Bulk Actions: Update Multiple Records at Once

Changing a field on one property is one click. With fifty properties, it becomes work. Bulk actions handle those fifty in one operation. Which bulk actions are available depends on the entity; properties have the fullest package, contacts and leads only Mass Email.

When do you use this?

• Send a campaign email to 30 leads
• Give 50 properties a status change at once
• Assign a new Preferred communication to all companies from one region at once
• Have 40 property descriptions translated at once by AI
• Post 25 properties on an MLS portal in one action

How it works: three steps

1. Open the list view of Properties, Deals, Relations, Projects, Contacts, or Leads. For Deals: first switch to table view (icon top right), Deals opens in Kanban by default.

2. Check records using the checkboxes on the left. The checkbox in the column header selects the entire visible page.

3. The bulk action toolbar appears above the table as soon as one or more records are selected. Which buttons you see depends on the entity (see below per entity). The number is shown in parentheses on each button, for example Mass Edit (20).

Check the number before clicking Save

The number is shown next to each action button. Did you really intend 50 leads? One check prevents expensive mistakes.

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Available per entity

Which bulk actions appear varies per overview. The table below was validated in the live CRM on 2026-05-23.

Entity	AI	Mass Edit	Actions	Mass Email	Delete
Properties	✓	✓	✓	.	✓ (soft + Undo)
Deals	.	✓	.	✓	.
Relations	.	✓	.	✓	✓ (hard)
Projects	.	✓	.	.	.
Contacts	.	.	.	✓	.
Leads	.	.	.	✓	.

Contacts and Leads do not have Mass Edit in the list

For individual Mass Edit-style adjustments on contacts or leads, open the record and edit it there. Mass Email is available for both.

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Properties: four bulk action buttons

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After selection, four buttons appear: AI, Mass Edit, Actions, and Delete.

Mass Edit

Click Mass Edit (n). A dialog opens with a Select field dropdown.

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The Mass Edit dropdown for properties shows eight fields, in sentence-case.

Eight fields available:

Field in CRM	What
Status	Draft, Active, Sold, Rented, Under Offer, …
Interest status	Interested / Not interested
Show on website	On / Off
Labels	Assign workflow labels
Location	City
Assign to	Other agent as owner
Tag	Add tags (additive, existing ones remain)
Province	Province

Choose a field, fill in the new value via the second dropdown on the right, and click Save.

Actions

Click Actions (n). A dialog opens with a Select an action dropdown. Not three separate buttons, but one dropdown with three options:

Option in CRM	What
MLS - Post to	Publish the selection to one or more portals (Kyero, Idealista, Fotocasa, …)
MLS - Remove	Remove from one or more portals
Assign to deal	Link the properties to an existing deal

Choose an option, fill in details, and click Save.

AI functions are in a separate button

Translate description and Rewrite description are under the AI button, not under Actions. See below.

AI

Click AI (n). A dialog opens with a Select an action dropdown. Two options:

• Translate description: translates the descriptions of the selected properties into one or more languages
• Rewrite description: has AI rewrite the descriptions in the same language

After choosing, a prompt template picker and language fields appear. AI processing runs asynchronously in the background, with separate progress notifications.

More on this: Translate and rewrite AI descriptions.

Delete

Click Delete (n). Confirm the action. Properties are soft-deleted, an Undo notification appears immediately after the action, and deleted properties remain retrievable via the ‘Deleted properties’ toggle in the filters.

Delete is greyed out for Draft or Removed by feed

Does your selection include properties with other statuses? Then Delete is disabled. Change the status first, or select only the applicable properties.

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Deals: switch to table view first

Deals opens in Kanban by default. Use the table icon top right (next to the kanban icon) to switch to the list view where checkboxes and bulk actions are available.

Mass Edit

Click Mass Edit (n). Three fields available:

Field in CRM	What
Closing date	Expected closing date
Assign to	Other agent
Tag	Add tags

Mass email

Available when a template can be applied and the contacts have email addresses. See Mass email flow below.

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Relations: four fields + Mass Email + Delete

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Mass Edit for relations shows four fields.

Mass Edit

Field in CRM	What
Preferred communication	Preferred channel (email / phone / WhatsApp)
Status	Status of the relation
Credit terms	Payment terms
Tag	Add tags

Mass email

See Mass email flow.

Mass Delete

Relations is the only entity with direct Mass Delete (without soft-delete + Undo). Be careful: deletion is immediately permanent.

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Projects: three fields

Mass Edit

Field in CRM	What
Availability	Availability status
Type	Project type
Tag	Add tags

No Mass Email or Mass Delete for projects.

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Contacts and Leads: only Mass Email

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For Contacts and Leads, only Mass Email is available after selection.

For individual field changes on multiple contacts or leads, open each record separately. Or you can use:

• For leads: assign a new agent via Mass Edit on deals after conversion to deal
• For contacts: role change via the detail page

Mass Email Flow

Available for leads, contacts, deals, and relations.

1. Select the records in the list.

2. Click the orange Mass Email (n) button in the bulk action toolbar.

3. Choose an email template from the library. Filter by name or group.

4. Preview via the Preview button, the template can also be edited in that window.

5. Check the recipients: count + name list visible (up to 8, with +N button for the rest).

6. Choose the sender (which team member sends).

7. Choose send moment:

   • Now: send immediately
   • Later: schedule date/time/timezone

8. Send or Schedule.

Daily limit: 1,000 emails per user

The counter is visible in the mass email window. When the limit is reached, the send button is greyed out until the next day.

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What happens behind the scenes

Synchronous vs asynchronous

• Small bulks (≤ 10 records): processed immediately, you see the confirmation right away
• Large property bulks (> 10 properties): asynchronously in the background, in blocks of 10
  • You receive a confirmation that the task has started immediately
  • Notification appears when all blocks are done
  • Success and error messages are separate, errors are detailed per property

Individual processing

With large bulks, records are processed independently. An error on property 3 does not stop the other properties. You receive a detailed list afterward: what succeeded, what failed, and why.

AI and Actions bulks run separately

Translate / Rewrite description (via AI button) and MLS Post/Remove + Assign to deal (via Actions button) get their own progress notifications, independent of Mass Edit.

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Standardizing Spellings: Consolidating Inconsistent Values

One location, four spellings. Classic Costa Blanca annoyance: Javea, Jávea, Xàbia, and Javea/Xàbia are mixed in your portfolio, Spanish, Valencian, and English variants of the same city. Often it’s not even your fault: XML feeds from other agents bring their own spelling, and it’s imported one-to-one into your portfolio. The result: filters don’t work properly, statistics are incorrect, MLS portals receive inconsistent data, and your website shows the same location four times in the city list.

With filter + Mass Edit, you solve this in seconds. Filter on an inconsistent spelling, select all, Mass Edit to the canonical value, save. Do that per variant and you’re done.

In the video above, you see the same flow applied to Alfaz del Pi: a typical case with multiple valid spellings (with and without í, with and without spaces). At the end of the demo, you see the notification “City successfully updated for 7 properties”, Tesoro processes records independently in the background and confirms the result once it’s done.

When do you do this?

• Javea / Jávea / Xàbia / Javea/Xàbia: four variants of the same city mixed
• Province names vary (‘Alicante’ vs ‘Alacant’ vs ‘ALC’)
• Tags like ‘luxury’ and ‘Luxury’ and ‘lux’ refer to the same concept but work as three separate tags
• A team member accidentally made a typo in 20 properties

Example: Unifying Javea to one spelling

You choose a canonical value, for example Jávea (Spanish spelling, most used). You will consolidate the other three variants to that. Do it step by step, one variant at a time.

1. Open Properties and filter on Location = ‘Javea’ (without accent, the English variant). Only records with that spelling appear, let’s say there are 8.

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   Step 1: filter on the inconsistent variant 'Javea' shows all records with that spelling.

   

2. Select all records via the checkbox above the column header. The bulk action toolbar appears with the count: Mass Edit (8).

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   Step 2: bulk action toolbar confirms that all 8 records are selected.

   

3. Click Mass Edit and choose field Location from the dropdown. A second dropdown appears with your existing location list.

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   Step 3: choose field Location and select the canonical value from the dropdown.

   

4. Select ‘Jávea’ (with accent, your canonical) and click Save. All 8 records immediately get the corrected value.

5. Repeat for the remaining variants: ‘Xàbia’ and ‘Javea/Xàbia’, each time with the same flow: filter → select all → Mass Edit Location → ‘Jávea’ → Save.

6. Verify by viewing your location list: only ‘Jávea’ should remain, not the old variants.

Works for every Mass Edit field

The same flow works for: Province, Status, Assign to, Labels, Tag. General technique for data uniformity on all Mass Edit fields, not limited to locations.

Which spelling do you choose as canonical?

For Costa Blanca cities with multiple names: choose the variant that is most searched on your portals. Jávea (Spanish) is typed more often than Xàbia on Idealista and Fotocasa. For a bilingual presentation, you can also choose Jávea/Xàbia, but be consistent. It’s your decision, not the system’s.

Important considerations

• Always filter first, then select. An unintended selection that sets ‘Jávea’ while records are actually in Dénia is painful to undo.
• Test with a small set. Filter strictly so you see 5 records, do Mass Edit, check. Then proceed to 200 records.
• Change history remains intact. Each Mass Edit is logged: who, when, from which value to which.
• Mass Edit changes a field value, not records. It does not merge duplicate records. For actual duplicate contacts or relations, you must manually identify and remove the excess ones.

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Five practical tips

• Filter first, then select. Use filters to show the right set before you click the checkboxes. Prevents editing the wrong records.
• Save views. Do you regularly work with the same group (e.g., ‘all properties in Moraira’)? Save the filter set as a view.
• Tags are additive. When using Tag via bulk action, new tags are added to existing ones, not replaced.
• Status validation blocks invalid combinations. Only Active properties can be set as MLS prime; the system automatically rejects invalid combinations.
• Schedule mass emails outside peak hours. Delivery chance and read rate are higher at ‘09:00 Tuesday’ than ‘Friday 17:00’.

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Next step

Views and Filters Save recurring selections as a view; bulk actions start with a good filter.