TrackMyPlace
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Help Centre

Guides, feature explanations and tips for getting the most out of TrackMyPlace. Everything here is readable without an account - the same articles appear inside the app once you sign in.

Quick Tips

  • Collapse the sidebar by clicking the chevron icon at the top for more screen space.
  • Drag cards between columns on Overview to move a listing to the next stage.
  • Use the search bar on Overview to find a listing by address or client.
  • Toggle features on/off in Settings → Features - disabled features are hidden from the sidebar and the client portal, and your data is kept.
  • Already have a book of listings? Import them from a CSV in Settings → Connections → Data Import.
  • Turn on Auto-Link in Settings → Features to file incoming emails against the right listing automatically.
  • Create a test client with your own email to see exactly what the client portal looks like.

Basics

Getting StartedLearn the basics of navigating and using the platform.

Features

Campaign & Kanban BoardManage listings through the stage-driven Kanban board.Listings & ClientsCreate and manage your property listings and client details.Tasks & ActionsTrack and complete stage-specific action checklists for each listing.DocumentsUpload, manage, and share documents with clients.AutomationsSet up if-this-then-that rules to automate repetitive tasks.Calendar & AppointmentsSchedule and sync appointments with Google Calendar.Client PortalWhat your clients see - their own view of their property progress.Recommendations & ServicesProvide stage-specific recommendations and service suggestions to clients.Activity LogTrack all actions and changes across your team.Photos & Open HomesManage property photos and schedule open home events.Subscriber ManagementManage buyer and subscriber lists for your listings.Public Listings & Buyer ConciergeShare listings publicly and manage buyer inquiries.Cloud Folder ConfigurationSet up automatic Google Drive folder structures for your listings.

Communication

Automated EmailsSend automated email notifications to clients on key events.Text Messaging (SMS)Send SMS notifications to clients - from our number by default, or one of your own.Inbox & Unified MessagesView all communications in one place.

Management

Team ManagementInvite members, assign roles, and manage your team.IntegrationsConnect Google, Microsoft, Slack, and import your existing data.Billing & SubscriptionManage your subscription plan and view invoices.Settings & ConfigurationToggle features, customize templates, and configure preferences.

AI & Automation

Auto-Link Emails to PropertiesAutomatically match incoming emails to the right property.

Campaign Stages Quick Reference

The stage-driven deal lifecycle your listings progress through.

Listed

Property is formally listed - book staging, photography, building & pest, contracts, and disclosures.

Pre Launch

Marketing ramp-up - approve photos and ad copy, confirm sale method and price, launch the coming-soon campaign.

Live Campaign

Property is live on the portals - schedule open homes, send weekly campaign reports, review offers.

Under Contract

Offer accepted - execute the contract and track building & pest and finance conditions.

Unconditional

All conditions satisfied - confirm settlement date with the conveyancer and update the vendor on next steps.

Settled

Settlement and handover - coordinate removalists and cleaners, complete the key handover.

Frequently Asked Questions

How do I move a listing to the next stage?

Drag its card between columns on Overview, or open the listing and use the stage selector. If required actions are still outstanding you'll be asked to complete them, or skip them with a reason.

Can clients see everything on my dashboard?

No. Clients only see content you've explicitly published to them through their portal - documents, photos, and timeline updates you choose to share.

How do I customise the actions for each stage?

Go to Campaigns → Stages & Actions in the sidebar. From there you can add, remove, or reorder the actions for each stage.

I changed a template. Why didn't my existing listings change?

Most edits do reach them: renaming an action, moving it to another stage, reordering it or changing its visibility updates existing listings immediately, and document changes are read live. A new action normally reaches the listings already running from that template too, unless they've passed its stage. Removing an action is the exception - that only affects listings created afterwards, so work already underway isn't rewritten out from under you. Actions you've renamed on a single listing (via the pencil on the action row) also keep their custom name. Update All Listings (Settings → Account) re-applies your current templates across the board.

What happens when I disable a feature in Settings?

The feature is hidden from navigation, dashboard widgets, and the client portal. Your existing data is preserved and reappears when you re-enable the feature.

How do I connect Google Calendar?

Go to Settings → Connections → Google and click Connect. You'll be prompted to authorise with your Google account. Once connected, appointments sync automatically.

Can I import my existing listings?

Yes - Settings → Connections → Data Import. Upload a CSV of your listings, or a Trello board JSON export to bring cards across as listings, checklists as actions, and members as clients.

Ready to try it on your own listings?

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Help Centre | TrackMyPlace