Every listing goes through the same 12 stages, in order. Move a listing from one stage to the next with the Next Stage button at the top of the listing page, or back one with Previous Stage.
Moving from Agent Reviewed to Listing Setup opens a confirmation window, because the documents go out for signing from that point on. See Locked fields after Listing Setup.
#The 12 stages
| # | Stage | Means | Email to the seller? |
|---|---|---|---|
| 1 | Created | On the platform, waiting for you to check it | Yes, "Your Listing Has Been Created!" |
| 2 | Agent Reviewed | You have reviewed it with the seller | Yes, "Your Listing Has Been Reviewed" |
| 3 | Listing Setup | Documents are prepared for signing, most details lock | No, documents are prepared instead |
| 4 | MM Scheduled | Marketing media, photos, 3D tour, inspection, is booked | No |
| 5 | MM Complete | The marketing media has been done | No |
| 6 | 3D Complete | 3D tour and pre-inspection are ready | Yes, "3D Photography and Pre-inspection Update" |
| 7 | Marketing Material Completed | Brochures, descriptions and other marketing are ready | No |
| 8 | Final Agent Review | Last check before the listing goes public | No |
| 9 | Listing Live | On the market | Yes, "Your Listing is Live!" |
| 10 | Under Contract | An offer has been accepted | No |
| 11 | Sold | The sale is complete | Yes, "Congratulations!" |
| 12 | Expired | The listing period ended without a sale | No |
Moving a listing back and forward again, even past Listing Setup or from Listing Live, does not resend that stage’s email. Emails are covered fully in the separate Email Governance manual and in Emails → Templates → Workflow.
#What to do at each stage
| Stage | What you do |
|---|---|
| Created | Check every Details section, fill gaps, call the seller, then Next Stage |
| Agent Reviewed | Confirm seller, agency and commission details are correct, they print on the documents, then Next Stage |
| Listing Setup | Open Documents and send each one with Share and Sign, see Documents and document signing |
| MM Scheduled / MM Complete | Book and complete photos, 3D tour and inspection, add them under Media & Marketing Assets |
| 3D Complete | Check the 3D tour and pre-inspection report |
| Marketing Material Completed / Final Agent Review | Review everything with the seller before going live |
| Listing Live | Handle showings and offers, use Share to promote it |
| Under Contract | Enter the Contract Date under Key Dates & Deadlines and follow it to closing |
| Sold | Nothing to do, the Congratulations email and the sold-style Share message happen automatically |
#Imported listings can start partway through
A listing that arrives through MLS import starts at whichever stage matches its MLS status, not always at Created, see The MLS import.
#Expiry
When the Listing Expiration Date has passed and the status is not Sold, the listing moves itself to Expired and its status becomes On hold. This check runs whenever listings load, for example when you open the Listings page. Expired listings show in the Expired Listings tab.
The stage before Expired is Sold, so Previous Stage marks it sold and sends the seller the "Congratulations!" email. Update the Listing Expiration Date first, otherwise it expires again, then contact [email protected] and we will move it back to Listing Live for you.
#Stages drive your automation
A stage change is an event, so it can trigger email. The Listing Stage Change trigger fires on it, see The 13 preset triggers, or build a custom trigger with specific from and to stages in the trigger builder.