This guide shows administrators how to publish and remove properties on the Listings Portal, control which property details and descriptions appear online, upload and attach photos and media, and handle online applications and appointment requests. It also includes a validation checklist, troubleshooting tips, and key terms. Fee and pricing details are covered in the separate Marketing Fee Schedules & Rental Rates article.
TABLE OF CONTENTS
- Overview
- Publishing Properties to the Listings Portal
- Property Details and Website Display
- Online Applications
- Appointment Requests
- Marketing Fee Schedules and Market Rent
- Before You Publish: A Checklist
- Troubleshooting
- Key Terms
Overview
The PropertyBoss Listings Portal allows prospective tenants to:
- Search available rentals
- View property details
- Browse photos and media
- Review leasing costs
- Submit applications
- Request showings and appointments
The portal can be linked directly from your company website, social media pages, marketing campaigns, and third-party advertising sites. When configured properly, the Listings Portal provides prospects with a complete view of a property's pricing, features, photos, and application process before they contact your office.
Your Listings Portal URL follows this format: https://list_ACCT_DBKEY.propertyboss.net
Publishing Properties to the Listings Portal
A property will appear on the Listings Portal when it has been designated as ready for marketing.
Publish a Property
- Navigate to Units & Leases
- Select the property
- Open Edit This Property
- Verify that the following are set:
- Status drop-down field: Ready
- Publish on Website if Ready checkbox is checked
- Click OK to save the settings
The property is now available for display on the Listings Portal.
Remove a Property from the Listings Portal
To remove a listing:
- Navigate to Units & Leases
- Select the property
- Open Edit This Property
- Do either of the following:
- Change the Status field so it is no longer set to Ready
- Clear the Publish on Website if Ready checkbox
- Click OK to save the settings
The listing will no longer appear online.
Property Details and Website Display
The Listings Portal can display:
- Bedrooms
- Bathrooms
- Square Footage
- Amenities
- Utilities
- Property Descriptions
- Photos
- Rent Price
- Additional Rental Fees
Displaying Fields on the Portal
Follow these steps to choose which property details appear on the Listings Portal:
- Go to Units & Leases
- Select the property
- Click Edit This Property
- Click Customize Layout
- Depending on how your property is set up, this option is on either the Details tab or the Unit Details tab of the Property notebook.
- In the Customize Layout window, open Unit Details
- Select the field you want to show or hide.
- Click Edit
- Check Show on Website to display the field, or uncheck it to hide the field
- Click OK to save your changes
Required Field Names
To use the following fields as search filters on the Listings Portal, or to show their information on the listing page, name each custom field in Property/Unit Details exactly as shown below:
- Nbr of Bedrooms
- Nbr Bathrooms
- Pets
- Furnished
- Square Feet, Sq Ft, or Sq. Ft. (set the field's Custom Type to Square Feet so it also appears correctly on PropertyBoss reports; the field display name does not affect reports)
Property Descriptions
Property descriptions are used to provide marketing information regarding the rental. Examples include:
- Community information
- Property highlights
- Special amenities
- Nearby attractions
- Leasing requirements
Descriptions entered on the property notebook will display on the Listings Portal listing details page.
Property Photos and Media
Photos are one of the most important components of a successful listing. The Listings Portal uses attached media to display property images online.
Uploading Media
For instructions on how to upload media, please see Uploading Media.
Assigning Photos to a Property/Unit
Once files have been uploaded:
- Navigate to the property or unit
- Open the Media tab
- Select the + to add media
- Select the appropriate media directory
- Choose the uploaded files
- For media to appear on the Listings Portal, select the following options:
- Publish on Reports (This option is tied to the Listings Portal in the software and must be selected. It refers to the A167 – Property/Unit Listing Report.)
- Publish on Website for Listing
- Select additional options if the media should be available on other portals or work orders
- Click OK to save your changes
The files are now attached and available for the Listings Portal.
Online Applications
Applicants may submit applications directly through the Listings Portal.
- The Apply Now button directs prospects to your integrated application process.
- Submitted applications automatically flow into PropertyBoss for review.
Appointment Requests
The Listings Portal allows prospects to request showings. When a request is submitted:
- Prospect completes the form.
- A notification email is generated.
- The email is routed to the designated company recipient.
Marketing Fee Schedules and Market Rent
Displayed rental rates on the Listings Portal are driven by Market Rent and the assigned Marketing Fee Schedule. For setup steps, pricing calculations, and fee details, see the article Marketing Fee Schedules & Rental Rates.
Before You Publish: A Checklist
Before publishing a listing, confirm:
Property Setup
- Status is set to Ready
- Publish on Website if Ready is checked
- Property description is completed
- Media is attached
- Primary photo displays correctly
Marketing Fee Schedule
- Schedule is assigned
- Fee descriptions are accurate
- Fee classifications are correct
- Refundable status is verified
- Monthly calculations are accurate
Market Rent
- Market Rent is configured
- Listing displays expected pricing
- Total Monthly Price is correct
Troubleshooting
| Issue | Possible Cause | Resolution |
| Property not showing | Not marked Ready | Enable Ready |
| Property not showing | Publish on Website disabled | Enable website publishing |
| Contact for Price displays | Market Rent blank AND/OR No Marketing Fee Schedule assigned | Configure Market Rent Assign schedule |
| Photos missing | Show on Property Listings disabled | Enable photo display |
| Variable fee excluded from total | Expected behavior | No action required |
| One-time fee excluded from total | Expected behavior | No action required |
| Transaction unavailable | Not configured as Lease/Prospect transaction | Review transaction setup |
| Schedule unavailable | Marked Obsolete | Reactivate or create replacement |
Key Terms
| Term | Definition |
| Fixed Fee | Known fee amount included in totals |
| Variable Fee | Amount changes, excluded from totals |
| Required Fee | Mandatory charge |
| Elective Fee | Optional charge |
| Recurring Fee | Repeating charge |
| One-Time Fee | Non-recurring charge |
| Market Rent | Base rent used for pricing calculations |
| Total Monthly Price | Market Rent plus applicable required recurring fixed fees |
| Marketing Fee Schedule | Collection of leasing fees displayed on the Listings Portal |