Listings

Prepare the listing created from the signed mandate, translate it, clear what is missing, publish it on the portal and follow the contacts received.

Listings are in the menu Properties and mandates › Listings. The administrator, the manager and the agent have access; an agent sees and edits all the agency's listings.

Where a listing comes from

There is no button to create a listing. A listing is created automatically when the mandate is signed (see Signing the mandate):

• with the “Draft” status, for sale or for rent like the mandate;
• with a suggested title, for example “3-bedroom house in Namur”;
• with the description from step 3 of the mandate, in its language;
• a single listing per mandate.

If the mandate comes from a private seller, the listing that this private individual had published themselves is withdrawn at that moment.

The list of listings

• Listings are sorted from most recently modified to oldest. Click a line to open the record.
• The list has neither filters nor further pages: it shows the 50 most recently modified listings.

The statuses of a listing

• The first change to a listing in “Draft” (photo, text, option) moves it to “In preparation” by itself.
• The listing is visible on the portal when it is “Published”, “Under option” or “Under offer”.
• Sold, Let and Withdraw ask for confirmation: it is final. A finished listing can no longer be edited.
• When the mandate ends, the listing changes status by itself (see Signing the mandate).
• An agency listing has no end date: it stays online until you change its status.
• Each change of status is entered in the record's History section, with the date and its author (or “automatic”).

A listing's record

At the top: the status, the reference, “Exclusive mandate” or “Non-exclusive mandate”, the price and the View the mandate link.

• Photos, options, the certificate and statuses are saved as soon as you click.
• The texts are saved with the Save button that appears at the bottom of the screen (“n unsaved changes”), or with Ctrl+S (Cmd+S on Mac).
• If you leave the page with unsaved texts, the screen warns you and offers Leave without saving or Stay on the page.

Photos are described in Photos and photographer.

Texts and translation

1. In Listing texts, check the Writing language.
2. In the tab for this language (for example FR · writing), write the Title (120 characters at most) and the Description (5,000 characters at most).
3. Click Translate into the other languages.
4. Wait for the message “Translation done.”, then proofread each tab (NL, EN, DE).

• The text shown is saved before translation.
• A translated text carries the notice “Machine-translated: proofread before publishing. Editing it makes it your own text.”.
• The texts you wrote yourself in another language are not replaced, unless you tick Also replace hand-written texts.
• A text already translated from the same original text is not translated again.
• Your agency is entitled to 200 translation requests per day. Each click counts. Beyond that: “The agency's daily translation limit has been reached. Try again tomorrow.”.

Before publishing

The Before publishing section shows “Everything is ready for publication.” or the list of what is missing:

The price, the address, the property type, the charges and the lease are corrected in the mandate, not in the listing. A signed mandate is corrected through an amendment.

The energy certificate

The certificate often arrives after the signature. Complete it here:

1. In Energy certificate, choose the Class.
2. Enter the Consumption (kWh/m².year) and the Certificate number.
3. Click Save the certificate.

The certificate joins the property's documents, with the “Received” status. It is a PEB, or an EPC in Flanders. If the section shows “No energy certificate in the property file.”, complete step 4 of the mandate.

The distribution options

• Displayed address: Approximate: postcode and town or Exact: street and number. With approximate, neither the street nor the number is published, and the position on the map is rounded to about 1 km.
• Feature on the portal: a checkbox.

The What the portal will show section shows the only fields published: price, address, type, bedrooms, area and energy certificate. The negotiation margin, the sellers and the land register data are never published.

Publishing

1. Clear everything that is missing: the Validate and publish button stays greyed out as long as anything remains.
2. Click Validate and publish.
3. Tick the three checks: the photos, the description and its translations, the compliance of the documents.
4. Click Validate and publish in the window.

What happens next:

• the listing becomes “Published” and appears immediately on the ImmoBooking portal: there is no waiting for approval;
• the portals on which you have activated it receive it (see Syndication).

Publication is refused in these cases:

• Your plan's limit counts online listings. A listing already online that moves to “Under option” is not counted a second time.
• To put a suspended listing back online, click Resume publication: the same check window opens.

Scheduling publication

For a listing that is not online yet:

1. In Distribution options, fill in Publish automatically on (date and time).
2. Click Schedule.
3. Tick the three checks, then click Validate and schedule.

• The record and the list show “Publication scheduled for …”. Cancel scheduling cancels it.
• At the set time, the listing is published if everything is ready, within the following minutes, with the same checks as a manual publication.
• If a check fails, the scheduling is cleared and the record shows “The scheduled publication did not go out: …”. Nothing is retried: schedule it again.

Moderation

• If ImmoBooking moderation suspends a listing, it becomes “Suspended” and the record shows “Suspended by moderation on …: …”.
• If it suspends the agency, all its online listings are withdrawn and none can be published. The list shows the reason and “Contact ImmoBooking to have it lifted.”.
• When the suspension is lifted, nothing goes back online by itself: click Resume publication.

Contacts received

The Contacts received section shows “n views · n contacts on the portal”, then each request: name, date, email, phone, message, and the mention “Agrees to be contacted again” where applicable.

1. Click Contact record to open the contact in the CRM.
2. Once the request has been dealt with, click Mark as handled.

The request shows “Handled on …” and the task linked to this request closes.

ImmoPass candidates

The ImmoPass candidates card only gives numbers: “n candidates to suggest to · n already suggested · n waiting for the cap”. You do not see who they are.

1. Click Suggest the property to the n candidates (or Suggest the property to the candidate).
2. Confirm.

• Each candidate receives an email with the property, then decides themselves whether to share their file with you.
• A candidate receives 3 suggestions per week at most, across all agencies. The others go out later.
• If the agency has ticked Automatically suggest properties to ImmoPass candidates in Organisation › ImmoScore, the card says so and shows no button. See ImmoPass and ImmoScore.

Applications and viewings

• For a property to let, the Applications card receives the applications sent from the portal. See Applications.
• The Viewings card lists the viewings booked online and lets you open a group viewing. See Online viewings.