Units, holds and sales

A unit is every apartment, shop or parking space you sell in a project. Admins add the units. After that, a unit’s status is never set by hand: it follows what the team does with it. An agent holds a unit for a client, reserves it, and moves the sale on to the contract and completion. If the client walks away, the unit becomes available again and the first client on its waiting list is next.

The table view of the units, with a status chip on each row. Click a chip to act on the unit.

Add units

Open the project’s Units tab. Admins have two buttons at the top: Add unit for one unit, and Add many to paste a spreadsheet or generate a building floor by floor.

Tip: add the project’s buildings and floor plans first. Units are matched to them by name, and a unit with a floor plan takes its rooms and area from it.

One unit

Click Add unit, fill in the fields and save.

When you edit a unit later, one more field appears: Place on the floor. It is filled from the code; change it only if the unit’s shape lands on the wrong unit.

Many units from a spreadsheet

1. Click Add many and choose Paste from a spreadsheet.
2. Copy the rows from Excel or Google Sheets and paste them in.
3. Click Read rows.

If the first row has column names, the columns can be in any order. The names are recognised in English or Albanian, such as “Code” or “Kodi”, “Building” or “Kulla”, “Floor” or “Kati”, “Price” or “Cmimi”. Without names, use this order: Code · Building · Floor · Floor plan · Bedrooms · Bathrooms · Area · Price · Currency · Status · Orientation · Note.

The reader understands prices such as “149.000”, “€ 149 000” or “1.250.000,00”, currencies written as €, $, £, “lek” or a three-letter code, and statuses in English or Albanian, such as “sold”, “e shitur” or “rezervuar”. Buildings and floor plans are matched by their names.

Generate floor by floor

For a building with the same units on every floor:

1. Click Add many and choose Generate floor by floor.
2. Choose the Building. The Code prefix is suggested from its first letter, such as “A-”.
3. Fill in the First number, From floor, To floor and Units per floor, and the Status.
4. Choose a Floor plan, or Choose per row to set it on each row. A Price is optional; you can set each row’s price in the next step.
5. Click Make rows. The line shows what you get, for example “40 units: A-101 to A-1004”.

The codes are the prefix, the floor and a two-digit number, which is exactly the form that places units on traced plans.

Check and add them

Both ways end in the same preview table, where you can correct any row.

• Rows with a problem turn red, with the reason, such as “The code is missing.” or “No building called “Pallati C”: choose one, or add it under Buildings first.” Correct them before adding.
• A row with the code of a unit already in the project replaces it and is marked Replaces. That unit keeps its status, which follows its sale.
• Click Add 40 units (the button gives the number). You see, for example, “Units saved: 40 added, 0 updated”.

You can add up to 2,000 units at once. If any row is wrong, nothing is saved, so a paste never goes in half done.

Edit or delete a unit

In the Table view, admins use the pencil to edit a unit and the bin to delete it. A unit that has a sale on record, even a cancelled one, cannot be deleted.

How a unit’s status works

Behind a reserved or sold unit is a sale: a record with the client, the agent, the agreed price and the dates. It moves from Reserved to Contract signed to Completed, or it is cancelled. A sale never goes back a step: “This sale can’t go back. Cancel it and start again.”

You act on a unit from its panel on the building board, or from its status chip in the Table view.

Holds

A hold keeps a unit for one client while they decide. Nobody else can reserve it until the hold ends.

1. Pick an available unit and click Hold.
2. The dialog reads “The unit is kept for this client for 48 hours. Nobody else can reserve it until then.” (with the project’s own number of hours).
3. Search for the client among the agency’s clients. An admin can also choose the Agent; it is Me by default.
4. Click Hold. You see “Unit on hold”.

The panel then shows the client, “Held until” the date and time, and the agent.

• Hold time is set per project on the Details tab: from 1 to 720 hours, 48 by default.
• A unit can have only one hold. If two people try at the same moment, the second sees “This unit isn’t available any more.”
• When the hold time is over, the hold ends by itself and the unit is available again.
• To end a hold early, click Release hold and confirm. Only the agent who holds the unit, or an admin, can release it or reserve it. Anyone else sees “Another agent is holding this unit.”

The waiting list

When a unit is on hold, reserved or sold, anyone can queue a client for it.

1. Pick the unit and click Add to waiting list.
2. Choose the client and confirm. You see “Added to the waiting list”.

The list shows in the unit’s panel, numbered. A client can be on a unit’s list only once. The agent who added an entry, or an admin, removes it with the × beside the name.

When the unit frees up, because a hold ended, a sale was cancelled or an admin made it available, the first client on the list leaves it, and their agent is told twice:

• a notification in the CRM: “Rezidenca Liqeni · A-302 is available again”, with “Next on the list:” and the client’s name;
• an email with the same subject.

The unit is not held for them automatically. The agent holds or reserves it as usual.

Reserve a unit

1. Pick the unit and click Reserve.

2. Fill in the dialog:

   Field	What to enter
   Client	The buyer. Filled in for you when you reserve your own hold.
   Agent	Admins only, and not on a held unit: whose sale this is.
   Agreed price	The unit’s price by default. Change it to the price agreed. It must be more than 0.
   Date	Today by default. It can be earlier, but not in the future.
   Notes	Anything the team should know, up to 1,000 characters.

3. Click Reserve. You see “Unit reserved” and the unit turns Reserved.

When you reserve a held unit, the hold becomes the sale, and the unit’s history shows both.

If a partner agency has registered the client you choose, the dialog warns: “A partner has registered this client until” a date, “The sale will count as theirs.”

Move the sale on

The buttons in the unit’s panel follow the sale’s stage.

Who can do what

Every unit also has History. A unit with a sale also has Payments, for admins and the sale’s own agent.

Important: agents can cancel only a reservation. Once the contract is signed, only an admin can cancel the sale.

Units sold before SADE

A unit added as Reserved or Sold has no sale behind it. Admins see Make available on it, which puts it back on sale after a confirmation. If the unit has a real sale, cancel the sale instead.

History

Click History on any unit to see every change, newest first, with the date, the time and who made it:

• status changes, such as “Available → On hold”;
• price changes, such as “Price: €165,000 → €169,000”;
• “Added as Sold” for units added with a status.

The history can’t be edited.

Viewings of a project

Viewings of a new building go on the same calendar as any other viewing.

1. Open Appointments and create a new appointment.
2. Choose A project instead of A listing.
3. Choose the Project, then the Unit, or The whole project. Sold units are not offered.

On the phone app, a unit’s sheet has Book a viewing. See Calendar and viewings.

What buyers see

The marketplace and your website widget show the units with their status, within minutes of a change. A unit on hold shows as Reserved, so buyers can’t tell a hold from a reservation. Sold units are listed without their price.

Note: on the phone app you can do all of this from a unit’s sheet. There, Reserve always uses today’s date and you as the agent, and a contract or completion is recorded on today’s date. See The mobile app.

An example

Something unclear or missing? Write to [email protected] or call +355 69 808 0118.