Fourteen days on a shortlist
The shortlist is where properties sit before they're formally pitched: a shared pool your whole team can see and add to, each one marked candidate, shortlisted or rejected.
The failure mode isn't that the list gets too long. It's that it goes stale in place. Properties stop being live options and nobody moves them, because moving one to rejected means admitting a decision, and it's easier to leave it there.
Two weeks is the tell
A candidate nobody has touched for fourteen days or more gets flagged Aging, with a count banner above the list.
Fourteen days isn't a rule about how fast you should work. It's about how long a property can sit untouched before the reason it's still there has been forgotten. After a fortnight, nobody remembers whether it's still in because the client liked it or because nobody got round to rejecting it.
A stale shortlist isn't a list of options. It's a list of decisions nobody made.
One scope detail worth knowing
The Aging flag and its banner cover whichever client you currently have selected in the sidebar, not your whole organisation at once. So it's a per-client prompt when you open that client, rather than an agency-wide dashboard of everything going cold.
Worth knowing so you're not waiting for a notification that isn't coming. Check it when you open a client, which is when the answer is useful anyway.
The unassigned pool
You can also leave a property unassigned, dropped into a shared sourcing pool while you're screening, before you know which client it's for. It needs a client attached before it can be promoted to an opportunity, which is a reasonable place to force the question.
We're building this with a small first group of buyer's agents. If your shortlist has properties on it from a client who bought in June, we'd like to talk to you.
Apply for a founding partner spot