Managing Projects

Projects represent real estate developments, buildings, or property portfolios in PropPilot. Your AI agent uses project information to answer customer questions accurately.

What is a Project?

A project typically represents:

• A real estate development (e.g., "Marina Towers")
• A building or complex
• A collection of related properties
• A specific property listing

Projects contain details that your AI agent uses to respond to inquiries about location, pricing, amenities, and availability.

Accessing Projects

Click Projects in the sidebar to view your project list.

Project List

The list shows all your projects with:

Column	Description
Name	Project name
Location	City or area
Units	Number of units/properties
Status	Active, Coming Soon, Sold Out
Price Range	Starting price

Filtering Projects

Filter the list by:

• Status (Active, Coming Soon, Sold Out)
• Location
• Price range
• Date added

Creating a Project

Step 1: Start Creation

1. Click Create Project or Add Project
2. The project form opens

Step 2: Basic Information

Field	Required	Description
Name	Yes	Project name (e.g., "Marina Towers")
Description	Yes	Detailed project description
Location	Yes	City, area, or full address
Status	Yes	Active, Coming Soon, Sold Out

Step 3: Property Details

Field	Description
Property Type	Residential, Commercial, Mixed-use
Starting Price	Minimum unit price
Bedrooms	Range of bedrooms available
Handover Date	Expected completion date
Developer	Development company name

Step 4: Media

Add visual content:

Media Type	Purpose
Cover Image	Main project photo
Gallery	Additional images
Video URL	YouTube or Vimeo tour
Virtual Tour	360° tour link
Brochure	PDF brochure upload

Step 5: Amenities & Features

Select available amenities:

• Swimming Pool
• Gym/Fitness Center
• Parking
• Security
• Concierge
• Garden/Landscaping
• Kids Play Area
• And more...

Step 6: Sales Materials

Field	Description
Price List	PDF with pricing
Payment Plan	Payment schedule document
Floor Plans	Unit layout documents

Step 7: Save

Click Save to create the project.

Bulk Import (CSV)

If you have many projects to add at once — for example when migrating from another system, importing a developer's portfolio, or syncing data exported from a spreadsheet — use the Import CSV option instead of creating projects one by one.

When to use it

• Moving 5+ projects from another tool
• Onboarding a new developer with a portfolio of projects
• Updating pricing or unit counts across many projects in bulk
• Re-importing the same file safely (existing projects update, new ones are created)

Importing Projects

1. On the Projects page, click Import CSV (top-right, next to Add Project)
2. The import dialog opens with two tabs: Projects and Units
3. Stay on the Projects tab
4. Click Download template — a sample CSV downloads with the correct columns and an example row
5. Fill in your project data using any spreadsheet tool (Excel, Google Sheets, Numbers) and export to CSV
6. Click Upload CSV and select your file
7. Review the preview — the dialog shows the first 5 rows and any validation errors
8. Click Import to confirm

Required fields

Two columns are required:

• ref — a unique identifier you choose (e.g., MARINA-TOWERS). Used to update the project later if you re-import.
• name — the project name shown to customers.

All other columns (location, price range, bedroom range, handover date, description, URL) are optional but help the AI agent answer customer questions more accurately.

Images

The images column accepts multiple image URLs separated by the | character. For example:

https://example.com/photo1.jpg|https://example.com/photo2.jpg|https://example.com/photo3.jpg

The first URL becomes the featured image (used as the project thumbnail). Imported images are downloaded into your workspace's image storage and automatically classified by AI (interior, exterior, pool, view, etc.) — the same way images uploaded through the project page are processed.

If a URL isn't reachable, that image is skipped automatically and you'll see a count of failed images in the import summary.

Re-importing the same file

Imports use the ref column to detect existing projects. If a row's ref matches a project you already have, that project is updated instead of duplicated. This makes imports safe to run repeatedly — you can keep your CSV as your source of truth and re-upload it whenever your data changes.

Importing Units

Units belong to projects, so you must import projects first.

1. Open the import dialog and switch to the Units tab
2. Download the units template
3. Fill in unit data — every row must include a project_ref that matches the ref of one of your existing projects
4. Upload and preview
5. Click Import

Required fields for units

Three columns are required:

• project_ref — the ref of the project this unit belongs to
• unit_number — a unique identifier within the project (e.g., A-1201, Villa-12)
• type — one of: apartment, villa, studio, penthouse, townhouse, duplex

If a row references a project that doesn't exist in your workspace, that row is skipped with an error message and the import continues with the rest.

Re-importing the same unit (same project_ref + unit_number) updates it instead of creating a duplicate.

Tips

• Documentation row in templates: the second row of the downloaded template (where ref is _values_) lists allowed values for fields like type and status. The import skips this row automatically.
• Empty cells: leave a cell empty to use the default value or keep an existing value when re-importing.
• Errors don't stop the import: rows with validation problems are skipped and reported, but valid rows still import successfully.
• Stick to the template columns: any extra column you add to the CSV (or a misspelled header) is ignored, and the preview shows a warning listing which columns were skipped. To add or rename a column, edit the template — don't add columns directly to your file.

Project Details Page

After creation, the project page shows several tabs:

Overview Tab

• Basic project information
• Key metrics
• Status and quick actions

Units Tab

Manage individual units within the project:

• View all units
• Add new units
• Edit unit details

See Managing Units for details.

Documents Tab

Manage project documents:

• Upload new documents
• Organize by category
• Link to knowledge base

Knowledge Base Tab

Connect project to AI agent knowledge:

• Link to datasets
• View connected documents
• AI learning status

Settings Tab

Project configuration:

• Appointment link settings
• Notification preferences
• Visibility settings

Editing Projects

Update Information

1. Open the project
2. Click Edit or click on any section
3. Make changes
4. Click Save

Change Status

Update project status as it progresses:

Status	When to Use
Coming Soon	Pre-launch, accepting inquiries
Active	Available for sale/rent
Sold Out	All units sold
Archived	No longer relevant

Project and AI Agent

How AI Uses Project Data

Your AI agent references project information to:

• Answer pricing questions
• Describe amenities and features
• Explain location benefits
• Provide availability information
• Share payment plan details

Best Practices for AI Accuracy

1. Complete all fields - More data = better responses
2. Upload brochures - Add to knowledge base for detailed answers
3. Keep prices updated - AI reflects current pricing
4. Add FAQs - Include common questions in description

Appointment Links

Each project can have its own booking link:

Setting Up

1. Go to project → Settings tab
2. Find Appointment Link section
3. Enable booking for this project
4. Configure available times

How It Works

• Customers can book viewings for specific projects
• Links can be shared or used by AI agent
• Integrates with your calendar

Deleting Projects

To delete a project:

1. Open the project
2. Click Delete (requires Admin/Owner role)
3. Confirm deletion

Data Loss

Deleting a project removes:

• All project information
• Associated units
• Documents (not from knowledge base)
• Booking history

This cannot be undone.

Best Practices

Do's

• ✅ Add comprehensive project descriptions
• ✅ Upload high-quality images
• ✅ Keep pricing information current
• ✅ Connect relevant documents to knowledge base
• ✅ Update status as projects progress

Don'ts

• ❌ Leave fields empty
• ❌ Use outdated pricing
• ❌ Forget to update sold-out projects
• ❌ Upload low-quality images

What's Next?

Learn about managing individual units:

Managing Units →