🎯 Goal
Build an availability schedule against a requirement, pairing suitable properties to an applicant's brief, ready to share with your occupier client.
❓ Why
The availability schedule is the tenant-rep equivalent of a disposal's interest schedule: a curated, live view of which properties fit the applicant's brief. A well-built schedule speeds up shortlisting, makes client calls sharper, and gives you a clear record of what you've considered (and discounted) for when the client asks why.
🔍 Overview
Building the schedule is two stages: find matches, then add them to your schedule. Kato auto-suggests properties based on the requirement criteria; you then fine-tune with filters, add society-sourced matches, and optionally add properties you know of manually.
📊 Step-by-step
1. Open the requirement's Find Matches
Click Requirements, open the requirement, then the Find Matches tab.
2. Review auto-matches
Kato presents AI-suggested properties based on the requirement's Who/What/Where. Review via the map view or the property cards on the left — each card shows the key attributes you need to decide.
3. Fine-tune with filters
Quick filters at the top — adjust size range and search area on the fly.
Advanced filters — budget, age, specs, grade.
Quick search — type in a property name or address to pull a specific match.
4. Include society matches (UK members)
If your firm has a society membership, toggle "Society" to include disposals circulated by other members. This widens the schedule beyond your own portfolio.
5. Add to schedule
Select properties individually or in bulk, then click Add to schedule. They appear on the requirement's Match Schedule, ready to enrich and share.
✅ You've done it when…
The requirement's Match Schedule tab shows your selected properties, each linked back to the underlying disposal record, and the applicant pipeline reflects the requirement as actively being worked.
💡 Common mistakes & pro tips
Be inclusive at the build stage, ruthless at the share stage. Add anything plausible to the schedule first, then curate before sharing with the client.
Quick-add curve-balls. Use Quick Search to add properties that don't match the criteria but might interest the client, the "surprise option" that wins deals.
There's a +/- 10% size buffer built into matching, so a 9,500 sq ft property will appear for a 10,000 sq ft requirement. Factor that into your filtering.
Discounted matches are properties Kato surfaced but you've actively rejected. They stay hidden from future auto-suggestions, use sparingly.
💬 Need Help?
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