Real Estate

The Real Estate Portal is your complete agency command centre inside Sysevo. It brings your buyer and seller leads, property listings, viewings, deals, calls, communications, finances and AI tools together in one dark, fast, modern workspace — so your team can spend less time on admin and more time closing. Everything you create (a lead, a property, a viewing) is private to your agency and shared across your whole team automatically.

In this guide

• Getting around: the sidebar, top bars and how pages are organised
• The Dashboard and its five tabs (Overview, Pipeline, Calendar, Analytics, Integrations)
• Leads: the Buyers/Sellers hub, adding and editing leads, and the rich lead profile
• Properties: listing, editing, importing and managing your portfolio
• Viewings & appointments: the calendar, AI-detected viewing requests, and scheduling
• Deals & pipeline: the Kanban board and creating deals
• AI Property Matching: pairing buyers with the right homes
• Calls: call history, call detail, and outbound calling
• Communications, Tasks, Transactions and Contracts
• Finance: revenue, commissions and reporting
• Growth tools: Marketing, Campaigns and Listings Distribution
• Intelligence: Analytics, Market Insights, Predictions, Forecasting and the AI Assistant
• Automations, Integrations, Team, Settings, Profile and Help

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Getting around

Every page in the Real Estate Portal lives under the /realestate area and shares the same layout: a fixed left sidebar for navigation, your agency branding/logo at the top, and a profile card at the bottom of the sidebar with quick links to your profile, theme toggle, settings and sign‑out.

The sidebar menu

The navigation is grouped into logical sections. The exact items you see are:

* Team only appears for users with the Admin role. Items marked AI use Sysevo's artificial‑intelligence features.

You can collapse the sidebar to a slim icon rail using the chevron button at the top — handy on smaller screens. On mobile, the sidebar becomes a slide‑out menu.

The bottom profile card

At the foot of the sidebar you'll find your avatar and name with the label "Real Estate Portal". From here you can:

• Click your avatar to open your Profile
• Use Sign out to log out
• Toggle light/dark theme
• Open Settings via the cog icon

Tip: Your agency's logo and brand colour (set by your account admin) are applied automatically across the portal.

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Dashboard

The Dashboard (/realestate/dashboard) is your home screen. It greets you by name and time of day, and shows a live status bar plus quick‑action buttons at the top.

Top bar

• A greeting with your first name (e.g. "Good morning, Jane")
• A live Active calls indicator with a pulsing dot showing how many calls your voice agent is handling right now (refreshes every 10 seconds)
• An Operational status pill
• A date‑range selector — Last 24h, Last 7 days, or Last 30 days — which drives the analytics
• A refresh button
• + Add Lead and + Add Property buttons for instant creation

Dashboard tabs

The dashboard is split into five tabs:

Overview tab in detail

Primary KPI cards:

• Active Leads — total leads, with "+N this week"
• Active Listings — available properties, with "N under offer"
• Scheduled Viewings — with "N this week"
• Pending Offers

Financial / market KPI row: Pipeline Value, Commission (MTD) with all‑time figure, Average List Price, and Average Days on Market.

Conversion ratio cards (with progress bars):

• Lead → Deal Conversion — closed deals as a percentage of leads
• Viewing → Offer Rate
• Sales Momentum — deals closed this month

Call‑intelligence widgets: Recent Calls, Lead Ranking, and Deal Stall Insights, plus a Second Brain panel and an AI Priority Queue that surfaces which leads to act on next.

Today's Viewings lists each appointment with time, property, address and the client's name/phone. Recent Leads shows your six newest leads as clickable cards — sensitive or inherited‑property leads are visually flagged. Quick Actions gives one‑click shortcuts to Add Lead, Add Property, Schedule Viewing, AI Matching, New Deal and Call History.

Note: The Integrations tab on the dashboard mirrors the standalone Integrations page — connecting an account in one place reflects in the other.

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Leads

Leads are the people you're working with — both buyers/renters looking for a home and sellers/landlords with property to list. The Leads hub (/realestate/leads) keeps these two worlds side by side.

The Leads hub

At the top, a Buyers / Sellers tab switch splits your list, each showing a live count. Buyers include lead types buyer, renter and investor; Sellers include seller and landlord.

Each tab shows four stat cards:

• Buyers: Total Buyers, Hot, Warm, Cold
• Sellers: Total Sellers, Hot, Warm, Inherited Properties

Below that are tools to find what you need:

• A search box (matches name, email or phone)
• A Priority filter — All / Hot / Warm / Cold
• A Status filter — New, Contacted, Qualified, Viewing Scheduled, Offer Made, Closed Won, Closed Lost
• A view toggle (desktop) to switch between a table and card layout

Use Export to download your list, and + Add Lead to create a new one.

Leads are colour‑coded by priority: Hot (red/flame), Warm (amber), Cold (blue/snowflake). Inherited‑property and sensitive‑case leads carry special badges.

Adding or editing a lead

Click + Add Lead (or Edit on an existing lead) to open the lead form. It's organised into clear sections.

Basic Information

Budget & Requirements: Minimum/Maximum budget, Currency (EUR, GBP, USD), Financing Status (Unknown, Pre‑approved, Cash buyer, Needs mortgage, Investor), Min/Max bedrooms, Min bathrooms, and Timeline (Immediate, 1–3 months, 3–6 months, 6–12 months, Flexible).

Property Types: tick any of Apartment, House, Villa, Townhouse, Penthouse, Land, Commercial.

Preferred Areas: type an area and press Add (or Enter) to attach it as a removable pill — add as many as you like.

Notes: free‑text for anything else.

To save: press Create (new) or Save (editing). You'll return to the Leads hub. Only the Name is mandatory.

The lead profile

Clicking a lead opens its detail page (/realestate/leads/:id). The header shows the lead's name with smart AI badges such as Call today, At risk, Likely to close this week, plus priority, status, type, and inherited/sensitive‑case flags. Two header buttons let you Edit the lead or jump straight to Find Matches.

The profile is organised into tabs:

The Activity timeline lets you log notes and interactions, pin important items to the top, and edit or delete entries — giving you a single shared history for the whole team.

Sensitive cases: When the AI detects a complex family situation (for example an inherited estate with disputes), the lead is flagged so your team can handle it with extra care.

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Properties

The Properties hub (/realestate/properties) is your listing portfolio.

Browsing properties

Four stat cards summarise your portfolio: Total Listings, Available, Under Offer, and Sold/Rented.

Filters and controls:

• Search by title, address or city
• Type filter — Apartment, House, Villa, Townhouse, Penthouse, Land, Commercial
• Status filter — Available, Under Offer, Sold, Rented, Withdrawn
• Listing filter — Sale or Rent
• Grid / List view toggle

Each property card shows its image (or a placeholder), a status badge, price (or monthly rent for rentals), key specs (beds, baths, m²), and engagement metrics — views, inquiries and a demand score percentage. Hover a card to reveal a ⋯ menu with:

• View — open the property
• Edit — change details
• Find Buyers — jump to AI Matching pre‑filtered to this property
• Delete — remove the listing (a confirmation dialog warns this also removes associated viewings and matches and cannot be undone)

Adding or editing a property

+ Add Property opens the property form (the same form is used for editing). Sections:

Basic Information

Location: Address, City, Postcode, Country, Neighbourhood.

Pricing: Sale Price, Monthly Rental Price, and Currency (EUR/GBP/USD). Fill the field that matches your listing type.

Specifications: Bedrooms, Bathrooms, Living area (m²), Total area (m²), Floor number, Total floors, Year built, and a Virtual Tour URL.

Owner Information: Owner name, email, phone and private notes — useful for keeping seller contact details attached to the listing.

Press Create or Save to finish. Only the Title is required, but the more you fill in, the better AI matching and market insights work.

Importing properties in bulk

Rather than entering listings one by one, open Integrations → Import Properties (or Settings → Integrations) to upload a file and map your columns to property fields. See the Integrations section below.

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Viewings & appointments

Viewings are where buyers meet properties. The Viewings page (/realestate/viewings) combines a calendar with an AI‑powered request inbox.

Stat cards

Five cards across the top: This Month (total), Upcoming (scheduled), Completed, No‑shows, and Pending (AI‑detected requests).

Calendar tab

A month calendar highlights days that have viewings. Click a day to see that day's appointments on the right, each showing the time, duration, property, address, client name/phone and viewing type (in‑person, virtual or open house). A status filter (All, Scheduled, Completed, No‑show, Cancelled) narrows the list. Click any viewing to open a detail dialog where you can Edit it or Mark Completed.

Pending tab (AI‑detected requests)

When your voice agent talks to a caller who wants to view a property, Sysevo automatically captures the request here as a Pending card marked AI. Each card shows the lead, requested date/time, budget range, bedroom preference, preferred areas and any notes the AI picked up. For each request you can:

1. Schedule — opens the viewing form pre‑filled with the lead and request details
2. Dismiss — removes the request if it's not relevant
3. View Lead — open the lead's profile

Scheduling a viewing

+ Schedule Viewing (or scheduling from a pending request or a match) opens the viewing form:

Property, Client and Date are required. Save with Schedule Viewing. When you arrive from a match or pending request, the property and lead are pre‑selected for you.

The Calendar page

The separate Calendar page (/realestate/calendar) is a streamlined agenda view of your upcoming viewings. It shows three counters — Today, Upcoming (7d) and Total Scheduled — then lists today's appointments (with time, client and address) and a rolling list of upcoming ones. Use + New Appointment to jump to the scheduling form.

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Deals & pipeline

The Pipeline page (/realestate/deals) is a visual Kanban board of every active deal.

Pipeline overview

Four KPI cards summarise the board: Active Deals, Pipeline Value, Expected Commission, and Completed This Month.

Deals move through seven stages, each a column you can scroll horizontally:

New → Qualified → Viewing → Offer → Negotiation → Exchange → Completed

Each column header shows the number of deals and the total value in that stage. Deal cards display the property title and address, the linked client, the price, a deal‑type badge (Sale or Rental) and a health indicator:

• Healthy (green tick) — recent activity
• Slow (amber clock) — more than 14 days old
• At risk (red triangle) — more than 30 days old

A card's ⋯ menu lets you View or Edit the deal.

Creating or editing a deal

+ Add Deal opens the deal form:

Deal Info: Property * (only available listings), Lead * (excludes already‑closed leads), Deal Type (Sale or Rental), Pipeline Stage, and Status (In Progress, Completed, Cancelled, On Hold).

Financials: Final Price *, Currency, Commission Rate (%), and Commission Amount. The commission amount calculates automatically from price × rate (it's read‑only).

Key Dates: Exchange Date, Closing Date, Completion Date.

Notes: any free‑text.

Property, Lead and Final Price are required. Save with Create or Save.

The dashboard's Pipeline tab and the Transactions, Revenue, Commissions, Forecasting and Finance pages all draw on the deals you record here — so keeping deal stages and prices up to date powers your whole financial picture.

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AI Property Matching

The Matching page (/realestate/matching, badged AI) intelligently pairs buyers with properties. It's one of the portal's most powerful tools.

How it works

Four stat cards show Active Leads, Available Properties, Potential Matches and Current Matches. A Run Full Match button scores every buyer against every available property in one pass and reports how many high‑priority matches it found.

The main interface has two panels:

• Left — selection: a By Lead / By Property toggle, a search box, and a minimum match‑score slider (0–100%). Pick a lead (or property) from the scrollable list.
• Right — results: ranked matches, each with a large match‑score percentage (green ≥80%, amber ≥60%, blue below), specs, and reason badges such as Budget match, Location match, Size match, Requirements match and an urgency rating.

For each match you can:

1. View the property or lead
2. Schedule Viewing — opens the viewing form pre‑filled with both the lead and property
3. Save — stars the match so it's kept for later

Shortcut: From any property's ⋯ menu choose Find Buyers, or from a lead's profile click Find Matches — both deep‑link straight into Matching with your selection ready.

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Calls

Your AI voice agent's phone activity lives under Calls and Outbound Calls.

Call History

The Calls page (/realestate/calls) lists every call your agent has handled. Three metric cards show Total Calls, Average Duration and Pickup Rate. A range switch (Today / 7d / 30d) and a search box (by number, call ID or caller name) help you find specific calls.

The table columns are Caller, Duration, Outcome, Interest and Date. Caller names and interest levels are enriched automatically from call analysis — a green dot marks successful calls. Click any row to open the full call detail.

The Analyze All Calls button runs AI analysis across eligible calls (those long enough to be meaningful) to extract caller names, interest levels and real‑estate details, showing live progress as it works.

Call detail

Opening a call (/realestate/calls/:id) shows everything about that conversation:

• Metric cards for Duration, Outcome, Sentiment and Turns
• An audio player with waveform if a recording exists
• The full transcript (with a Download button to save it as a text file)
• A Details panel (caller, date, duration, plus any detected address or property type)
• An AI Analysis panel — outcome, keywords and other extracted real‑estate insights, generated automatically when a transcript is available

Outbound Calls

The Outbound Calls page (/realestate/outbound) is where you run AI calling campaigns — for example, calling a list of seller leads. It uses Sysevo's shared outbound calling tools inside the Real Estate layout. Open a batch to see its detail page (/realestate/outbound/:batchId) with per‑call results and progress.

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Communications

The Communications page (/realestate/communications) is a unified inbox for all your client conversations across email, WhatsApp, SMS and calls.

Four stat cards show Total Messages, Unread, Starred and Today. The screen splits into a message list (left) and a conversation view (right).

In the message list you can:

• Search by sender or content
• Filter to All, Unread or Starred
• See each message's channel icon, a 2‑line preview, time, and a star if flagged

Selecting a message marks it read and opens the thread. From there you can star/unstar, archive, mark unread, link the message to its lead or property, and type a reply (press ⌘/Ctrl+Enter to send quickly). Replies are saved against the same channel and thread.

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Tasks

The Tasks page (/realestate/tasks) is a lightweight task manager for your team. Four stat cards show Total Tasks, Overdue, In Progress and Completed.

You can view tasks as a Board (Kanban) or a List, search them, and apply filters. Click + Add Task to create one via a dialog (new tasks start in the To‑Do column). Each task carries a title, description, status and optional due date — overdue tasks are highlighted so nothing slips.

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Transactions

The Transactions page (/realestate/transactions) is a simple chronological record of your recent deals, drawn from your pipeline. Each row shows the property, the deal value (in euros) and a status badge. Use + New Transaction to create a deal. It's a quick way to scan recent financial activity without opening the full pipeline.

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Contracts

The Contracts page (/realestate/contracts) manages the documents you send to clients for signature. Four stat cards show Total Contracts, Pending Signature, Completed and Drafts.

A search box and tabs (All, Pending, Completed, Drafts — each with a count) help you find documents. Each contract row shows its title, document number, creation date, a status badge and the signer progress (green tick when a signer has signed). For each contract you can:

• View the contract detail page
• Download the generated PDF (signed version if available)
• Send to Client — copies a shareable link to your clipboard to paste into an email or chat

Click Create Contract to start a new one via the creation dialog. Contracts you create here are client‑facing (not internal).

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Finance

Three finance pages give you money‑related views, all driven by your deals and commissions.

Finance overview

The Finance page (/realestate/finance) shows four headline cards — Total Revenue, Pending Revenue, Commissions Earned and Commissions Pending — plus a Revenue this month vs last month comparison (with growth percentage) and a forecast panel. A tabbed table area covers Overview (recent transactions), Commissions and Invoices, with date, description, type, status and amount columns. Use Filter and Export Report in the header.

Revenue

The Revenue page (/realestate/revenue) focuses on closed‑deal income with four cards — MTD, QTD, YTD and Closed Deals — giving you an at‑a‑glance trajectory of money in.

Commissions

The Commissions page (/realestate/commissions) tracks payouts. Two cards show Pending Payouts and Paid This Year, followed by a list of recent commission records (amount, split percentage and status). Use Export to download. Commission records are generated automatically from your closed deals' commission rates.

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Growth tools

Marketing

The Marketing hub (/realestate/marketing) summarises your campaign performance with four KPIs — Impressions, Clicks, Leads Generated and CTR — and lists your active campaigns. Use + New Campaign to jump to the Campaigns page.

Campaigns

The Campaigns page (/realestate/campaigns) shows how many outreach sequences you run per channel — Email, SMS and WhatsApp — and lists all your campaigns with their status. Use + New Sequence to start one.

Listings Distribution

The Distribution page (/realestate/distribution) lets you publish your listings to major property portals. It includes tiles for Idealista, Fotocasa, Habitaclia, Pisos.com, Zillow and Rightmove. Each tile shows connection status, the number of listings and leads attributed, and a switch to connect/disconnect. Connecting a portal makes your available listings count against it and tracks the leads it sends back.

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Intelligence tools

Analytics (Reports)

The Analytics page (/realestate/reports) is your performance report. A period selector (7 days, 30 days, 90 days, 12 months) and Export PDF sit in the header. Four summary cards show Total Leads (with new this period), Active Listings (with average days on market), Viewings Scheduled (with show rate) and Deals Closed (with conversion rate). Tabs cover Overview (lead sources and a conversion funnel of Leads → Viewings → Offers → Deals), Lead Analytics, Property Analytics and Agent Performance.

Market Insights

The Market Insights page (/realestate/market-insights) builds a demand heatmap from your own data. For each city where you have listings it shows the average price per m², number of listings, a demand bar (combining inquiries and how many leads want that area) and a trend indicator. It's a quick way to see where buyer interest is concentrated.

Predictions

The Predictions page (/realestate/predictions, badged AI) surfaces forward‑looking, actionable cards categorised as opportunity, risk or action — for example, deals likely to close this week, cold leads at risk, or listings that may need a price drop.

Forecasting

The Forecasting page (/realestate/forecasting, badged AI) projects revenue using a weighted pipeline model. Four cards estimate next‑30‑day and next‑quarter weighted revenue, expected closings in 30 days, and the number of at‑risk deals (not updated in over 14 days), each with a confidence percentage. A bottleneck panel flags stalled deals so you can follow up before they slip.

AI Assistant

The AI Assistant page (/realestate/assistant, badged AI) is a chat that knows your CRM data. Suggested prompts include summarising high‑intent leads, drafting follow‑ups, suggesting pricing, and highlighting top risk deals. Type any question and the assistant answers using your leads, properties and deals. Click a suggestion to drop it into the box, then press Enter or the send button.

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Automations

The Automations page (/realestate/automations) lets you switch on smart workflows that run in the background. There are 8 pre‑built templates, each a card you toggle on or off:

Below the templates, an Active Rules section lists your enabled automations (with their trigger and last‑run time and an on/off switch), and a Recent Runs log shows each execution's status. Use + New Rule to add a custom automation.

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Integrations

The Integrations page (/realestate/integrations) connects your portal to outside tools and imports data.

Import data

A highlighted card at the top offers three import shortcuts:

• Import Properties — opens a dialog to upload a CSV/XLSX/JSON file and map columns to property fields
• Import Leads — guidance for adding leads (or bulk CSV via support)
• Import Viewings — guidance for scheduling in bulk

Connect apps

Integrations are grouped by category:

Each app card shows a logo, description and status badge (Connected, Pending review or Not connected). Click Connect to request a connection (the status moves to pending, then connected); use Disconnect to remove one. A "Why integrate?" card explains the time‑saving benefits.

Note: The Settings → Integrations tab and the dashboard's Integrations tab show the same connection tools, so you can manage them from whichever place is most convenient.

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Team

The Team page (/realestate/team) — available to Admins — lists everyone in your agency. Four cards summarise Total Members, Admins, Agents and Viewers. Each member row shows their avatar, name, email, join date and a role badge:

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Settings & Profile

Settings

The Settings page (/realestate/settings) holds agency‑level configuration in tabs:

• Business — company name, phone, email, address and default commission rate (these are editable by Admins only)
• Notifications — toggles for Auto‑match leads and Auto reminders, plus how many hours before a viewing reminders are sent
• Integrations — the same connect‑apps panel described above
• Security — admin‑only security notes

Admins press Save to apply business changes.

Profile

The Profile page (/realestate/profile) is your personal account. Here you can:

• Upload a profile picture
• Edit your first/last name, phone and timezone (your email is shown but can't be changed)
• Set notification preferences
• Choose your language (English or Spanish)
• Switch the theme (light/dark)

Press Save to update your details.

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Help

The Help & Support page (/realestate/help) is your built‑in knowledge base. It includes:

• A search box for help articles
• Quick‑start cards linking to Manage Leads, List Properties, Schedule Viewings, Generate Contracts, Build Automations and the AI Assistant
• A searchable FAQ section (adding leads, importing properties, how matching works, recording viewing feedback, where to find commissions, what the AI assistant can do)
• An Ask the AI assistant card and an Email support card (support@xpandhub.com)

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Common workflows

A few end‑to‑end flows that tie the portal together:

1. Capture and qualify a new buyer

1. Click + Add Lead (or let a phone call create one automatically).
2. Set type to Buyer, add budget, areas and bedrooms, and a priority.
3. Open the lead and review the AI scoring on the Overview tab.
4. Log a call or note in the Activity timeline.

2. Match a buyer to a home and book a viewing

1. From the lead, click Find Matches (or open Matching → By Lead).
2. Adjust the min‑score slider and review ranked properties.
3. Click Schedule Viewing on a strong match — the form opens pre‑filled.
4. Confirm date, time and duration, then Schedule.

3. Turn interest into a deal

1. After a successful viewing, open Pipeline → + Add Deal.
2. Link the property and lead, enter the final price and commission rate (the amount auto‑calculates).
3. Move the deal through stages as it progresses; watch the health indicators.
4. On completion, the deal feeds Revenue, Commissions and Finance automatically.

4. Let AI handle the busywork

1. In Automations, enable Post‑viewing follow‑up and Stalled deal alert.
2. Review AI‑detected viewing requests under Viewings → Pending.
3. Use the AI Assistant each morning to ask which leads to call today.

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Tips

• Fill in detail. Budgets, areas, bedrooms and city all power AI matching, market insights and forecasting — the richer your data, the smarter the suggestions.
• Keep deal stages current. Your finance and forecasting pages are only as accurate as your pipeline.
• Watch the Pending viewings tab. It surfaces opportunities your voice agent captured that you might otherwise miss.
• Use Save on matches. Starring good matches keeps them handy when you're ready to follow up.
• Everything is shared. Leads, properties, deals and activity are visible to your whole team, so notes and history stay in one place.