Mandate tracking

A mandate is the written form of the marketing authority an owner gives the agency, and it has an end date. In PropOrdo that date is required to save the record; the tracking system rests on it.

1. Add a mandate

From the left menu go to Mandates and press + Add Mandate. The fields: document title (for example “Oba 2+1 — Yılmaz, sole agency”), type (mandate or general contract), start and end dates, linked property, owner (from Contacts), responsible agent, notes.

Start and end dates are required; leave them empty and the screen says: “Start and end dates are required — expiry tracking depends on them.” The end date cannot be before the start.

Upload the scanned copy to the Documents section of the property page; the mandate record and the property live in the same file.

2. Link it to the property

If a mandate is not linked to a property, the list shows a “⚠ Link property…” selector; choose the property there. An unlinked mandate does not show in the “Mandate” filter on My Listings and does not correct the “properties without a mandate” count in the branch report. On the property page the “Mandate attached” line fills in too.

3. How the reminders work

At 30, 14, 7, 3 and 1 days before the end date PropOrdo generates a notification by itself. It goes to two parties: the mandate's responsible agent and the managers of that branch. Not sending it to the agent alone is deliberate: if the agent is on leave, the reminder is not wasted.

No second notification is generated for the same day; each threshold fires once. When the date passes, the mandate's status becomes “Expired” automatically and a final notification is sent.

You see notifications on the Notifications screen and on your phone; you can also enable the email or Telegram channel under Company > Notification Preferences.

4. Read the screen

Three numbers at the top of the Mandates screen: Active mandates, Expiring within 30 days, Expired. Upcoming expiries are also listed by name and days remaining in an “Expiry warning” line at the top. The same information sits in the “Mandates expiring soon” panel on the Today screen.

The Problem records filter does two jobs: “Missing information” pulls out records with no property, no date or no owner; “Expiring within 30 days” pulls out those needing a renewal conversation. Under each record the gaps are spelled out: “no property linked · no end date · no owner”.

5. The month-end routine

The manager's once-a-month job:

1. Open the “Missing information” filter and bring it to zero. An incomplete record is an untrackable one.
2. Go through the “Expiring within 30 days” list agent by agent. One question for each: where is the renewal conversation? If none is scheduled, open a “meeting” type appointment from Appointments and link it to the property.
3. Look at the expired ones. If renewing, create a new mandate record; the old one stays in history and the property's mandate timeline remains intact. If not renewing, set the listing to inactive.

To prepare for the renewal conversation, open the property page: viewings, offers and conversations are there. Telling the owner “here is what we did in this period” does not require hunting for records.

Checklist

• Every active property has a mandate record with dates filled in.
• Mandates linked to the property and the owner.
• “Missing information” filter is empty.
• Renewal conversation scheduled for those expiring within 30 days.

Next lesson: reading the Conversion Funnel and Branch Reports.