Onboarding and migration to PropSpace

Onboarding and migration to PropSpace

Migration to PropSpace is a staged process that includes data import, verification, user and agent setup, portal connections, and go-live. The exact process depends on the source system and the portals being connected.

What normally transfers
Using the supplied templates, PropSpace may import:
  1. Properties
  2. Leads
  3. Contacts, including landlords, sellers, buyers and tenants;
  4. Deals
Additional information such as media, documents, unit numbers, and historical activity (dates) can also be imported when provided in the required format.  Confirm the exact fields and attachments with your Customer Success contact.

Before importing and publishing
  1. Export and clean the source data. Remove duplicates and confirm owners and agent assignments.
  2. Complete the PropSpace templates using the account’s actual dropdown values and required formats.
  3. Confirm whether imported listings should remain Draft, Unpublished or Published.
  4. Before enabling portal publication, review the imported inventory and disable listing publication or auto-publish controls if necessary.
  5. Verify listing fields, permits, locations, images, agents, lead assignments and contact details.
  6. Obtain written confirmation before an irreversible portal integration step.
Info
Imported listing status is an internal PropSpace value. It does not guarantee that a portal accepts or displays the listing.

PF Expert Migration

  1. For PF Expert migrations, the migration includes live listings and the last 90 days of recent PF leads. Historical data of the data, owner details and unit numbers are not imported directly from PF Expert for the listing.
  2. Imported listings from PF Expert are marked as Published, as the migration is based on live listings.

Property Finder Publishing after the import from PF Expert: 
  1. Existing Property Finder reference: Use the existing Property Finder reference stored in Secondary Reference Number where applicable. This allows the existing Property Finder listing to be recognised rather than creating a new listing.
  2. New PropSpace reference: Publish using the standard PropSpace reference. Property Finder may treat it as a new listing and consume publishing credits.
To use the existing reference: Admin > Profile > Properties > Secondary Reference Number > Yes

       

Warning
Neither option guarantees zero credit use. Check the listing’s core fields, portal rules and current credit balance before proceeding.

XML listings and lead APIs are separate

Bayut, Dubizzle and other XML portals use a listing feed. Lead APIs are a separate connection. A lead connection can be active before listing XML is complete; in that state, leads may arrive without linked property details or may be assigned to the configured default user. Complete and test both integrations before treating the setup as fully operational.

The Lead API can be connected before the listing XML integration is completed. Once the Lead API connection is active, new incoming leads can flow into PropSpace. Historical leads are not automatically imported when the Lead API is connected.

Notes
If leads were missed after an active connection, ask Support to review specific examples. Technical reprocessing may be possible in an incident; it is not a promise of general historical backfill.

To set up your Bayut or Dubizzle listing feed or Lead API, please contact us at support@propspace.com and our team will help you get started


Go-live checklist

During onboarding, you are responsible for reviewing and verifying the migrated data. Your dedicated AM and CSM will guide you through the required checks and work with you to complete the portal integrations.
  1. Imported records reviewed and signed off.
  2. Agent identities match the portal where required.
  3. Portal credits and active transactions checked.
  4. Listing publication choices confirmed.
  5. XML feed or API connection tested with a real example.
  6. Old CRM integration disabled only after the new path is receiving and publishing correctly.

If you have any questions about the migration process, data requirements, or portal integrations, please reach out to your dedicated Customer Success contact for guidance and assistance.