A property advertisement may remain visible after its status changes, or two colleagues may hold different availability information. A shared tracker makes the source and date clear, but does not replace checking with an authorised source before promising availability to a client. This is an organisational worksheet, not a guaranteed feature of any system.
Choose states the team understands
Use “available with recent confirmation,” “confirmed unavailable,” and “awaiting verification.” Define recent confirmation internally according to how quickly stock changes; no single interval suits every market. When the review deadline passes, mark the record for verification instead of assuming availability continues.
Copyable table
| Field | What to record |
|---|---|
| Property identifier | An internal reference distinguishing the unit from others in the building |
| Status | Available, unavailable or awaiting verification |
| Information source | Owner, authorised representative or approved system |
| Confirmation time | Date and time, with time zone when needed |
| Confirmation scope | Availability alone, or price and other terms too? |
| Next review | A deadline or event that triggers another check |
| Owner | The colleague responsible for verification and channel updates |
Do not confuse confirmation of availability with confirmation of price. One may be current while the other needs review. Keep personal contact details out of public versions of the table.
Worked example
Unit “A-12” has availability confirmed on Sunday, but its recorded price comes from the previous week. Mark it “available with recent confirmation” and add “price awaiting verification.” The owner checks the price before sending an offer. If a later message confirms the unit has been rented, update its status and list the advertising channels requiring changes. Removing one post does not establish that every advertisement has been updated.
What to say when uncertain
A possible message is: “I will verify this unit's current availability and price, then send the confirmed details through our agreed channel.” Do not describe the unit as reserved without confirmation. When sources conflict, retain both timestamps and ask the authorised person to resolve the discrepancy.
At the end of the day, review overdue checks and updates that have not reached advertising channels. Start with a manual table, then consider Devzonia's solutions after verifying supported fields and integrations. The aim is to understand the limits of the information, rather than turn every blank field into a confident answer.
