Admin Control Panel Guide
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Admin Control Panel Guide
Step-by-step screens for backend users. Menu paths and setting names are written exactly as they appear in the panel.
1. Getting Started
- Log in at your CRM's admin URL.
- Your sidebar shows only what you have permission to see — a missing menu item almost always means a missing permission, not a bug.
- Every module has its own permission group — a staff member can have different access levels in each (e.g. "View Own" leads but full "Edit" on properties).
2. Managing Properties
Menu: Properties
- Click Properties to see the full inventory. Use Add New to create a listing — type, category, area, price, images, floor plans, and facilities.
- Every property needs a Type, Category, and Area — managed under Setup → Properties.
- Property Agreements tracks the legal side once a sale/lease is confirmed, with a manager and owner approval flow.
- Labels (Setup → Properties → Labels) let you tag listings (e.g. "Featured," "New") for filtering on the public site.
3. Managing Listing Leads — the Sales Pipeline
This is the platform's core sales engine
This section reflects the most recently updated lead-management logic. If it conflicts with older training material, trust this section.
Menu: Listing leads → Listing leads / Requests · Setup → Listing lead Source · Setup → Properties → Settings → "Listing lead" tab
3.1 The Pipeline Stages
The system enforces which transitions are allowed — you can't jump straight from "Draft" to "Won."
1
Draft
Lead created, not yet worked.
2
Assigned
A sales agent is assigned.
3
Qualifying
Agent determines fit/budget/intent.
4
Qualified
Confirmed as a real opportunity.
5
Matching
Finding suitable inventory — requires actual matching stock.
6
Appointment Scheduled
Set automatically when you book an appointment.
7
Appointment Completed
The scheduled viewing happened.
8
Negotiating
Terms are being discussed.
9
Won
Deal closed — set automatically when an agreement is created.
Plus four exit states, reachable via the disposition form:
Lost
Dead, with a recorded reason.
Unqualified
Not a real opportunity.
Nurturing
Not ready now, parked for later.
Recycled
Returned to the pool for reassignment.
Every status change is recorded in a permanent activity log — this powers accurate reporting. Always use the proper status-change action rather than working around the pipeline.
One exception to "Won is always automatic"
Won is designed to be reached only by creating a Property Agreement (section 4) — but a staff member holding both the Sales Manager and Update Status Manually permissions (section 3.7) can set Won by hand as a deliberate safety net, for edge cases like correcting a data-entry mistake. This is an intentional override, not a bug — but use it sparingly, since every report and the Performance Index assume a Won lead has a real signed agreement behind it.
3.2 Lead Sources & Ratings
Setup → Listing lead Source
Eleven Sources are shipped ready to use: Website: listing360, API, Call Center, WhatsApp, Instagram, TikTok, Facebook, External Portal: Property Finder, Walk-in, Signboard, and Exhibition. Add your own at any time — every source you add is mirrored automatically into the CRM's own lead-source list, so if the listing lead is later handed to the standard CRM lead workflow, the channel carries across.
Ratings — Hot, Warm, or Cold — are a simple filter and sorting aid for how promising a lead looks. They're purely informational and don't affect any pipeline rule.
3.3 Creating a Lead — Entry Points & the Contact Picker
- Manual entry — Add New from the Listing Leads screen.
- From a property page — a "request info" action tied to a specific listing.
- From the public website — an inbound enquiry auto-creates a Draft lead, if enabled.
- Via the API — external systems can push leads in directly through the Wide API.
Inbound website enquiries land under the Requests tab first, where you review and convert them into full Listing Leads (or mark as duplicates).
Every lead is one of two shapes: General — "a 3-bedroom flat in Juffair under 150,000" — where matching searches the whole catalogue; or Specific — pinned to one exact target property, with an Autofill from property button that copies its category, type, location, price, size, and room counts into the request.
The contact picker warns on duplicates — it doesn't block them
Typing a phone number or name searches Clients, CRM Leads, and Website Leads at once, and offers Add as customer / Add as lead right there if nothing matches. If the contact you pick already has an active lead for the same target property (or the same type, category, province, and purpose with an overlapping area), you get a warning naming the existing lead numbers before you save — not a block, since a client can genuinely want two different things at once. Closed leads (Won, Lost, Unqualified, Nurturing, Recycled) are excluded from this check, so an old, finished lead never nags you.
3.4 Working a Lead — the Everyday Actions
- Open a lead from the list to see its full detail/timeline view.
- Assign Staff — pick the responsible sales agent.
- Update Status — use the status action, not a generic edit; the system only allows valid next steps.
- Link a Contact — attach an existing CRM contact instead of creating a duplicate.
- Create an Offer — build a batch of matching properties to share with the client.
- Schedule an Appointment — booking a viewing automatically advances the lead.
- Create an Agreement — once terms are agreed, this automatically moves the lead to Won.
3.5 Losing, Parking, or Recycling a Lead
Use the disposition form (from the lead's action menu) to record why a lead isn't moving forward — it sets status to Lost, Unqualified, or Nurturing, always with a required reason from a fixed list:
| Exit | Fixed reasons |
|---|---|
| Unqualified | Invalid or fake contact, below minimum budget, unserviceable location, spam/bot enquiry, competitor or agent scouting, unrealistic requirements. |
| Lost | Chose a competitor agency, no matching inventory, bank financing rejected, owner/landlord rejection, price or terms mismatch, bypassed agent (direct to owner), timing put on hold. |
| Nurturing | 30-day re-engagement hold, 90-day deferred-intent hold, 180-day delayed-financing/visa hold. |
| Any of the above | Client did not answer (multiple times), did not answer from other numbers, was not interested, found another property, or Other (with a free-text box). |
- Nurturing leads can later be manually reassigned back to their original agent — the person who already has the relationship.
- Lost leads enter the Recycle queue. From there, Reassign suggests the original agent if the lead came from Nurturing, or the next agent in a fair round-robin rotation if it came from Lost or an organic re-engagement — the rotation pointer only advances once you confirm the assignment, so nobody is skipped by an abandoned window. You can always override the suggestion.
"Bypassed Agent" triggers a legal-recovery flow
Picking this Lost reason captures the client's CPR, writes a distinct entry to the lead's history, and notifies every sales manager so a recovery case can be opened. Use it deliberately.
3.6 The Offer System
An Offer is a shareable batch of matched properties an agent sends a client — no login required, they view and react on a public link. Use Create Offer on a lead, select properties, and share the link.
The client's reaction updates automatically through five states: Offered (sent, not opened yet), Viewed (opened on the share page), Selected (the client asked to see it), Rejected (turned down, reason optional), and Visited (a physical viewing took place).
3.7 Permissions
Permissions live under Staff → Permissions → Listing Leads:
| Permission | Grants |
|---|---|
| View (own) | See only leads assigned to me. |
| View (global) | See every lead. |
| Create | Create leads. |
| Edit | Edit any lead. |
| Edit own | Edit only my own leads. |
| Delete | Delete leads. |
| Change customer | Reassign a lead to a different customer. |
| Change staff | Choose the agent (without it, the agent field is read-only). |
| Manage sources | Add and edit lead sources. |
| Update status manually | Override the pipeline rules; set Draft/Assigned/Lost directly, and — combined with Sales manager — manually set Won. |
| Sales manager | Receives manager notifications; required (with the above) to set Won by hand; can action the Recycle queue. |
A typical setup: agents get View (own), Create, Edit (own), and Change customer; team leaders add View (global) and Change staff; sales managers add Update status manually and Sales manager.
3.8 Settings — Setup → Properties → Settings → "Listing lead" tab
| Setting | What it does |
|---|---|
| Late Response After x Days | Days of inactivity before a lead is flagged as late. |
| Minimum Phone Digits to Trigger Contact Search | Controls duplicate-contact lookup sensitivity. |
| Lead Add/Edit Form Mode | Toggle between "Full Page" and "Modal (Classic)." |
| Auto-Create Listing Lead from Website Enquiries | Whether website submissions auto-become Draft leads. |
| Response SLA | A response timer starts when a lead is assigned — if the agent doesn't act in time, the lead is flagged and managers are notified. |
| Response SLA Window (minutes) | Minutes before the SLA breach fires (default 15). |
3.9 Notifications & Emails
| Event | Who hears about it | How |
|---|---|---|
| Lead assigned to you | The agent | Notification + email |
| Response SLA breached | The agent and all sales managers | Notification |
| Nurturing reminder due | The agent (+ managers, if enabled) | Notification + email |
| Bypassed Agent / legal recovery flagged | All sales managers | Notification |
Both emails are ordinary Perfex email templates, editable under Setup → Email Templates, and support merge fields: {lead_id}, {staff_name}, {lead_link}, plus {assigned_by} / {assigned_date} for the assignment mail and {hold_reason} / {reminder_date} for the nurturing reminder.
3.10 Reporting
The Command Center is the sales-performance dashboard built on this data, including a per-agent "Performance Index" score. It reads directly from the activity log, so using proper status-change actions keeps the numbers accurate.
Closing the deal — Property Agreements
Creating a Property Agreement is what actually closes a deal with both the buyer/tenant and the property owner, and it's the only door into a listing lead's Won status. The full approval workflow (Booked → Manager Approved → Owner Approved → Waiting For Payment → Paid), deposits & vouchers, sale-vs-lease differences, permissions, and — importantly — how this should link back to a Listing Lead, are covered in the dedicated Property Agreements guide.
4. Managing Agents & Staff
- Add/edit staff with these Listing360-specific fields: English/Arabic name, Designation, License No., a QR-code license image, and (where applicable) a national-ID field with a smartcard "Fill" button.
- Show on Website controls whether this staff member appears in the public Agent Directory — turn it off for back-office staff.
- RERA URL — the agent's regulatory registration link, shown on their public profile with the QR code.
5. Website Settings
Setup → Website Settings
The single hub for everything public visitors see: header, footer, hero images, homepage, search behavior, the property-detail page, and social links. Full breakdown in the Frontend & Website Guide.
6. Finance
Setup → Finance Settings (Tax Rates / Currencies / Payment Modes / Expenses Categories) covers the basic configuration of core finance building blocks.
Payment gateways (MPGS, Tap, BenefitPay, Benefit) are each enabled individually under the core Setup → Payments area.
7. Other Frequently Used Screens
| Need to... | Go to |
|---|---|
| Schedule/track viewings and meetings | Sidebar → Appointments |
| Send a formal sales quotation to a client | Sidebar → Project Quotation |
| Value/appraise a property formally | Sidebar → Property Valuation |
| Reorder or rename the admin sidebar | Setup → Listing360 Menu |
| Export data to CSV | Sidebar → Utilities → CSV Export |
| Back up the database | Sidebar → Utilities → Backup |
| Check the WhatsApp/Instagram/Messenger inbox | Sidebar → Messaging Hub → Inbox |