An agency day covers a lot of ground before lunch. A new listing to photograph, a buyer to call back, two viewings, an offer to chase and an owner asking how their property is doing.

This is a tour of how each of those fits into one EstateCRM workspace, following a listing from the day it comes in to the day it sells.

Listings with photos, map and share pages

Properties holds the whole portfolio, sales and rentals, from the first draft to sold. Each listing carries its price, VAT and communal fees, a pin on the map, the details and features, the owner and your internal notes. Switch between a table, a photo grid and the map when a buyer asks what else you have nearby.

The first photo becomes the cover. Photos are turned the right way up, resized, and their GPS location is removed, so the exact position of the property is not hidden in the file. If you like, your logo can be added as a watermark on the photos the public sees, while the originals stay clean.

The Agreement with the owner card records whether the listing is exclusive or open, its dates and the commission, with the signed copy attached.

From the listing you create a branded Brochure, either a full version with photo pages or a one-page summary to print for a viewing. Share makes a web page for the listing that you send by WhatsApp or e-mail, with photos, key facts, a mortgage calculator and an enquiry form. You can see how many times each link was opened, which tells you when to call.

The owner, internal notes and your commission never appear on anything the public sees.

Buyers, requirements and viewings

Every client is a contact: buyer, seller, tenant, landlord or developer, and one person can be several at once. What a buyer wants is recorded as a requirement, and matching shows the listings that fit, scored and ready to send. The contact page holds the full timeline, with buttons to call, WhatsApp, text or e-mail the client, and each message is logged.

Viewings are booked from the contact or the listing. Pick the client and the listing and the location fills in from the listing's address. A 30-minute e-mail reminder is set by default. Confirm viewing prepares a friendly confirmation for WhatsApp, SMS or e-mail. The Calendar shows the month, week, day or agenda, and owners and managers see the whole team.

At the property, hand the client your phone. They read the list of properties and the declaration, type their name and sign with a finger. The signed form is saved as a PDF, the client gets a copy by e-mail, and your agency has a record of what it introduced. After the viewing, the outcome you record updates the client's match.

Deals and commission

When a buyer is ready to make an offer, create a deal from their contact. The value and commission are taken from the listing unless you enter them. The Deals board shows every open deal by stage, from new lead through viewing, offer and negotiation to reservation or contract, with the commission in each column and the open commission weighted by each deal's probability.

Drag a card as the deal moves. Mark it won and you can mark the listing as sold at the same time. Mark it lost and note why. If two agents share a sale, or a referring agent outside the team takes a share, record it under Commission split, and reports and targets follow the split.

Owners and managers can rename stages, add a checklist of next steps to each one, and keep separate pipelines, for example one for sales and one for rentals.

Portal feeds and your website

Each listing decides where it appears under Publish to, and you can publish or remove many listings at once. Only listings on the market go out. Drafts, sold and withdrawn listings drop off by themselves.

XML feeds give portals and partner agencies an address that always holds your current listings, with changes showing within about five minutes. A website API key lets your web developer show your listings on your own site, and send enquiries back into EstateCRM as leads. For WordPress sites there is a plugin with ready-made shortcodes.

Every enquiry, from a share page, your website or a portal e-mail forwarded to your agency's lead address, becomes a contact and is routed to an agent by your rules.

Reports for owners and managers

Property owners want to know how their listing is doing. The Owner report is a PDF showing viewings, enquiries, how many clients were sent the listing, share-page views, viewing feedback and price changes, and it never names the clients.

For your own business, Reports shows commission earned, win rate, new contacts, viewings done and the open pipeline for any period, with where new contacts came from, each agent's numbers, how fast enquiries got a reply and what each lead source cost. Monthly targets appear on each agent's dashboard, and you can build and save your own reports.

The quickest way to see how these pieces fit together is with your own listings in front of you. Book a demo at estatecrm.cy and we will take you through the whole tour.