Properties to broker, commission and data room access
How to add properties to a brokerage contract with deal cases and commission, how to set an offering folder, and how to close or end the brokerage of a property.
In a brokerage contract every property is a separate row with its own deal cases, commission, time window, state and offering folder. When you save, the broker's designated persons get data room access from these rows.
Before you start
- The property must exist as an active property in System → Master datas → Properties.
- The offering material must be in a shared folder in the Folders menu.
- The agent (broker) party must be selected in the contract and its persons linked to its company.
Adding a property step by step
- Open the contract in Contracts → Contracts with the blue pencil icon (Edit).
- Scroll to the Real estate brokerage card and in the Properties to broker block click Add property.
- Choose the property and tick the deal cases (sale, sale of business share, lease longer than one year, lease shorter than one year).
- Enter the commission per case: for a sale or business share the percentage of the net price, for a long lease the number of net monthly rents, for a short lease the percentage of the net rent.
- If the brokerage right runs for a different period than the contract, enter the start and end of the row.
- In Search a shared folder… pick the offering folder.
- In the Agent persons with data room access block tick who should get access.
- Click Save. The message tells you how many new users and folder accesses were created and how many users still need the login e-mail.
Closing or ending a brokerage
The Close / end brokerage button on the row opens the Status of the property in this brokerage window. Choose Sold via the broker (with the deal concluded), Sold by a third party, Rented by someone else, withdrawn by the principal, another reason, or reopening — with a date. When you record a sale via the broker, every other active brokerage of the property ends and the other brokers are notified.
Rules
- Commission must be between 0 and 100%, long lease months between 0 and 120.
- The row end cannot precede its start; a row without a property is not silently dropped — saving fails with the row number.
- If the principal is not the owner of the property, the row shows a green "based on power of attorney" or a red "no valid power of attorney" badge with a button opening the property's power of attorney card. This does not block saving.
- The offering folder of an ended or closed row stays available in the data room until the end of the day before the end date.
- Without the right to create data room access the contract is saved but no access is created — a message tells you so.
Example
For the office at "1011 Budapest, Minta utca 1." the commission is 1.5% on a sale and one month's rent on a lease longer than one year; the offering folder is "Minta utca 1. – offering material". On saving, Anna Kovács, the broker's employee, becomes a user, gets the broker functions of the data room for the contract term and access to the folder for the row's time window.