🎯 Goal
Share an availability schedule with your occupier client; as a PDF, PowerPoint, Excel, or a live digital schedule; in whatever format fits how they want to consume it.
We have a dedicated quick start video on how to report your schedule to your client.
❓ Why
How you report drives how clients engage. A static PDF is fine for a formal quarterly pack; a live digital schedule keeps a busy client up-to-date without weekly re-exports; a PowerPoint works well when the schedule is part of a broader pitch. Kato gives you all of them from the same underlying Match Schedule — choose the format that fits, not the one that's convenient to produce.
🔍 Overview — three ways to share
Digital Availability Schedule (client login) - a live, always-current link the client can bookmark. Optionally password-protected.
Export - attach a PDF, Excel or PowerPoint version of the schedule to a standard email.
Email - send email directly out of Kato to a recipient
📊 Step-by-step
Share a Digital Availability Schedule (recommended)
Open the requirement's Match Schedule.
Click Share Availability Schedule → Client Login → Generate Client Login.
Optionally set a password — send the password separately by email.
Write a welcome message the client sees when they first open the schedule.
Toggle whether media (brochures, images) is included or excluded.
Generate and share the link. Any updates you make to the schedule flow through automatically.
From the Match Schedule, click Share Availability Schedule → email option.
entre the recipinants email adress and who you want the emil to be sent from.
Customise the email subject and message.
Choose CC recipients or send yourself a copy.
Select which properties you want to include
Preview, then send.
Download an export
Click 'Download' in the top right-hand corner of the schedule
Select the groups of status you want to include
Choose the format for the download (spreadsheet/PowerPoint)
If you want to recive a copy via email you can chekc that box before you click download.
🤖 Auto-generated schedules for direct enquiries
When you respond to a digital enquiry (from your website or a property portal like Rightmove or Zoopla), Kato auto-creates a Digital Availability Schedule as part of the match-and-respond workflow. It uses the matched properties and your email text to pre-fill. By default, these are not password-protected but you can add one manually if needed.
✅ You've done it when…
The client has the schedule in their preferred format — either a live digital link they can return to, or an export attached to an email — and you can see that the properties and comments reflect your latest update.
💡 Common mistakes & pro tips
Default to the digital schedule for engaged clients who check in often — it removes version-control headaches and demonstrates live activity.
Export to PowerPoint for client presentations — comes out formatted and ready, no re-keying needed.
Comments for report carry through every format. What you write in the match comment field appears on the digital schedule, the PDF, the Excel, and the PowerPoint.
Password-protect confidential schedules — always, if the client has asked for confidentiality or if the schedule includes sensitive terms.
Include occupancy-cost calculations on the match for high-value comparisons — it's a field-level toggle per match.
💬 Need Help?
📞 0203 772 8898