🎯 Goal
Enrich, reorder and refine an existing availability schedule, comments, viewings, match statuses, additions and removals, so the version you share with your client tells the current, accurate story.
❓ Why
An availability schedule is a living document, not a one-shot export. As viewings happen, properties drop out, new options emerge, and the applicant's thinking evolves; your schedule should keep pace. Kato updates both your internal match schedule and any shared client login automatically, so the client always sees the latest view.
🔍 Overview
The five most common edits on an availability schedule:
Update match status (Longlist / Shortlist / Rejected / Viewing / Offer)
Add comments and report notes against each property
Record viewings and feedback
Add or remove properties
Customise columns and layout for export
📊 Step-by-step
Open the Availability Schedule
Open the requirement → Availability Schedule tab.
Update match status
Click into any match to change its status. Status drives the column it sits in and what the client sees in the shared schedule.
Add comments & report notes
Each match has a Comment for report field. What you write here appears on the client-facing report and live schedulem, your profile picture and the comment display next to the property. Useful for "shortlisted because X", "client viewed and declined because Y", or "held pending clarification on service charge".
Record viewings
Attach viewings directly to a match — details, attendees, outcomes and feedback. This feeds through to the disposal's record too, so the disposal agent sees viewing activity automatically.
Add or remove properties
Add new matches via the Find Matches tab at any time. To remove, open the match and discount the match, giving a reason. This match will then be hidden from the live client view but retained for your record.
Customise the report
Before sharing or exporting, you can configure the report. Add columns visible to the client, remove ones that aren't relevant, and reorder for presentation. Changes made here only apply to this schedule.
✅ You've done it when…
Every active match has a meaningful comment or recent activity, the column layout matches how you want the client to see it, and archived/declined properties have been moved to Discounted so the live schedule stays focused.
💡 Common mistakes & pro tips
Reconnect an edited requirement if needed. If the requirement criteria change substantially, matches in your schedule may drop out of auto-match range. You can reconnect them to the updated requirement so they stay included — check the Activity Log for any warnings.
Edits to the client-facing schedule don't touch the underlying requirement. You can customise layout, hide data, add comments — none of it changes the core record.
Keep comments client-friendly. Comments appear on the shared schedule — write them as if the occupier is reading them, not as internal notes.
💬 Need Help?
📞 0203 772 8898