Portfolio management and MLS hygiene

A portfolio is not a static archive. Properties are added, sold, withdrawn, modified. Without structural maintenance, it becomes polluted: sold properties on Kyero, listings without photos, descriptions in one language, missing GPS. That pollution costs you reputation, leads, and revenue.

When is this relevant?

• A buyer reports that a property is no longer available, painful
• Your portal statistics are skewed by sold properties
• Listings receive no leads and you wonder why

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MLS pollution: the invisible problem

Status in Tesoro does not match publication on external portals. Most common: sold/withdrawn in CRM, still on Kyero/Idealista/Fotocasa.

Why it is a problem

• Buyers respond to unavailable properties → frustration + negative first impression
• Portal statistics are skewed → leads on sold properties cost time, no value
• Portals can penalize you → some use quality scores. Polluted data = lower score = lower visibility

View “MLS status check”

Setting	Value
Filter	status = sold, rented, cancelled or off_market
Columns	Name, status, MLS, publication date, agent

MLS filter

Filterable per portal: Kyero, Idealista, Fotocasa, Think Spain, Place in the Sun, Luxury Estate, Green Acres, Resales Online, Immovario, Spain Houses. Or operator “empty” for properties not on any portal.

Cleanup process

1. Select the “MLS status check” view. All inactive properties are shown.
2. Check the MLS column. Unavailable properties with a portal listing? → Depublish.
3. Update publication settings. Open property, remove portal publications. Optionally set display_on_website to no.
4. Check Feed Manager in Settings → Feed Export, no outdated data?

Batch deleting properties

Tesoro supports mass actions. Select multiple properties + delete-batch = soft-delete (recoverable via undo-delete-batch). Hard-delete-batch also available, irreversible.

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Incomplete files: invisible but undermining

A published property without complete information underperforms. Every missing element = lower chance of a lead.

What “incomplete” means

Element	Why
Photos	Properties without = skipped by buyers. Do not stand out on portals.
Multilingual descriptions	Costa Blanca: buyers search in EN, DE, FR, NL, ES. One language misses a large part of the market.
GPS coordinates	Portals + your site use map views. Without GPS = not on map.
Basic features	Bedrooms, bathrooms, area, buyers filter on these. Empty = invisible in search.

How to find incomplete files

No direct filter for “missing photos”. What you can do:

1. Filter on status = active for published properties
2. Check column web_views: 0 web views after weeks = probably incomplete
3. Open standout properties + check media, descriptions, location
4. Use labels (resource_label_ids), create label “Incomplete” + tag properties + filter on it

Labels as a workflow tool

Labels not just for categorization. Action markers. “Photos needed” or “Translation missing” turns a passive list into a task list. Filter the view on it = all to-do properties on one screen.

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Mass actions: acting collectively

Update, delete, or restore multiple properties at once. Works on a selection from the overview.

Available per resource

Resource	Batch actions
Properties	Soft-delete (batch), undo soft-delete (batch), hard-delete (batch)
Contacts	Update (batch), soft-delete (batch)
Leads	Update (batch), soft-delete (batch)
Deals	Update (batch), soft-delete (batch)

Plus Mass Edit for fields like status, transaction type, agent, province, tags, labels.

Common mass actions

• Depublish sold properties: select, mass-edit status, or soft-delete batch
• Add tags for workflow (e.g., “Q4 price revisions”)
• Reassign agents: Mass Edit Assign To when team changes
• Bulk email from a filtered list (see Bulk operations)

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Weekly cleanup routine

1. Friday, MLS status check. Check view. Empty list = ideal.
2. Depublish sold/cancelled properties if still on portals.
3. Label incomplete files for Monday action by agents.
4. Mass action for restructuring, agent assignment, tags, status bulk updates.
5. Check Feed Manager feeds: partner offices receiving the right properties?

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Strategic principles

• Clean portfolio = professional image: buyers react to pollution
• Labels are workflow tools: not just categories
• Mass actions save hours: even for small teams
• MLS hygiene is ongoing: check weekly, not monthly
• Incomplete files are invisible until you actively seek them

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Next step

Strategic setup of views and filters Eight recommended views + personal subfilters per agent.