The property record

The property record is where you manage the details of the property, from the address, to marketing preferences, images and more.

The structure of the page should look familiar if you're already used to using Property Hive, but should also be easy to navigate if you're new to WordPress.

Display address

The first field is the property title, or in Property Hive, we call it the 'Display Address'.

The address entered here is how it will be shown to the public on the website, in email alerts and on portals.

Permalink/URL

This is the permalink/URL of the property. By default this will be constructed based on the 'Display Address' but can be manually customised here.

Tabs

The design of the property record (and records throughout Property Hive) follow a similar format whereby it's separated into intuitive tabs allowing you to jump straight to the section you require.

'Summary' tab

The 'Property Address' meta box contains:

Reference number - A unique identifier used to identify the property.

Address fields - From building number to postcode, enter each individual address fields.

Country - Only displays if multiple countries are selected in your International settings.

Location - Locations can be managed under 'Property Hive > Settings > Custom Fields'. If you allow users to search properties by choosing a location from a dropdown, or send email alerts to applicants and allow them to choose locations they're interested in, you'll want to make sure properties have a location(s) selected,

As long as the 'Contacts' module hasn't been disabled, you'll have the ability to select the owner or landlord of the property in question.

You can search for an existing contact, or click 'Add New Contact'.

With a contact selected you'll then see their details:

You'll also have the ability to remove them, or add additional owners.

In the 'Record Details' meta box you'll have the ability to assign the property to a negotiator and an office.

Negotiator - Negotiators in Property Hive are standard WordPress users managed under 'Users'. When adding a new property this will default to the currently logged in user.

By selecting a negotiator you'll be able to filter properties by negotiator, display this negotiators' contact details on the frontend, sign off email alerts as this negotiator, and more.

Office - Offices in Property Hive are managed under 'Property Hive > Settings > Offices'. When adding a new property this will default to the 'Primary' office.

By selecting an office you'll be able to filter properties by office, display this offices' contact details on the frontend, ensure any property enquiries are sent to the correct office, and more.

If you display any maps on your website showing the property's location, or use the Radial Search add on, we'll need to know the latitude and longitude co-ordinates.

If you're entering the property manually we'll try and get these co-ordinates automatically after you've completed the address fields.

Alternatively you can:

• Enter the latitude and longitude manually
• Click the 'Obtain co-ordinates' link
• Click the map

'Details' tab

In the 'Property Department' meta box you can choose which department a property belongs to.

When adding a new property it will default to the primary department.

Changing the department will effect the fields that require values entering (see below) and what it output on the frontend, and which searches properties come back in.

If you have the 'Residential Sales' department selected you'll have the ability to enter sales related data:

Price - The price displayed to the public. We recommend you always complete this field, even if you have 'Price on application' selected below as we'll still use this for filtering and sorting.

Price on application - If ticked the price will be hidden to the public and 'POA' displayed instead.

Price qualifier - Fixed Price, Guide Price, Offers Over etc. The values shown here can be configured under 'Property Hive > Settings > Custom Fields'.

Sale by - Private Treaty, Auction etc. The values shown here can be configured under 'Property Hive > Settings > Custom Fields'.

Tenure - Freehold, Leasehold etc. The values shown here can be configured under 'Property Hive > Settings > Custom Fields'.

If 'Leasehold' is selected you'll have the ability to enter additional information such as ground rent, service charge, lease information and shared ownership details.

If you have the 'Residential Lettings' department selected you'll have the ability to enter lettings related data:

Rent - The rent and rent frequency displayed to the public. We recommend you always complete this field, even if you have 'Rent on application' selected below as we'll still use this for filtering and sorting.

Rent on application - If ticked the rent will be hidden to the public and 'POA' displayed instead.

Deposit - The deposit required to let the property.

Furnishing - Furnished, Unfurnished etc. The values shown here can be configured under 'Property Hive > Settings > Custom Fields'.

Available date - The date that the property is available. On the frontend if the date is in the future we'll display the date as is. If the date entered is in the past we'll display is 'Available Now'.

If you have the 'Residential Sales' or 'Residential Lettings' department selected you'll have the ability to enter residential related data:

Bedrooms - The number of bedrooms in the property.

Bathrooms - The number of bathrooms in the property

Reception rooms - The number of reception rooms in the property

Property type - House, Bungalow etc. The values shown here can be configured under 'Property Hive > Settings > Custom Fields'. A property can have multiple property types entered.

Parking - Garage, Driveway etc. The values shown here can be configured under 'Property Hive > Settings > Custom Fields'. A property can have multiple parking values entered.

Outside space - Garden, Balcony etc. The values shown here can be configured under 'Property Hive > Settings > Custom Fields'

Council tax band - The council tax band that the property falls under, from A to H.

If you have the 'Commercial' department selected you'll have the ability to enter commercial related data:

Available as - Is the property available 'For Sale', 'To Rent', or both. Selecting options here will present different fields below.

Price - The min and/or max price of the property and the units when applicable. Only displays when 'For Sale' selected in the 'Available as' field.

Rent - The min and/or max rent of the property and the units when applicable. Only displays when 'To Rent' selected in the 'Available as' field.

Price on application - If ticked the price/rent will be hidden to the public and 'POA' displayed instead.

Sale by - Private Treaty, Auction etc. Only displays when 'For Sale' selected in the 'Available as' field. The values shown here can be configured under 'Property Hive > Settings > Custom Fields'.

Tenure - Freehold, Leasehold etc. Only displays when 'For Sale' selected in the 'Available as' field. The values shown here can be configured under 'Property Hive > Settings > Custom Fields'.

Price qualifier - Fixed Price, Guide Price, Offers Over etc. Only displays when 'For Sale' selected in the 'Available as' field. The values shown here can be configured under 'Property Hive > Settings > Custom Fields'.

Property types - Office, Warehouse etc. The values shown here can be configured under 'Property Hive > Settings > Custom Fields'. A property can have multiple property types entered.

Floor area - The min and/or max floor area of the property available, plus the unit (sq ft, sq m etc).

Site area - The min and/or max site/land area of the property available, plus the unit (sq ft, sq m etc).

'Units' tab

If you have the 'Commercial' department selected you'll have the ability to enter units. This is useful if you have an industrial estate with multiple warehouses, or an office block with multiple floors or offices available.

Each 'Unit' is essentially a new property but is linked to the parent property.

'Marketing' tab

The 'Property Marketing' meta box allows you to choose various aspects regarding how the property is marketed:

On market - For a property to be displayed in searches, included in shortcodes, fed to portals and sent in email alerts, it needs to have 'On market' ticked.

Availability - For Sale, Let Agreed etc. The values shown here can be configured under 'Property Hive > Settings > Custom Fields'.

Featured - If you're using the [featured_properties] shortcode, this shortcode will pull in properties with this 'Featured' checkbox selected. This is the only place this field is used.

Marketing flags - Chain Free, New Instruction, Price Reduction etc. The values shown here can be configured under 'Property Hive > Settings > Custom Fields'. Marketing flags can be used in one of two ways:

• To flag a particular property, particularly when using the 'Flags' feature of our Template Assistant add on.
• To filter properties. You could setup a marketing flag of 'Exclusive' for example, then in shortcodes or searches query properties with just this marketing flag checkbox selected.

The 'Property Marketing Statistics' meta box displays how many times a property has been viewed during a specified date range.

'Descriptions' tab

In the 'Property Features' meta box you can enter key bullet points and standout features about the property in question.

You can have an unlimited amount and they can be dragged around to change the order.

In the 'Property Summary Description' meta box you can enter a brief overview of the property. A paragraph or two, or about 300 characters is recommended.

This will be displayed by default in any searches and when you click into the property details.

The 'Property Descriptions' meta box allows you to enter the full description for the property. You can enter each room as an individual 'Description' with dimensions etc. You might also have descriptions titled 'Location' or 'Viewing Arrangements' as some examples.

On the frontend we'll then concatenate all of these individual fields into a long formatted block of text.

To add a new description click the 'Add Description' button. Descriptions can also be removed by clicking the 'Remove' button and also dragged into a different order if required.

'Media' tab

The 'Property Photos' meta box allows you to manage the property photos.

To add a new photo click the 'Add Photos' button and you'll be presented with the standard WordPress media upload window where you can browse and select from existing photos, or upload new photos.

The selected photos can be dragged into a different order if required, or edited/deleted by hovering over the thumbnail.

The 'Property Floorplans' meta box allows you to manage the property floorplans.

To add a new floorplan click the 'Add Floorplans' button and you'll be presented with the standard WordPress media upload window where you can browse and select from existing floorplans, or upload new floorplans.

The selected floorplans can be dragged into a different order if required, or edited/deleted by hovering over the thumbnail.

The 'Property Brochures' meta box allows you to manage the property brochures/particulars.

To add a new brochure click the 'Add Brochures' button and you'll be presented with the standard WordPress media upload window where you can browse and select from existing brochures, or upload new brochures.

The selected brochures can be dragged into a different order if required, or edited/deleted by hovering over the icon.

The 'Property EPCs' meta box allows you to manage the property EPC graphs or EPC certificates.

To add a new EPC click the ''Add EPCs' button and you'll be presented with the standard WordPress media upload window where you can browse and select from existing EPCs, or upload new EPCs.

The selected EPCs can be dragged into a different order if required, or edited/deleted by hovering over the thumbnail.

The 'Property Virtual Tours' meta box allows you to manage the property virtual tours, video tours, 360 tours and location films.

Simply enter the URL to the video and a label if necessary (defaults to 'Virtual Tour').

An unlimited number of virtual tours can be entered. Simply click the 'Add Virtual Tour' button to add more.

Tours can also be dragged into a different order and deleted by clicking the trash icon.

'Viewings' tab

As long as the 'Viewings' module hasn't been disabled, you'll see any past and future viewings here, including details such as date/time, attending applicants and their contact details, the attending staff and the status.

Click the date/time to open a lightbox showing more details, or the applicant name to go into the applicant record.

You can also filter this viewings table by status, or export it to CSV.

'Offers' tab

As long as the 'Offers' module hasn't been disabled, you'll see any past and pending offers here, including details such as the offer date, the applicants making the offer and their contact details, the offer amount and the status.

Click the date to go through to the full offer record, or the applicant name to go into the applicant record.

You can also filter this offers table by status, or export it to CSV.

'Sales' tab

As long as the 'Sales' module hasn't been disabled, you'll see any past and pending sales here, including details such as the sale date, the applicants included within the sale and their contact details, the sale amount and the status.

Click the date to go through to the full sale record, or the applicant name to go into the applicant record.

You can also filter this sales table by status, or export it to CSV.

'Management' tab

As long as the 'Tenancies' module hasn't been disabled, you'll see any past, current and pending tenancies here, including details such as the tenancy start and end date, the tenant(s) and their contact details, the rent amount and the status.

Click the dates to go through to the full tenancy record, or the tenant name to go into the contact record.

You can also filter this tenancies table by status, or export it to CSV.

The 'Management Dates' meta box shows all past and upcoming key dates relating to the management of the property, such as safety certificate renewals.

You can filter this table by type or status, or add a new key date in the form underneath the table.

'Enquiries' tab

As long as the 'Enquiries ' module hasn't been disabled and that you haven't opted out of storing enquiries under 'Property Hive > Settings > General > GDPR', any enquiries made against the property will be shown here.

This will include enquiries entered manually, made through the website, or imported from portals if you're feeding properties to portals from Property Hive.

Click the date to go through to the full enquiry record.

You can also filter this enquiries table by status.

'History & Notes' tab

All key activity on a property will recorded in the 'Property History & Notes' meta box.

This includes price changes, status changes, when a property comes on and off the market, when a property is activated or deactivated on a portal, and any email alerts/mailouts that the property was included in.

Notes can also be manually added using the 'Add Note' form or pinned using the 'Pin To Top' link.

Actions

Depending on the department, the status of the property, what modules are enabled, and which add ons you have enabled, these actions might differ.