🎯 Goal
Run a productive day-to-day requirements pipeline: find what you need, prioritise the right applicants, and keep the board and requirement details up to date for accurate reporting.
❓ Why
A messy requirements list hides deals. Too many "active" applicants obscure who's genuinely in-market; too few signals you haven't captured enquiries. Managing your requirements deliberately, with board view, filters, saved views, and clean statuses, means your pipeline reflects reality, not aspiration.
🔍 Overview
Manage four core workflows:
Find it: search, filter, and view by status
Review matches: work through the auto-match list and fine-tune
Progress the applicant: status changes, comments, viewings, intel
Keep it current: approve ageing listings, cleanse stale data
📊 Step-by-step
Find a requirement
Click Requirements in the left nav. Use:
Search bar — applicant company, contact, or requirement title
Filters — size, location, status, type, team
Sub-nav — switch between My Requirements, My Team's, or all
Board view — visualise applicants across pipeline stages (Search / On Hold / Viewing / Offer / Completed)
Review matches on a requirement
Open the requirement → Find Matches tab. Kato shows auto-matched properties based on the criteria you set. Fine-tune with quick filters (size, search area) or advanced filters (budget, age, specs). Use Quick Search to pull in a specific property you already know about.
Progress the applicant
From the match schedule, update match status (Longlist, Shortlist, Rejected), add comments, record viewings, and layer in market intel.
Keep the requirement current
Requirements need refreshing every 60 days. Kato prompts you by email, on the homepage, and on the requirement itself. After 80 days without approval, requirements auto-unpublish from society. Use the prompt to either confirm it's still live, update it, or archive.
✅ You've done it when…
Your Search column holds only genuinely active applicants, every requirement has a clear status, and you have zero unactioned match notifications.
💡 Common mistakes & pro tips
Use "On Hold" aggressively. Applicants who aren't actively looking this month belong there, not in Search. You can still match and email them.
Exports are there for a reason. Export requirements to Excel for offline work or board packs, Word for formal briefs, or PDF for client updates.
Personalise your Search Hub. Save the filter combinations you use most often as saved views — saves 30 seconds every time.
Layer intel as you learn it. Notes like "client prefers fitted space" or "budget flex on rent-free" sharpen future matches and protect institutional knowledge.
💬 Need Help?
📞 0203 772 8898