Guide for real estate agents: organize multiple properties, clients, and visits with Foco

A real estate agent manages dozens of properties, clients at different stages of the process, scheduled visits, pending follow-ups, and administrative tasks. Keeping everything in your head, scattered notes, or generic apps leads to oversights, duplicates, or missed opportunities. Foco is designed for those who work on multiple fronts at once: each property, client, or project is an independent container with its own tasks, but you can see everything together or filter by one when you need to focus.

Step 1: Create a workspace for each property or client

• Open Foco and tap the + button to add a new workspace. Give it a clear name (e.g., 'House on Main Street 45' or 'Client Lopez - Apartment Search') and choose a color to help you identify it quickly (red for urgent, green for closed, blue for follow-ups).
• Each workspace is an independent space: inside, you’ll add the specific tasks for that property or client, but in Panorama mode, you’ll see all tasks from all workspaces mixed together, each with the color of its container. This way, you’ll instantly know which task belongs to which workspace without opening anything.
• If a client has multiple properties (e.g., selling one and searching for another), create a workspace for each. If it’s the same process (e.g., 'Client Garcia - Commercial Space Purchase'), use a single workspace.

Step 2: Add tasks with useful details to avoid losing information

• Inside a workspace, tap + to create a task. Write the title (e.g., 'Visit with Client Lopez at 4:00 PM' or 'Send signed contract to notary') and use the optional fields so Foco can remind you and organize for you:
• - Due date: the time of the visit or the deadline for sending a document.
• - Duration: how much time you’ll dedicate (e.g., 60 minutes for a visit).
• - Priority: mark as urgent tasks with tight deadlines (e.g., 'Sign reservation before Friday').
• - Recurrence: if it’s a repeating task (e.g., 'Call owner every Monday to update status'), set it up so Foco automatically creates the next occurrence when you complete it.
• - Reminder: choose how many minutes before you want to be notified (e.g., 30 minutes before a visit).
• - Tags: use colored tags to group tasks by type (e.g., 'Visits', 'Documentation', 'Follow-up') and filter by them at any time.
• - Attached notes: record audio during a visit (e.g., 'The client wants to renovate the kitchen before buying') or attach a photo of the property with notes. The audio is automatically transcribed and linked to the task.

Step 3: Use voice capture to log tasks on the go

During a visit or a call, you can’t always type. With Foco, tap the microphone and say aloud what you need to remember. For example: 'Visit with Client Martinez on Thursday at 5:00 PM at 12 Sun Street, urgent priority, reminder 1 hour before.' When you save, Foco automatically detects the date, time, priority, and reminder, and creates the task already filled out with the attached audio. If you dictate multiple tasks in a row (e.g., 'Call owner of Main Street to confirm visit... Send photos of the beach house to Client Lopez...'), use Burst: Foco separates what you say into distinct tasks in real time and shows you the list to review before saving them all at once.

Step 4: Switch between seeing everything and focusing on one workspace

• In Panorama mode, Foco shows tasks from all your workspaces mixed together, each with the color of its container. This is useful for getting a global view of your day or week (e.g., 'Today I have 3 visits, 2 follow-ups, and 1 document to send').
• If you need to focus on a single client or property, tap on its name to enter Focus mode: the dashboard filters and only shows tasks from that workspace. This way, you avoid distractions and can plan follow-ups without mixing information.
• Use the View button to switch between the three ways of seeing your tasks:
• - List: groups pending tasks by date (Today, This Week, Later, No Date) and shows a collapsible section with completed tasks. Ideal for prioritizing.
• - Kanban: organizes tasks into customizable columns (e.g., 'To Confirm', 'In Progress', 'Closed'). On desktop, drag and drop tasks between columns; on mobile, use tabs.
• - Calendar: see your tasks and synced events from Google Calendar or Outlook in a weekly or monthly view (on mobile, day by day with a navigation bar).

Step 5: Share tasks with collaborators without giving access to everything

If you work with a team (e.g., another agent, an assistant, or a photographer), invite them to a specific workspace via email. They’ll only see the tasks for that workspace, and you can assign them specific tasks (e.g., 'Photographer: take photos of the house on Main Street on Tuesday at 10:00 AM'). If you need to share a single task with someone external (e.g., send a contract to a client), generate a public link for that task: whoever opens it will only see that task, without access to the rest of Foco.

Why Foco wins over generic apps or scattered lists

The typical alternative for real estate agents is using note-taking apps, spreadsheets, or task managers designed for a single project. The problem is that everything gets mixed together: tasks for one property appear alongside those for another, there’s no way to filter by client or priority, and reminders get lost among scattered notes. Foco is designed for those who manage multiple workspaces at once (properties, clients, follow-ups) and need:

• To see all tasks together but instantly identify which property or client they belong to (thanks to colors and Panorama mode).
• To filter by a single workspace when you need to focus (Focus mode), without distractions from other clients.
• To capture information on the go with voice and have Foco organize it automatically (dates, priorities, reminders).
• To share tasks with collaborators without giving access to all your information (public links or invitations to specific workspaces).
• To sync external events (e.g., appointments in Google Calendar) to see them alongside your tasks in Foco’s calendar.

Plans for real estate agents

• Free: unlimited workspaces and tasks, list and kanban views, text and voice capture (5 Burst uses per month, dictations up to 2 minutes), tags.
• Foco (4 €/month): adds calendar view, sync with Google Calendar or Outlook, collaboration, and task assignment.
• Plus (20 €/month): everything above plus unlimited AI (unlimited Burst and AI features with monthly credits).