Getting started

AvaroAI brings your agency’s sales, rentals, property management, contacts, payments, forms, and AI-assisted work into one shared workspace.

Each page in this guide covers one topic, so you do not need to read it in order. If you are new, follow the checklist below. To see how the pieces relate, read How records fit together.

You do not need to configure every feature before creating your first records.

Your first-day checklist

1. Sign in and check your name, email, phone number, password, and photo under Account.
2. If you are a Director, complete the organization profile, billing, branches, and users. Subscribe before the free trial ends: an organization without a subscription is deleted when its trial ends.
3. Subscribe to your calendar feed.
4. Agree which information the team needs to capture. Directors can add custom fields and form templates.
5. Create the people involved as contacts. If you already have a database, import contacts first.
6. Create a listing, choosing Sale or Rental, and complete its property details, parties, pricing, and photos. Set it to Active when it is ready: viewings, offers, lettings, inspections, and work orders can only be added to an Active listing.
7. Record the work on the listing: viewings and offers for a sale or rental, lettings for a rental, and inspections and work orders for a property you manage.
8. Add the payments and follow-ups required for that work, using reminders, appointments, and alerts.
9. Review the relevant reports and check a few records against your source information.
10. Try the AI Assistant with a specific lookup or summary, then use it for a small record update after reviewing the proposal.

You are ready for day-to-day work when the property has a responsible user, the relevant contacts and agreements are linked, expected money movements are recorded, and someone owns the next action.

Roles at a glance

There are three roles: Associate, Manager, and Director. A Director grants them per branch, so a user can be a Manager at one branch and an Associate at another. See Roles and permissions for what each one can do.

When a page says an action is limited to certain roles, it means your role at the branch you are working in. Other users either do not see the action or are refused when they try.

Global search

Select the magnifying-glass icon in the header, or press Cmd + / on a Mac or Ctrl + / elsewhere, to search the current branch.

Type a name, email, phone number, company, listing reference, address, title, or filename. Matches also come through related records, so searching for a contact’s name finds their viewings, offers, and lettings, and searching for a listing reference finds its inspections and work orders.

Use Filter by resource to limit results to Contacts, Listings, Lettings, Inspections, Work orders, Viewings, Offers, Payments, Appointments, Reminders, Files, or Forms. Only search my data limits Appointments to those you attend and Reminders to those assigned to you.

Use the arrow keys and Enter, or click a result, to open it. Selecting a file downloads it.

Search hides archived records. If you cannot find a record, check the branch name in the header, then toggle Archived on the relevant list.