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How to Set Up and Manage Listing & Buyer Templates

Templates are the backbone of your workflow in ListedPro. By building a template once, you define your custom statuses, checklists, dates, expenses, and emails — and that structure automatically flows into every listing or buyer file you create. This article walks you through creating and configuring both Listing Templates and Buyer Templates.

Getting to the Templates Page

  1. From any screen in ListedPro, locate the top navigation bar.
  2. Click Listings or Buyers to switch to the appropriate side of the platform.
  3. In the top-right area of the dashboard, click the Opportunities button. This returns you to your main dashboard list of active opportunities and also serves as your home base for navigating to Templates.
  4. Look for the Templates view in the URL or navigation — you will see two tabs: Listing Templates and Buyer Templates.

[IMAGE: ezgifframe024.png — Templates page showing Listing Templates and Buyer Templates tabs, with the "+ Add Template" and "Opportunities" buttons in the top-right]

Part 1: Listing Templates

Creating a New Listing Template

  1. On the Listing Templates tab, click + Add Template in the top-right corner.
  2. A new template entry will appear in the list.

Editing a Listing Template

  1. To open a template for editing, click the pencil (edit) icon to the right of the template name. [IMAGE: ezgifframe024.png — Template list with pencil edit icon and trash delete icon highlighted]
  2. The Template Editor will open. At the top you will find:
    • Template Name — Click to type or edit the name of this template.
    • Description — An optional field to add notes about when or how to use this template.
    [IMAGE: ezgifframe030.png — Template editor open, showing name field, description field, and the three tabs: Manage, Execute, Email Content]
  3. Below the name and description are three tabs: Manage, Execute, and Email Content. Each is covered in detail below.

Deleting a Listing Template

  • To remove a template, click the trash can icon next to it on the Templates list.

⚠️ Note: Deleting a template is permanent. Make sure the template is no longer needed before removing it.

The Three Template Tabs

Tab 1: Manage

The Manage tab is where you define the structural settings for the template — primarily your custom listing statuses and the template's visibility settings.

[IMAGE: ezgifframe030.png — Manage tab open, showing Primary Listing Status and Template Settings sub-tabs]

Primary Listing Status

This section lets you create a custom, color-coded sequence of statuses that reflect your personal transaction process. For example:

  • Under Contract
  • Closing Date Confirmed

Each status has a Name and a Color (entered as a hex code). Use the + Add new button to add more statuses, and drag the # handle on the left to reorder them.

💡 Tip: Think of these statuses as the stages you track internally — they can be as specific or as general as your workflow requires.

[IMAGE: ezgifframe032.png — Primary Status list showing "Under Contract" and "Closing Date Confirmed" with their hex color codes]

Template Settings

Click the Template Settings sub-tab to control visibility:

  • Private — Only you can use this template.
  • Organization — A modal will appear allowing you to grant specific team members access to the template.

Tab 2: Execute

The Execute tab is where you pre-populate the data inputs that will appear when this template is applied to a real listing. Think of it as setting your defaults so you don't have to configure things from scratch each time.

[IMAGE: ezgifframe039.png — Execute tab open, showing Property, Transaction, and Closing phase columns with their respective icons]

The Execute tab organizes inputs into phases, displayed as columns across the top:

Property Phase

  • Walkthrough — Add custom areas of the home to evaluate during a walkthrough (e.g., "Master Bathroom," "HVAC System"). Each agent can tailor this to what matters most in their inspections.

Transaction Phase

  • Critical Dates — Pre-create custom date fields relevant to your transaction process (e.g., inspection deadline, financing contingency date).
  • Documents — Add document placeholders you want pre-loaded on every listing that uses this template.

Closing Phase

  • Client Closing Checklist — Add items that should automatically appear on the client's closing to-do list.
  • Agent Closing Checklist — Add items for your own internal closing checklist.
  • Post-Closing Checklist — Add tasks that need to be completed after the transaction closes.

Within the Execute tab, there is also an Expenses section:

  • Expenses — Add expense categories and line items you want pre-populated on every listing (e.g., staging costs, marketing fees).

💡 Tip: Use the + Add New button in each section to add items. Each item has an Order, Name, Description, and Additional Options field.

[IMAGE: ezgifframe040.png — Execute tab showing Expenses section with "Add New" button and empty table with Order, Name, Description, Additional options columns]

Tab 3: Email Content

The Email Content tab lets you create pre-written emails for every phase and step in the listing process. When this template is applied to a listing, those emails will already be loaded and ready to send.

[IMAGE: ezgifframe050.png — Email Content tab open, showing phase columns (Walkthrough, Offers, Transaction, Closing) with email icons and "Add New Email" button]

  • Phases are displayed across the top: Walkthrough, Offers, Transaction, Closing.
  • Click the icon for any phase/step to open the email editor for that section.
  • Click + Add New Email to add a custom email to the selected phase.

💡 Tip: Building out emails in the template saves significant time — your standard follow-up and update messages will be ready to go as soon as you start a new listing.

Saving Your Template

When you are finished configuring all three tabs, click Save & Close in the top-left corner to save your changes and return to the Templates list.

[IMAGE: ezgifframe030.png — Save & Close button in top-left of template editor]

Part 2: Buyer Templates

Buyer Templates work the same way as Listing Templates but are designed for the pre-offer, buyer-side portion of your process — managing buyer contacts before they are tied to a specific property.

Switching to Buyer Templates

  1. On the Templates page, click the Buyer Templates tab.
  2. You will see any existing buyer templates listed here.

[IMAGE: ezgifframe052.png — Buyer Templates tab selected, showing "ListedPro – Buyer Contact – Default" template with edit and delete icons]

Editing a Buyer Template

Click the pencil icon on any buyer template to open it. The editor looks very similar to the Listing Template editor, with a few key differences:

[IMAGE: ezgifframe055.png — Buyer template editor open, showing "Buyer Template" badge, name, description, and Manage / Email Content tabs]

Manage Tab (Buyer)

  • Primary Buyer Status — Create color-coded stages for the buyer's journey, for example:
    • Buyer Agreement
    • Pending Pre-Approval
    • Property Search
  • Template Settings — Same privacy/visibility controls as the Listing Template.

[IMAGE: ezgifframe058.png — Buyer template Manage tab showing Primary Buyer Status list with Buyer Agreement, Pending Pre-Approval, and Property Search statuses with hex color codes]

Execute Tab (Buyer)

The Buyer Execute tab has Transaction and Closing phases — but does not include a Property/Walkthrough phase, since no specific property is tied to the buyer at this stage.

[IMAGE: ezgifframe060.png — Buyer Execute tab showing Transaction (Critical Dates, Documents) and Closing (Client Closing Tasks, Agent Closing Tasks, Post-Closing) icons, with Critical Dates section below]

  • Transaction → Critical Dates — Add key milestone dates relevant to the buyer process.
  • Transaction → Documents — Pre-load document requirements.
  • Closing → Client Closing Tasks / Agent Closing Tasks / Post-Closing — Identical to the listing template closing checklists.

💡 Note: Once a buyer submits an offer on a specific property, the Buyer Listing Template comes into play for that transaction — combining the buyer's contact template with listing-side transaction data.

Email Content Tab (Buyer)

Works identically to the listing version — build out pre-written emails for each step of the buyer journey.

Saving Your Buyer Template

Click Save & Close when finished.