New on the market

Every villa that came on in the last 7 days, newest first. Tap one to open it.

New and sold listings per week

Tick villas to build a WhatsApp shortlist for a client.

Who fixes what: photos and descriptions go to Resista, prices to Nora, other facts to the villa's agent in the sheet.

Facts to verify

During the July description rewrite the old website copy contradicted the sheet on these villas. Resista is working through them as My Day tasks. If the sheet is wrong, click the row to open the villa and fix it; the value here updates on your next visit. Rows the team confirms correct get cleared from this list in one sweep.

What to do with it

Paste into Claude, check every fact, then save the result on the villa itself: Listings → tap the villa → Edit → paste into Description → Save. It writes straight into the sheet's Descriptions tab.

Everything the team has reported and where each stands.

Wall history

What hung where, and when it was printed.

Live posts are on the website. Drafts are only visible here. Tap a post to edit it.

Follow-ups due

The board

Drag a card between stages on a computer. On a phone, tap the card and pick the stage. Buyers and sellers are two separate boards with their own stages: tap Buyers or Sellers to switch, and the dashboard remembers which one you had open.

The funnel · how far leads get

Each bar counts every lead that reached that stage, wherever it is now. The percentage is the hand-over to the next stage; "lost here" is where they leak out.

How fast we respond

New on the market

Every villa listed in the last 30 days, with the buyers it genuinely fits. Strong fits are named; tap +N for the rest. One tap tells them.

Going cold

Open buyer leads quiet past their stage's limit, by agent — each with the strong fits nobody has sent them yet.

Fill the gaps

Buyers the matcher cannot see: no budget or no area on record, and no enquiry code to stand in. One question fills the gap — put the answer on the lead when it comes back.

Worth revisiting

Lost to timing or no reply, not to price or a competitor. Circumstances change — a price drop on a villa they knew is the moment to say so.

What's new

Every change to this dashboard, newest first. The bell shows a dot on What's new until you have read the latest.

Start here: three things that confuse everyone on day one

1. The board opens showing only your own leads. The first dropdown above the board is already set to your name. If the board looks empty or half the pipeline is missing, that is why. Set it to All agents to see everything the team has.
2. Nothing here sends a message for you. Every WhatsApp button writes the message and opens the chat. You read it, fix anything odd, and press send yourself. The dashboard remembers, WhatsApp still talks.
3. Your PIN is yours alone. It is how the dashboard knows who you are: notes get signed with your name, follow-ups land in your day, the board defaults to your leads. If two people share a PIN, all of that breaks.

Your morning, in order

Ten minutes. Do it in this order and you will not lose anyone.

1. Open the dashboard. You land on My Day.
2. Look at Unassigned leads at the top. These are clients nobody has claimed: walk-ins who scanned the QR form, owners who filled the sell form on the website. Press Take it to make one yours. Until someone takes it, nobody is reminded about it.
3. Clear the red Overdue group. Every follow-up row has Done, which asks for the next step on the spot, and Later (tomorrow, three days, a week). A No next step group lists the leads nothing is chasing: press Set a step on each.
4. Go to Pipeline. Work the cards with a red edge and a quiet 9d chip first. Those are deals going silent.
5. After every client conversation, open the lead and write one line in Notes.

A new lead arrives

Leads reach the board three ways: the QR welcome form a walk-in scans, the seller form on the website, and you typing one in after a WhatsApp chat. The first two arrive unowned and sit in Unassigned leads on everybody's My Day.

1. Press + Add a lead at the top of Pipeline, or Add a lead in the menu.
2. First name and phone with country code are the only required fields. The country code matters: without it the WhatsApp button opens the wrong chat.
3. Set Agent to your own name. It starts on "Not Assigned", and a lead left that way does not appear on your board. It goes to the shared pool instead.
4. Fill Budget, Source and Area interest if you know them. These three are what the Results charts and the Retarget matching run on. Guessing later is harder than asking now.
5. Put any villa codes they asked about in Villa codes they asked about (for example YR0306, YR0319). This is what makes the scripts fill in the villa name, price and link.
6. Press Add to the pipeline.

Check it worked: the lead card opens by itself, and the lead is in the New column with a follow-up already set for today.

If the phone number is already in the pipeline, an amber warning appears while you type, naming the client and who owns them, with an Open instead button. It will still let you save a duplicate, so read it.

Talking to a client

Tap any card on the board to open the lead. On a phone it slides up from the bottom. Drag the title bar down to close it, and note that tapping any menu item also closes it, which loses a half-typed note.

• • Message on WhatsApp opens their chat with "Hi <name>, " typed and nothing else, and logs Messaged on WhatsApp on the lead by itself. Every WhatsApp button in here logs like that now, so the response clock stops and the quiet flag clears without you typing a note.
• • Send villas takes you to Listings with this client's name on the gold bar. Tick the villas, compose, send: the message opens with their name, the codes are logged on the lead, and the ticks clear themselves.
• • Still missing shows what the matcher does not know yet (budget, area, bedrooms) with a one-tap Ask next to each. The board card wears a 2 missing chip until they are filled.
• • Book a viewing is under Viewings: villa, date, time, reminder. It lands on your day (and on Team day and your calendar), sets the lead's next step, and moves it to Viewing. When you tick the viewing off on My Day it asks how it went.
• • Scripts is the shared library. Pick one, press Send, and WhatsApp opens with the whole message written: their name, the villa, its price and its link, and your name. The dashboard logs "Sent script" on the lead by itself.
• • Manage scripts edits that library for the whole team. If you write a line that works, put it in there the same day. There are no private scripts, so anything you save, everyone gets.
• • Save contact downloads the client as a contact card so they show up by name in your WhatsApp instead of a bare number. It carries their budget, area and villa codes with them.
• • Notes is the shared history, newest first, signed with your name and dated. You cannot edit or delete a note once it is in.
• • Next step is one line plus a date. The date is the reminder — it is the only thing that puts a lead on your My Day, in the due counts and in the 8am message. So when you have done a step, press Done and the next one is asked for on the spot, with a suggested line and date you can accept in one tap. Nothing left to do on this lead? Park it in Nurture with a wake-up date, or mark it Lost. Those are the only two ways a lead is allowed to sit without a next step, so none can go quiet by accident any more.

Sending villas to a client

This lives under Listings in the menu. It is filed under "Listing team" but it is the sales search: 300-plus villas with the prices the website is showing right now.

One villa. Search by name, YR code or area, then narrow with the area, beds and price dropdowns. On a phone each villa is a card with five buttons:

• • Share is the fast one. It opens your phone's share sheet with the message already written. Pick WhatsApp, pick the chat, send. (This button only exists on a phone.)
• • WhatsApp copies that same message so you can paste it yourself.
• • Copy link copies just the villa page link.
• • Open shows you the public page, which is what the client will see.

Several villas in one message. Start from the client: open the lead and press Send villas. The gold bar at the bottom of Listings now carries their name.

1. Tick 3 to 6 villas. More than 6 and WhatsApp cuts the message off.
2. Press Compose message in the gold bar. The message opens with the client's name; the For picker at the top lets you change who it is for if you started from Listings instead.
3. Press Share to WhatsApp to send it, or Copy message to paste it yourself. Either one writes "Sent YR…" with every code on the lead, and clears the ticks.
4. Copy shortlist link gives you one link that opens all of them side by side on the website, which is usually nicer for the client than four separate links.

Moving a deal along

On a phone: tap the card, scroll to Stage, tap the new stage. Dragging cards between columns only works with a mouse. The stage is what everyone else reads to know where the deal stands, so it is the highest-value two seconds on the whole dashboard.

• • Viewing is booked from the lead (see Book a viewing above). Ticking the viewing off on My Day asks how it went: They want to make an offer moves the lead to Offer, Still deciding and Not for them write the note and set the next step.
• • Offer asks which villa, how much and until when. The offer sits on the lead with Open / Countered / Accepted / Declined chips; a counter is a new amount, and every change is a dated note. Accepted shows a move to Reserved link.
• • Reserved shows the paperwork: Deposit paid, Notary booked, Due diligence done, each a date with a Done today button.
• • Won asks for the sale value (prefilled from an accepted offer) and which villa, sets that villa to Sold in the master sheet and refreshes the website, so the sale takes it off the site by itself. If the sheet cannot be written you get a Copy handover note button for Resista or Nora instead.
• • Lost asks why. The dropdown starts on "Price", so change it if that was not the reason. Those reasons are the "Why we lose" chart, and they are only worth reading if they are honest.
• • Nurture asks when the lead should come back and refuses any date that is not in the future. That is on purpose. On that morning the lead walks back onto your My Day by itself.

A lead that has gone quiet but is still real belongs in Nurture. Lost is for a decision, not for silence.

Response time, and why it may look unfair

Every lead is timed automatically. The clock starts the moment the lead lands and stops the first time you do something to it in here: a note, a stage move, or any WhatsApp button pressed from the dashboard (they log by themselves). The target is 90% under 2 hours.

If a reading is genuinely wrong, open the lead and press Correct the time. You have to give a reason, it gets written into the shared notes under your name, and that lead drops out of the team average. Use it when it is true, not to tidy a number.

The bell, and your phone

• • The bell at the top keeps your history: leads assigned to you, tasks put in your day, replies, report updates, deals closed. Newest first, grouped by day; unread rows are highlighted, read rows are grayed; ten show at a time, Show more for the rest. It follows your login, so your phone and the office computer show the same list.
• • Push notifications reach you when the dashboard is closed. Open the bell and press Turn on notifications, once per device. On iPhone this only works in the installed app: Share, then Add to Home Screen, then open it from there.
• • The 8am message lists your overdue follow-ups, today's tasks and the unassigned pool. A task with a time and a Notify setting pings you before it.
• • Add to Calendar on any task puts it in Google Calendar or your phone's calendar as well.

Finding people worth another message

Retarget in the menu. Four lists, each with a WhatsApp button on every row.

• • New on the market. Two kinds of news: listings from the last 30 days with the buyers they fit, and price drops (5% or more) with the clients who know the villa at the old price. Message already written either way. Strong means budget plus area or bedrooms all agree; possible means one agrees and the rest are blank. Tap +N to see everyone.
• • Going cold. Your open buyers quiet past their stage's limit (the same limit that reddens a board card), grouped by agent. Under a row: a price drop on a villa they know, or the strong fits nobody has sent them yet.
• • Fill the gaps. Buyers the matcher cannot see: no budget or area on record and no enquiry code. One tap sends a numbered question ("just reply with a number"); when the answer comes back, put it on the lead and they start matching.
• • Worth revisiting. Leads lost to timing or no reply, never to price or a competitor. When a villa they knew drops, that is the moment — the row shows it.

Tell them remembers. Tapping it writes a note on the lead ("Sent YR0190 · ..."), so that villa is never suggested for them again, and the lead drops out of Going cold because you just spoke. So tap it when you mean to send. A villa the client themselves asked about is never suggested either: they know it already.

Matching uses what is filled in: budget, area, bedrooms, and the YR codes they asked about. The codes are the strongest signal: the villa a client picked out teaches the matcher their taste, so its area and price range stand in when budget or area are blank. That is why the codes field on a new lead matters — the enquiry message always names the code, copy it in. A lead with nothing at all matches nothing. My Day's Today's outreach walks the top five of all this to you every morning.

Sellers

Set Lead type to "Seller" on the lead. That makes a Listing file (dossier) section appear. If you cannot find it, the lead is still typed as a Buyer: press Edit next to Client and change it.

1. After the first call, press Copy dossier link and paste it into the owner's WhatsApp yourself.
2. The owner fills in their villa's details in their own time: price, tenure, sizes, photos, documents.
3. When it comes back, the lead gets a note and a follow-up for that day, so it lands on your My Day by itself.
4. Press Review dossier to read what they sent, then Create draft listing to open the listing wizard already filled in from their answers.

The link is private to that one owner. It replaces the twenty-message interrogation, and nothing in it is invented: every field came from them.

One card per house. A seller with three villas gets three cards, because each villa has its own dossier, its own stage and its own deal. Fill the Property field so the cards stay tellable apart, and use Add another property from this seller on their card to copy the contact details over instead of retyping them. The phone-number warning on the new-lead form knows the difference: for a seller it reminds you to fill Property rather than telling you off.

What this dashboard will not do

Worth knowing so you do not wait for something that is not coming.

• • It cannot send a message. Every path ends with you pressing send in WhatsApp.
• • It cannot read WhatsApp. A client's reply stays invisible in here until you press a button from the lead or write a note. That is why the response clock can look unfair.
• • The board has no filter box. To find one client or villa from anywhere, press Cmd K (Ctrl K on Windows, the magnifier on a phone) and type a name, a phone number or a YR code.

Two more things worth your time

• • Results shows where leads come from, where they stall and why they are lost. It will look thin for a while: the sales made before this board existed were never logged in it. It fills up as the team logs deals, so read the counts before the percentages.
• • Ideas & bugs is for anything broken or wrong on the website or in here, and just as much for ideas and change requests. Add a screenshot, since it saves a conversation. Every report has its own comment thread, and you can see what everyone else has reported before you file a duplicate.

The office window

Window in the menu is the street window as it hangs: the TV side with six cards on two rails, the door, the full side with twelve on three. Every card is made from the sheet, so nobody types a price into Illustrator again.

• • Tap a card to see it large with what the sheet says next to what was printed. Red means the sheet moved on: a new price, a lease, a zone, or the villa is sold.
• • Drag a card to another frame and the others shift to make room, across the door too. A move keeps what was printed on each card.
• • Swap villa puts another listing in the frame; Empty the frame takes one down.
• • Download PDF on a card, or the whole wall under each window, opens the print page and the Save as PDF dialog: the card at its exact size, made from the sheet at that moment. Nothing is stored anywhere; the file on your computer is the only copy. Send it to the printer. Use Chrome on a computer; Safari ignores the page size.
• • Mark as printed once the new card hangs. That is the moment the dashboard remembers, and the day the sheet disagrees again a task lands on the wall owner's day: "Reprint YR0305: price Rp 2.83 B is now Rp 3.09 B".
• • Wall owner at the top is who those tasks go to. Change it when the job changes hands.
• • Low resolution on a card means the cover photo is too small to print well at 45 cm. Pick another cover for that villa first.

The loop

1. The master sheet is the single source of truth. Prices, status, details, descriptions all live there (open it here). You rarely need to open it: tap a listing here and press Edit, and the dashboard writes your change into the sheet for you.
2. The publisher runs by itself. Three times a day (10:00, 14:00, 17:30 Bali time) it pulls the sheet, rebuilds the website, and updates this dashboard. Saving photos or pressing Publish on a listing also kicks it off straight away, and the green Refresh site button at the bottom of the menu brings a run forward any time a change can't wait (it only refreshes existing listings: a NEW villa still needs Publish to the website on its listing). Nobody has to run anything by hand.
3. The site and this page refresh together. "Data as of" in the top bar is the last pull from the sheet. Prices and statuses on the dashboard itself read live from the sheet all day.

Rules that keep things working

• • A NEW villa reaches the website through Publish to the website on its listing here (Add a listing walks you through it: row, description, photos, publish). Setting its Status to Listed opens that Publish step for you: Listed means live.
• • Changes to villas already on the site (price, status, details, description) flow out at the next scheduled publish by themselves.
• • Taking a villa off: change Status to Sold or Archived. Never delete the row: a deleted row does not reach the site, so the listing would stay live and its history would be lost.
• • Columns D and E in the Listings tab (Web ready, To complete) fill themselves. Never type or paste there.
• • Descriptions live in the Descriptions tab: YR code in column A, text in column D. The rest fills itself.
• • Prices: fill Price IDR (column Q) — it is the price the website publishes and the currency the deal closes in. USD is an optional reference; a listing with only USD shows a converted rupiah price until Q is filled. No prices inside description text, ever.

Who does what

• • Nora: Overview and Market for the listing numbers, Data health for what needs a decision, Results for how the sales pipeline performs.
• • Resista: Add a listing for new villas, Description brief for villas already on the site, Data health for the punch-list.
• • Sales agents (Ana, Veronica, Resista, Bianca, Victor): Pipeline and My Day every day, and Listings for looking things up and sending clients a link or a ready WhatsApp message. Tick several villas to build one shortlist message; the shortlist link shows them side by side on the website. The guide at the top of this page is written for you.
• • Ursina: SEO and admin. Ideas & bugs is the place for anything broken or off on the site, My Day for her tasks.
• • Everyone: My Day is your task list and the first screen you land on: add anything (check images, film a walkthrough, chase the notary), give it a time to build your schedule, tick it off, or one-click it into your Google Calendar. Your lead follow-ups fold in, and you can send a task to a teammate's day: pick their name when you add it. Switch My Day to Everyone to see the whole team's day side by side, yours included; on a computer, tap an empty slot in someone's column to put a task there at that time. Data health and lead pages have Send to My Day shortcuts.
• • Sales team: On a lead you'll find shared Scripts (pick one, it opens WhatsApp pre-written with the lead's name and villa; Manage scripts to edit them for everyone), a Save contact button so the lead shows by name in your WhatsApp, and a red quiet flag on pipeline cards that have sat untouched too long. Work the red ones first.
• • Sales team: Pipeline, Results and Retarget run on the real, shared lead list. Every stage move, note and next step saves for the whole team the moment you make it. Walk-in clients scan the QR welcome form (yollabali.com/welcome) and land in the Unassigned pool on everyone's My Day.

What each stage means

One rule per stage, so two people sort the same lead the same way. Nora has the final say on these; tell her if one reads wrong.

• • New — it arrived and nobody has replied yet. It should not still be here tomorrow.
• • Contacted — you reached out and heard nothing back. Only that. The moment they answer, move it on.
• • In conversation — they replied and you are talking. This is the stage that tells you a lead is alive.
• • Viewing — a viewing is booked, happening, or just happened and they are deciding.
• • Offer — an offer is on the table and you are negotiating.
• • Reserved — deposit paid, notary and due diligence running. The deal is real and not yet finished.
• • Won — signed and paid, the deed is done.
• • Lost — not happening, with the reason picked from the list.

Qualified and Nurture are tags, not stages. Neither moves a lead out of its column. Qualified means money confirmed and really looking: one tap on the lead card turns it on, and it shows as a gold chip wherever the lead sits. Nurture parks a lead that is real but at the wrong moment: it keeps its column, gets a Parked chip with its comeback date, and walks onto your My Day that morning by itself. That works on any lead, even one that already bought.

Seller leads run their own stages. Their goal is a listing going live, not a purchase, so a seller card only offers these (New and Lost are shared, and both tags work the same):

• • Dossier sent — the owner has their private listing-file link. Quiet for a week means chase it.
• • Dossier back — the file came back. Review it and create the draft listing the same week.
• • Terms agreed — asking price and commission are settled. Photos and paperwork are what's left.
• • Live on site — the villa is published on yollabali.com. This is the seller funnel's Won.

A lead that has gone quiet but is still worth something belongs in Nurture. Lost is for a decision rather than for silence.

About the movement numbers

The sheet has no date columns, so history starts on 6 July 2026: every listing gets stamped the first time it appears and every sale when the status flips. "New this week", "Sold this month" and the weekly chart fill in from that date forward. Older movement was never recorded anywhere and cannot be reconstructed.