The main workflow, step by step
The window follows one listing from an agent's draft to a booked viewing. Choose a step to see the screen at that point. The agency, the property and the people are invented for the demonstration.
New listing
LST-20417Draft- Property
- Two-bedroom apartment, third floor
- Area
- Harbour district
- Offer
- For sale
- Media
- Fourteen photos and a floor plan
Off the pathA listing whose address matches one already live is shown to the agent as a possible duplicate before it is saved.
Listing checks
LST-20417One item to fix| Check | Result |
|---|---|
| Required details | Complete |
| Photo quality | Passed |
| Permit or reference number | Missing |
| Location on the map | Confirmed |
Off the pathWhere a market requires a permit number on adverts, the listing cannot be published until one is entered.
Search results
Harbour districtTwelve matches| Listing | Rooms | Status |
|---|---|---|
| Third floor apartment | Two bedrooms | New today |
| Corner townhouse | Three bedrooms | Price changed |
| Garden flat | One bedroom | Under offer |
Off the pathA saved search alerts the buyer when a matching property appears, and stops when they ask it to.
Enquiry
ENQ-88102With the agent- About
- Third floor apartment
- Request
- Viewing this week
- Sent to
- Listing agent, by app and email
- Response clock
- Started
Off the pathIf the agent does not respond within the agency's target, the enquiry is offered to a colleague or the branch manager.
Lead
ENQ-88102Viewing booked| Step | State |
|---|---|
| First response | Within target |
| Viewing | Booked, both notified |
| Listing status | Still available |
Off the pathWhen a property goes under offer or is sold, its status changes everywhere at once, including on partner portals.
Who uses it, and what each role can do
A portal has a public side and a working side. On the working side, what each person can change is what keeps the listings accurate.
| Role | Sees | Can do |
|---|---|---|
| Buyer or tenant | Public listings, their saved searches and enquiries | Search, save, enquire and request viewings |
| Agent | Their own listings and leads | Create, edit, update status and respond to enquiries |
| Branch manager | Listings and leads for the branch | Approve listings, reassign leads and review response |
| Moderator | Listings waiting for review and reports from the public | Approve, return for correction or remove |
| Marketing | Featured placements and content pages | Promote listings and edit area guides |
| Administrator | Agencies, users, feeds and settings | Manage accounts, integrations and rules |
When the work leaves the usual path
Portals lose trust through stale and duplicate listings and through enquiries nobody answers. These cases are where the design effort goes.
| Situation | What the system does | Who decides |
|---|---|---|
| Duplicate of a live listing | Warns the agent and can merge the two | Moderator |
| Required reference missing | Blocks publication until it is entered | Agent |
| Listing not updated for a long time | Asks the agent to confirm it, then hides it | Agent |
| Enquiry unanswered | Reassigns it after the response target | Branch manager |
| Property sold or let | Updates status on the portal and in feeds | Agent |
| Listing reported by a visitor | Sends it to moderation with the reason | Moderator |
What it connects to
Listings and leads rarely live in one place. The portal exchanges both with the tools agencies already rely on.
| System | What moves | Direction |
|---|---|---|
| Agency CRM or listing system | Listings in, enquiries and leads out | Both ways |
| Other property portals | Listing feeds in the formats they accept | Out of the portal |
| Maps and location data | Map search, areas, travel times and nearby places | Into the portal |
| Email, text and WhatsApp | Enquiry notices, alerts and viewing confirmations | Out of the portal |
| Calendar | Viewing slots and bookings | Both ways |
What a first release includes
Listing management
Listings with details, photos, floor plans and video, drafts, status changes and bulk import.
Search and map
Search by area, drawn map shape, price, rooms and features, fast on phones and friendly to search engines.
Listing pages
Pages built to load quickly and be indexed, with structured data, similar properties and a clear enquiry form.
Enquiries and leads
Enquiries routed to the listing agent with response targets, reassignment and a simple lead view.
Moderation and quality
Checks on publication, duplicate detection, expiry of stale listings and reports from visitors.
Accounts and saved searches
Visitor accounts with favourites, saved searches and alerts by email or message.
Often added after the first release
- Paid placements and agency subscriptions
- Mortgage or rent calculators
- Virtual tours and three-dimensional walkthroughs
- Arabic and other language versions
- Valuation requests from owners
What we need from you
- Where your listings live now, and a sample export
- The fields and media a listing needs in your market, including any legal references
- How enquiries are handled today and by whom
- The portals you publish to and their feed requirements
- Brand guidelines and the areas you cover
Ownership and licensing terms are defined in the project agreement.
What to do next
Tell us whether the portal is for one agency, a developer or many agencies, and how many listings it will hold. We respond with a suggested structure, the search design and a proposal. Start a conversation or book a 30-minute call.
Common questions
Is this a website for one agency or a marketplace?
We build both, and they are different products. An agency or developer portal shows its own stock and is mainly about search quality and lead handling. A marketplace adds agency accounts, moderation, subscriptions or paid placements and fair ordering of results. Deciding which you are building comes first, since the commercial model shapes the data model.
Can listings come from our existing CRM?
Yes, and they should. If agents already enter listings in a CRM or listing system, the portal imports from it on a schedule or as changes happen, so nobody types a property twice. Enquiries flow back as leads. Where an agency has no such system, the portal's own listing tools are enough to start with.
Will the listings rank in search engines?
The portal is built so that they can: fast pages, clean addresses, structured data for listings, sensible internal links and area pages with real content. Whether a given page ranks depends on competition and on the wider site, which nobody controls completely. We measure indexing and search performance after launch and adjust, without promising positions.
How do you keep listings accurate?
Through rules and nudges. Required details and references are checked before publishing, duplicates are detected, and a listing that has not been touched for a set period asks its agent to confirm it is still available. Unconfirmed listings are hidden. Visitors can report a problem. Status changes made in the agency's own system are picked up through the integration.