Preparing your listings
Prepare the listings file so the assistant describes properties correctly, and set up a simple weekly update routine.
3 min read
The assistant can find a suitable listing for a caller, describe it and send the link on WhatsApp. But it only knows the listings it has been given. If the list is incomplete or out of date, it may describe a flat that's already sold or know nothing about your newest instruction. This guide covers how to prepare the listings file for onboarding and a simple routine to keep it current.
Important
Your listings are loaded into the assistant during onboarding, and updates go through your consultant. There's no ready-made integration with property portals; the assistant doesn't pull data from listing sites.
How to prepare the list
- Give every listing a unique code (e.g. AT-1042). The assistant and your team refer to the same listing by this code, and it's written to the "Listing of interest" field.
- Keep a status column: Active, Under offer, Closed. The assistant only offers active listings; for one under offer it says "that one's currently under offer, let me tell you about similar ones".
- Use the "Note for assistant" column for short details callers often ask about that aren't in the listing: "Parking, 8 minutes to the metro", "Landlord won't accept pets", "If a corporate buyer calls, transfer to an agent".
Recommended columns:
| Column | Example | Note |
|---|---|---|
| Listing code | AT-1042 | Unique, never changes |
| Title | Moda flat in gated complex | Short |
| Sale / Let | Sale | |
| Area | Kadıköy / Moda | District + neighbourhood |
| Rooms | 3+1 | |
| m² | 145 | State gross or net |
| Price | 14,500,000 TL | For lettings, monthly rent + service charge |
| Status | Active | Active / Under offer / Closed |
| Link | Your listing page | The link sent on WhatsApp |
| Note for assistant | Has parking | Detail callers will ask about |
It can be Excel, Google Sheets or PDF; what matters is one listing per row, all in the same format. See Listing knowledge.
Tip
For listings whose price you don't want given over the phone, put "Price on request" in the price column and add "transfer to agent" to the note. The assistant won't quote a price for that listing and will connect interested callers to an agent.
What shouldn't go in the list
- Owner details: the vendor's or landlord's name, phone number or personal situation. The assistant doesn't need them.
- Exact door and flat numbers: the agent shares the viewing address when the appointment is booked.
- Promises: "unmissable opportunity", "guaranteed to rise in value", "30% uplift". The assistant doesn't use this language, so leave it out of the list too.
Weekly update routine
- Collect the changes as short bullet points: new listings, price changes, sold or let properties, and any new notes the assistant should know. Attach the current list.
- Send them to your consultant. At least once a week, ideally on the same day (e.g. Monday). Lettings move fast, so when a property is let, send it the same day rather than waiting.
Once the update is done, make a quick test call from your own number and ask about the new listing. See Testing and tuning.
How the assistant uses your listings
- It searches by the caller's area, type, budget and rooms. It doesn't reel off every detail unprompted; it describes one or two options first.
- If the caller is interested, it sends the link on WhatsApp during the call. See WhatsApp listing links.
- If nothing fits, it says so honestly, records the enquiry and passes it to an agent. "We'll let you know when something new comes in" is a good start for long-term follow-up.
For a buyer after a 3+1 in Kadıköy, Elif first describes AT-1042; when the buyer asks about parking she gives the detail from the note and sends the link. She doesn't offer AT-0988 because it's under offer.
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