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Managing Tenant Rep Assignments

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Previous: Working with Proposals

Note: Your org may call these Listings, Assignments, or Listings & Assignments. Whatever they are called in your org, these records make up the second stage in the pipeline.

To create a new Listing:

  1. Either
    1. Click Convert from a Proposal
    2. If on a Company, Contact or Property record, navigate to the Listing related list and click New Listing
    3. If on the Listing home page, click the New button.
  2. If the Listing is not created by clicking Convert on a proposal, select the appropriate Record Type
  3. Fill in the Appropriate Fields
    1. Some key fields for a Tenant Representation Listing Include:
      1. Listing Name - This is a required field. Apto suggests using a uniform naming convention for all of your Listings. An example would be Client Name - Date, or Property Name - Date.
      2. Client - This is a lookup to the Contact object. It is the lead contact involved in the listing, the decision maker who will ultimately decide whether the property trades or not.
      3. Client Company - This is a lookup to the Company object. If left blank this field will automatically fill itself in with the Company associated with the Client entered in the previous step once the record is saved.
      4. Status - The status of the listing. This is used in views and reporting to determine if a listing is Active, Closed, In Contract or Dead.
      5. Commission ($) - Used for forecasting potential commission. This will automatically fill in a value on the commission related list.


  • These fields will all be filled in if the Listing was created by hitting Convert from a Proposal.
  1. Once the record is saved the Commissions related list will automatically create a record.
    1. If the Record is Converted from a Proposal it will retain the commission structure created on the Proposal
    2. If the Listing is created new:
      1. The Listing will have one related commission record at first.
        1. It will assign 100% of the fee on the deal to the user who created the Listing.
      2. In order to edit this or add additional Internal Agents (Users) or External Agents (Contacts), click Edit Commission
  2. To add Internal Agents click Add Internal Agent
    1. Enter their percentage of the deal
  3. To add External Agents click Add External Agent
    1. Enter their percentage of the deal
      1. The Total % must equal 100% before saving the record.
  1. If the Listing dies
    1. Modify the Status to Dead or Off-Market
  1. If the Listing is put Under Contract
    1. Click the Convert button
      1. Once the Convert button is clicked, the system will work to create a Project record.
      2. The Status of the Listing will be updated to In Contract.
      3. The Commission record(s) will be moved from the Listing to the Project.
      4. The Project will be named the same as the Listing.
      5. The Client, Client Company, Commission ($) and Record Type will all be pulled through to the Project.
        1. Client = Tenant Contact
        2. Client Company = Tenant
        3. Record Type = Pending Lease

Next: Working with Listings-Related Lists



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