notes that you may added when you were adding your interior and exterior features to Property24.

Zoning: Select the zoning type you would like to display on Property24

Property24 may moderate your listing at their discretion in accordance with the Listing Moderation Policy, agents/admins will receive a moderation email stating why the listing has been moderated and/or blocked. As your feed provider we cannot unblock any listings that P24 may have moderated. Please contact their moderation team directly on moderation@property24.com

Reasons why listings may be moderated: Using the same images on more than one listing (resulting in multiple listings having the same P24 reference), duplicating your listing description (resulting in multiple listings having the same P24 reference), adding watermarks to your listing images, displaying logos on your listing images and where another agency has proved that they have a mandate on a particular listing.

Prop Data Manage will display the relevant response that we receive back from Property24 when you syndicate your listings.

Successfully updated on the portal: Means the listing has successfully been added or updated on the portal.

Listing has been blocked by P24: Means that there has been a moderation issue with your listing, please check your email (moderation message) and contact moderation@property24.com

Private Property

Private Property Toggle: Click on the toggle to enable Private Property, toggling this on indicates to the system that you want your listing to feed to PP.

Expiry Date: At this stage Private Property does not accept an expiry date. PP will remove your rental listing from the portal after 6 months of no activity, your sale listing will be removed from the portal after 12 months of no activity, here again activity applies to no updates taking place on the listing during that time. Editing your listing will force a resync to the portal and the listing will again be displayed.

Publish Street Address: Select to display your listing address and coordinates on Private Property, adding to the listing quality score.

Private Property does moderate listings and will communicate with you via email if your listing has been moderated or blocked.

Reasons why listings may be moderated: Using the same images on more than one listing (blocked), duplicating your listing description (blocked), adding watermarks to your listing images, displaying logos on your listing images and where another agency has proved that they have a mandate on a particular listing.

Prop Data Manage will display the relevant response that we receive back from Private Property when you syndicate your listings.

Successfully updated on the portal: Means the listing has successfully been added or updated on the portal.

Duplicate entry based on address: Means that Private Property already has a listing with this address information active or under offer on their portal. Contact support@privateproperty.co.za

Free Portals

Free portals are added by request. Prop Data Manage supports many of the local free portals and Qwengo in the United Kingdom. If the portal has been added to your site you will have the option to toggle that portal on.

If you have a Rightmove or Zoopla International account we are able to syndicate your listings to these portals, chat to your Prop Data account manager for more information.

Saving Your Listing

If all required fields have been completed, you may now save your listing. If you are drafting a listing you do not have to upload images or select Display on Website just yet, however if you have double-checked all your required fields, price, property type, address and so on and you have uploaded at least one image (three images for a rental listing), you can check Display on Website and Feed to Portals, clicking on _Save will now queue your listing to feed to your website as well as the the portals you have selected. Syndication will take approximately 3 minutes to both paid portals. The free portals generally collect listing data once a day, in the evening.

If your listing has been saved you will be returned to the _{Listing Details} page, if your listing requires an update (missing required field for example) you will be directed to the field that needs completion.

From the details page you can then click on the Syndication button to view the status of the listing as it feeds to Property24 and Private Property.

How to edit a holiday listing

From the Holiday Listings summary page, select the listing you want to make changes to. You can select a listing by first searching for it using the Keyword Search. From there, select it by placing a tick in the check box to the left of the listing, as shown below.

Once you do this, a new set of options will appear in the top right corner:

Here you are able to make the following changes to your listing using a number of options.

‍Edit

‍This function will bring up the selected listing to edit the detail. It will be the same detail that you originally filled in when you uploaded the listing.

‍Duplicate

This function will allow you to duplicate/copy your listing. This is useful if you have more than one apartment in a complex, for example and helps save you time. However, the system will not copy over the images or the description. You will need to add a new description and different images for each listing, even if the properties look similar or have the same features.

View

From this tab, you will be able to do one of three actions; view details, activity or download a listing sheet.

Details - allows you to view all the details of the listing you have selected.

Activity - allows you to view all activity that has taken place on a listing, which includes all changes or updates made by yourself or another agent that your listing is available to.

Listing Sheet - allows you to download a summary of the particular listing you have selected. Listing sheets can be sent to prospective buyers or tenants and contain the full listing information on one single page. Once you click on Listing Sheet, your download will start automatically. When it is ready, you will see a notification appear in the notification bell at the top left.

‍Dashboard

Here you are able to view all your listing stats on a single, easy-to-view page. The Dashboard provides a daily overview of how well your listings are performing which can help you refine your marketing strategy and improve your sales. Here is an example of what you will see if you click on the _Dashboardof a selected listing:

The Dashboard also allows you to effortlessly share your listing to your favorite social media platforms or via WhatsApp.

On the Dashboard you will see a full overview of your listing information including listing views, days on market, images, contact information for the agents assigned to the listing, all lead information, all alerts sent and all syndication information. There is also a direct link to view the listing on your website by clicking View on Website from the top right of the Dashboard page. You can also generate a listing brochure, which you can then export as a PDF. Please refer to Section ***for a detailed instruction guide on how to create a listing brochure.

Add Note

You can add a Note in the Note section which will allow you to insert any information on that listing such as a recent update, a new note on change of contact details or any other general note to the listing. You can then also link an associated person to that note. For example, if someone made a new enquiry via Facebook to a specific agent, you can link that agent to the note.

Print Page

Allows you to print the current listing page, a print preview will open in a new tab.

‍Marketing

This tab has a dropdown with numerous options to choose from such as generating a QR code or Brochure.

Syndication

This section allows you to review all the syndication details for a specific property. What you see on your syndication overview is dependent on what portals you selected to feed your listing through to. The syndication section also allows you to sync listings to the portals after any changes are made. The changes will then reflect on the portal within 5-10 minutes after you have synced.

You can also view any syndication updates on the various portals from the syndication section via a direct link.

Leads

If you click on _Leads, you will be able to view both your leads as well as your buyer matches for a specific property. Leads are all the people that have filled out a contact form via your website or property portal regarding a specific listing. Your lead stage flow will also appear, which you can then update (more on Lead Stage Flow in the Leads section of this guide). Buyer matches are all the profiles that the system automatically associates to a specific property. We will cover Buyer Matches in more detail in the Clients Module of this training guide.

Export

Holiday Listing Record Tabs

On the Dashboard page, you will also see a new menu pop up which looks like this:

From this menu, there are a number of functionalities to choose from:

Dashboard

This is the page you are currently viewing (highlighted in dark blue)

Details

This section will give you a summary of all the information that makes up your listing including agency/agent details, listing details, pricing breakdown, features, on show details, offer details, auction details and any other general notes.