Agent Help Guide

Welcome to your complete workflow guide for managing properties and clients on Yellowkey.

Quick Overview

As an Agent, you can add new properties, manage listings, view inquiries from clients, communicate with them, and close deals successfully.

Who is a Real Estate Agent?

A Real Estate Agent (also called "Realtor") is a licensed professional who helps property owners rent or sell their properties and assists seekers in finding suitable accommodations. This includes:

  • Independent Agents - Self-employed professionals working with multiple property owners
  • Agency Representatives - Agents working for real estate companies
  • Property Consultants - Specialists advising on property investments
  • Leasing Specialists - Agents focused on rental properties
Tip: Complete your agent profile with your license information, spoken languages, and specializations to attract more clients and property owners.
Agent Workflow
1
Add New Property
List new properties on behalf of property owners. Add complete details, photos, and pricing information.
2
Manage Property Listings
Edit property details, update availability, adjust pricing, and manage property status (active/inactive).
3
View Inquiries
Monitor incoming inquiries from potential tenants or buyers interested in your listed properties.
4
Communicate with Clients
Respond to inquiries, schedule property viewings, negotiate terms, and answer questions from potential clients.
5
Close a Deal
Finalize rental agreements or sales contracts. Update property status and manage commission payments.

Your Dashboard Explained

Your Realtor Dashboard is your command center for managing property listings, client interactions, and closing deals. Here's what each section offers:

Properties Section

Access and manage property listings you're working with.

Menu Item Description
Near Properties Properties in your designated area or zone. Focus on nearby listings for faster response times and better client service.
Vacant Units All currently available units ready for tenants. These are your primary opportunities for closing deals.
Vacant Soon Units becoming available within 30 days. Start marketing these early to minimize vacancy for property owners.
Vacants Complete list of all vacant properties you have access to. Filter by type, price, or location.
Booked Properties you've successfully rented or sold. Track your performance and commission history.
Workspaces Section

Manage your daily activities and client interactions.

Menu Item Description
Inquiries New messages and property inquiries from potential tenants. Quick response here improves conversion rates.
Tenant Calls Log and track phone inquiries. Record caller details, property interest, and follow-up requirements.
Visit Requests Schedule and manage property viewings. Confirm appointments and track viewing outcomes.
Followups Clients requiring follow-up action. Never miss a potential deal with organized follow-up tracking.
Tenant Docs Access tenant documents like IDs, employment letters, and lease applications for verification.
Deals Reports Track your deals, commissions, and performance metrics. Generate reports for income tracking.
Pending Requests Requests awaiting response or action. Stay on top of pending items to maintain client trust.
General Pages

Additional tools for your business.

Reports

View performance analytics, deal history, and commission summaries.

Contacts

Manage client database, property owners, and professional network.

Services

Access additional services like photography, staging, and marketing.

Detailed Instructions

  • Click "Add Property" from your dashboard
  • Fill in property details:
    • Property type (Villa, Apartment, Studio, etc.)
    • Location (Zone, Street, Building name)
    • Number of bedrooms and bathrooms
    • Size in square meters
    • Rental/Sale price
    • Amenities and features
  • Upload high-quality photos (minimum 5 recommended)
  • Add property description highlighting key features
  • Select property owner from the system or add new owner
  • Click "Submit" to publish the listing

  • Navigate to "My Listings" in your dashboard
  • View all properties you manage
  • Click "Edit" to update property information:
    • Update pricing
    • Change availability status
    • Add/remove photos
    • Update amenities
  • Mark properties as "Rented" or "Sold" when deals close
  • Deactivate listings that are no longer available
  • Track views and inquiries for each property

  • Access "Inquiries" section from your dashboard
  • See all inquiries organized by:
    • New (unread)
    • In Progress (actively discussing)
    • Converted (successful deals)
    • Archived (closed without deal)
  • Click on any inquiry to view:
    • Client contact information
    • Property they're interested in
    • Their message/questions
    • Viewing preferences
  • Prioritize responses based on inquiry quality and timeline

  • Respond to inquiries within 24 hours for best results
  • Use the messaging system to:
    • Answer questions about the property
    • Schedule property viewings
    • Negotiate rental/sale terms
    • Share additional photos or documents
  • Schedule viewings through the system calendar
  • Send viewing confirmations and reminders
  • Follow up after viewings
  • Maintain professional communication at all times

  • Finalize rental/sale agreement terms
  • Prepare necessary documentation:
    • Rental/Sale contract
    • Property inspection report
    • Payment schedule
  • Update property status to "Rented" or "Sold"
  • Mark inquiry as "Converted"
  • Record commission details
  • Update owner about successful deal
  • Request client feedback/review

Tips & Best Practices

  • Quality Photos: Upload clear, well-lit photos from multiple angles to attract more inquiries.
  • Detailed Descriptions: Provide comprehensive property details to reduce unnecessary inquiries.
  • Quick Response: Respond to inquiries within 24 hours to stay competitive.
  • Honest Information: Always provide accurate information to build trust.
  • Follow Up: Regular follow-ups with interested clients increase conversion rates.
  • Keep Listings Updated: Update availability and pricing regularly.
  • Professional Conduct: Maintain professionalism in all communications.
  • Market Knowledge: Stay informed about Qatar real estate market trends and pricing.

Need More Help?

If you have questions or need assistance, please contact us:

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