Property Management Guide

Learn how to effectively manage your property portfolio in PropertyBase.

Overview

PropertyBase provides a comprehensive property management system that helps you:

• Organize projects and units hierarchically
• Track property status and availability
• Manage media, floor plans, and documents
• Handle multi-currency pricing
• Control visibility and access

Projects vs Units

Projects

Projects are the top-level container for your properties:

• Development projects - Multi-unit developments
• Buildings - Apartment buildings, condominiums
• Communities - Master-planned communities
• Single properties - Standalone properties (1 project = 1 unit)

Units

Units are individual properties within a project:

• Each unit has its own pricing, status, and details
• Units inherit some settings from their parent project
• Units can be independently assigned to agents

Creating Projects

Basic Information

Navigate to Properties > + New Project and fill in:

Name: "Sunset Villas"
Type: Villa
Status: Under Construction
Location: Canggu, Bali, Indonesia
Completion Date: Q4 2025

Project Types

Type	Description
Villa	Standalone houses
Apartment	Units in a building
Commercial	Office, retail spaces
Land	Plots for sale
Mixed-Use	Combined residential/commercial

Project Status

Status	Meaning
Planning	Not yet started
Under Construction	Currently being built
Completed	Ready for occupancy
Sold Out	All units sold

Managing Units

Adding Units

1. Open a project
2. Click + Add Unit
3. Configure unit details

Unit Details

Unit Name: "Villa A"
Unit Number: "A-101"
Bedrooms: 3
Bathrooms: 3
Interior Size: 250 sqm
Land Size: 400 sqm
Price: $850,000
Status: Available

Unit Status Flow

Available → Reserved → Sold
     ↓
  Off Market

Bulk Operations

Select multiple units to:

• Update status in bulk
• Assign to agents
• Change visibility
• Export to CSV

Media Management

Supported Formats

Type	Formats	Max Size
Images	JPG, PNG, WebP	10MB
Floor Plans	PDF, JPG, PNG	20MB
Documents	PDF	50MB
Videos	MP4, MOV	500MB

Image Guidelines

• Cover Image: 1920x1080 minimum
• Gallery: At least 10 high-quality photos
• Aspect Ratio: 16:9 or 4:3 recommended

Virtual Tours

Embed virtual tours from:

• Matterport
• Zillow 3D Home
• iGuide
• Custom 360 tours

<!-- Example embed -->
<iframe src="https://my.matterport.com/show/?m=xxxxx" />

Pricing Configuration

Multi-Currency Support

PropertyBase supports multiple currencies with live exchange rates:

{
  primary_currency: "USD",
  prices: [
    { currency: "USD", amount: 850000 },
    { currency: "EUR", amount: 780000 },
    { currency: "IDR", amount: 13500000000 }
  ],
  auto_convert: true
}

Price Types

• List Price - Public asking price
• Discounted Price - Sale/promotional price
• Agent Price - Price visible to agents only
• Reserve Price - Minimum acceptable price

Visibility Controls

Control who can see each property:

Level	Who Can See
Public	Anyone (website visitors)
Agents	All agents in your workspace
Team	Specific team members
Private	Admins only

AI Features

AI Description Generator

Generate professional property descriptions:

1. Open a unit
2. Click AI Generate next to description
3. Review and edit the generated text
4. Save changes

AI Property Insights

Get AI-powered insights including:

• Market comparison
• Investment analysis
• Target buyer profile
• Suggested pricing

Import & Export

CSV Import

Import properties from spreadsheets:

1. Download the template from Properties > Import
2. Fill in your data
3. Upload and preview
4. Confirm import

XML Feed

Generate XML feeds for portals:

<properties>
  <property>
    <id>123</id>
    <title>Sunset Villa A</title>
    <price currency="USD">850000</price>
    ...
  </property>
</properties>

Best Practices

1. Consistent Naming - Use a standard naming convention
2. Complete Data - Fill in all fields for better searchability
3. Quality Media - Invest in professional photography
4. Regular Updates - Keep status and pricing current
5. Proper Tagging - Use tags for easy filtering