How to use Urbanxo

Urbanxo is a web app for construction and real-estate teams. It helps you list apartments and other units on interactive building photos, send offers to buyers, turn them into sales, and track money collected. Each company works inside its own organization so data stays separate.

Think of Urbanxo as several tools in one place

You do not have to use every part on day one. Here is the full menu in simple words — each has its own section later on this page:

• Buildings & maps — Add your properties, upload facade photos, and draw unit outlines so buyers can click on a picture.
• Units — Your inventory: apartments, parking, shops, with prices, photos, and status (available, reserved, sold).
• Offers & sales — Send quotes to buyers, then record the deal and payment plans.
• Payments — Log money as it arrives (installments or lump sums).
• Reports — Charts and totals so you see performance over time.
• Marketing— See anonymous traffic on your public listings, choose which units to "spotlight," and (with the right plan) use AI for promotion text, per-unit content packs, an optional AI-built landing page at /page/your-org, Deal Coach reminders, and an optional chat assistant on public unit pages.
• Calendar — Appointments, if your team enables them.
• Sticky notes — Quick internal notes for your team.
• Settings — Logo, colors, emails, and how your public site looks.
• 360° virtual tours — Optional immersive room photos for each unit (see the dedicated section).
• Urbanxo Copilot — An AI assistant inside the app that can answer questions and guide you (see the Copilot section).

Register creates your personal login (name and email). Sign in brings you back to the app later. Always sign out on shared computers (look for sign-out in the account menu if your team adds one).

1. Open the home page and click Get started or Create account.
2. Fill in the form and submit.
3. Next time, use Sign in with the same email and password.

An organizationis one company's workspace — its buildings, units, clients, and money. If you belong to more than one organization, use the organization switcher at the top of the side menu: click it, pick another company, and the whole app switches context.

There is also a Choose organization screen when you need to pick where to work before opening the dashboard.

After you enter the app for an organization, the Overview page is your home. It shows:

• Quick actions — shortcuts to Buildings, Units, Offers, Sales, Payments, Reports, and other areas such as Marketing (you only see what your role allows).
• This month — money collected, sales closed, offers created, and totals over time.
• Receivables — upcoming or overdue installment payments.
• Visuals — charts for inventory and daily cash-in.

A buildingis one property you sell from — for example "Tower A" or "Block 3". Go to Buildings in the side menu.

1. Use New building: type a name, optional slug (a short code for links), and optional address.
2. Click Create building, then open the building from the list.

On the building page you manage sides (see next section). The list view also shows how many units and sides each building has.

A building side is one view of the building — for example the North facade or Street view. You upload one big photo per side. That photo becomes the background for the clickable map buyers see on your public website.

When you add a side, you give it a name and optionally a side type:

• No type (mixed) — use when this photo mixes apartments, parking, or shops on the same image.
• Apartment, Parking, Warehouse, Commercial store — pick one if this photo is mainly for that kind of unit. That helps visitors browse your public map by category.

For each side you can:

• Upload render — attach the facade image file from your computer (use a normal image format like JPEG or PNG).
• Edit — change the name or side type.
• Delete — removes the side and any shapes drawn on it (the app will warn you).
• Open the map editor — draw unit outlines on the photo (explained below).

On a building side, the map tool lets you draw polygons (outlines) on top of the photo. Each outline can be linked to a unit (an apartment, parking space, etc.).

You can:

• Draw a shape and link it to an existing unit you already created.
• Use Create new unit from this shape to add the unit and the outline together in one step.
• Save changes so your team and the public site see the update.

Shapes respect the unit's status (available, reserved, sold) so colors and behavior can reflect that on the map.

A unit is anything you sell: an apartment, parking space, warehouse, or commercial unit. Open Units in the menu.

Click New unit (if you have permission) and fill in:

• Building — which property it belongs to.
• Type, name, number, floor — how you label it on lists and maps.
• Area — size (used when price is per square meter).
• Price type — fixed total price, or per m² (the app multiplies by area).
• Base price — the number the app uses for offers and the public site (subject to your settings).

You can also attach photos:

• Floorplan and showcase images.
• Gallery — extra pictures for brochures and the public unit page.

On the Units list, use filtersto narrow by building, type, status, floor, and more. You can change a unit's status (for example from Available to Reserved or Sold) when your permissions allow.

Optional: you can attach a 360° virtual tour to a unit so buyers explore rooms in the browser — see 360° virtual tour below.

A 360° virtual tourlets buyers "stand inside" a space: they drag the view to look around, and you can place hotspots to jump to another room or read a short note. It is separate from the flat photos in the gallery and from the main showcase images on the listing — it is specifically for full-sphere (360°) pictures.

What kind of image to upload

Each "room" in the tour is one panoramic image file. The app expects a common 360° format called equirectangular — the wide stretched image that wraps all the way around you (many cameras and phone apps export this as JPEG or PNG). If you upload a normal flat photo, it will look wrong inside the viewer.

• Use JPEG, PNG, or WebP image files.
• Very large files may take longer to upload; if something fails, try a slightly smaller export from your camera software.

Rooms / scenes (one tour per unit)

Urbanxo stores one tour per unit. Inside that tour you add one or more scenes— think "Living room", "Bedroom", "Balcony". Each scene is one uploaded panorama.

1. Click + Add panoramic image and choose a file from your computer.
2. Give the scene a title(you can edit it later). The default might say "Room 1" — rename it so your team understands.
3. Use Up / Down on the selected scene to change the order visitors usually follow (for example living room before bedroom).
4. Delete removes that scene and any hotspots drawn on it — confirm when asked.

Hotspots (links and info)

After you select a scene in the list, the big viewer shows that panorama. You add hotspots by switching a mode, then clicking on the image where the pin should sit.

• Add link hotspot — use when you have at least two scenes. Click the panorama to place the pin; then choose which other room it should open and an optional short label. Buyers use these to walk from room to room.
• Add info hotspot— click the panorama to place a pin, then type explanatory text (for example "South-facing windows" or "Fitted wardrobes"). Buyers tap to read it.

You can move hotspots after they exist (drag them in the editor) so fine-tuning is easy. If you try to add a link before you have a second room, the app will tell you to add another scene first.

What buyers see on your public site

When at least one scene exists, the public unit page shows a section titled 360° virtual tour below the main unit content. Visitors can look around and use your hotspots. Open that unit on your public site in a browser — you can copy the address from the bar and share it; many browsers let people jump straight to a section after the page loads.

Tips for a good first tour

• Start with one clear panorama per main space — you can always add more later.
• Link hotspots work best when scene titles match how you talk ("Kitchen" not "IMG_0293").
• Check the public unit page yourself after publishing — drag the view and click every hotspot.

Unit visuals is a dashboard view that groups flat images attached to your inventory—floor plans, showcase photos, gallery shots, and similar—organized by unit (like opening a folder per apartment). Use it when you want to scan marketing media across the portfolio without stepping through every unit editor.

Where to open it

From the side menu, open Unit visuals (image/gallery style entry). If the item is missing, your role may not include this area—ask an organization owner.

Layout: all units or drill down

Switch between a flat grid of every image and a collapsed view grouped by unit or building so you can focus one development at a time.

AI enhancement (subscription)

On supported plans you can open an image and run enhance with options tuned for architectural visualization—lighting, season, atmosphere—without typing long prompts in the UI. Pro (or equivalent) typically lets you generate and save results back to the unit; other plans may only preview controls. AI usage may share a monthly quota with other image features (such as season renders). If a button is disabled or you see a limit message, check your plan or ask an admin.

A client is a buyer or lead (name, email, phone, and notes). You usually do not manage clients from a separate menu in this app — you add them while creating an offer or a sale. The wizard lets you pick an existing client or create a new one.

An offer is a formal quote: which units, at what price, for which client. Go to Offers → New offer.

The wizard walks through steps:

1. Client — choose someone already in the list or create a new client.
2. Units — select available units from your inventory.
3. Pricing — adjust line prices and discounts; the app calculates totals.
4. Payment — optional proposed payment schedule for documents.
5. Review — check everything before saving.

Each offer has a status such as Draft, Sent, Accepted, Rejected, or Expired. On the offers table, the ⋯ (actions) menu on a row can let you:

• Edit offer — change the offer in the editor.
• Send email— email the client using your organization's templates.
• Generate PDF — download an invoice-style PDF.
• Generate contract — download a contract-style PDF.
• Delete offer — remove the offer (use carefully).

A sale records that units were sold to a client, for a total amount, often with a payment plan. Open Sales.

Two common paths:

• New sale — start the sale wizard (similar steps to offers: client, units, pricing, payment plan, review).
• Create sale from an accepted offer — if your team turned an offer into a deal, pick that offer and convert it to a sale without retyping everything.

Sales can be pending, completed, or cancelled. A payment plan can include multiple installments with due dates and amounts (fixed sums or percentages of the total — the app enforces sensible totals).

The Payments page is where you record real money received. This is different from the schedule: the schedule says what should be paid; a payment says what was paid.

• If the sale uses installments, you can record a payment against a specific installment.
• If there is no installment plan, you can record payments against the whole sale.

The page helps you see what is still owed and supports quick entry of amount, date, and optional notes or reference numbers.

Under Reports, you get charts and numbers for a date range you choose (presets include last 30 or 90 days, year-to-date, or all time). Typical insights include cash collected, sales by unit type (apartments vs parking, etc.), offers pipeline, and installment exposure.

Marketing is where you watch how anonymous visitors use your public listing site, decide which units deserve extra attention, and (if your plan includes AI) generate wording for campaigns. Open Marketing from the side menu (megaphone icon).

The numbers at the top (analytics)

At the top of the Marketing page you see a time window — for example 7, 30, or 90 days. Pick the range that matches how you think about traffic (last week vs last quarter).

• Events tracked— How many small actions were recorded on your public site in that window (page views, filter clicks, and similar). Think of it as "activity volume," not unique people.
• Unique visitors — A rough count of different browsers. It is not perfect, but it tells you whether more or fewer people are finding your listings.
• Event mix — What visitors did: for example viewing a unit page vs changing filters on the catalog. Helps you see browsing vs searching.
• Most viewed units — Which unit detail pages were opened the most. Use this to spot what buyers actually look at — not only what you guess is popular.
• Search & filter signals — Aggregated hints from catalog filters (for example which building or unit type people filter to). Helps you understand demand patterns.

Spotlight units (your "push list")

A spotlight is a unit your team chooses to promote harderon the public experience. You are not changing the unit's real status — you are telling Urbanxo: "when in doubt, favor this listing in ranking and messaging."

1. Click Add unit, pick a unit from the list, set a priority from 1 to 100 (higher = stronger boost), and optionally type a short note for your team (for example "End-of-year push").
2. Sold units cannot be added to spotlight — only inventory that is still sensible to sell.
3. You can change priority anytime or Remove a spotlight row when the campaign ends.

What spotlight does for you (automatically):

• On the public apartments catalog, spotlighted units tend to appear earlier in the list (sorted by priority, then the usual building/floor order).
• On the same catalog page, visitors may see a spotlight modal — a one-time style card that introduces your top spotlight unit. If they dismiss it, it usually stays hidden for that browser session so it does not nag.
• Recommendations("You may also like" on unit pages) use your spotlight priorities as one signal among several (together with what the visitor already viewed). Spotlight is a nudge, not a guarantee that a bad fit will rank first.

AI Promotion studio (campaign wording)

Lower on the Marketing page, AI Promotion studio can draft text for a selected unit — for example a headline, short subtext, bullet points, a call-to-action line, and a short paragraph suitable for email.

1. Choose a unit from the dropdown (only non-sold units appear).
2. Click Generate copy and wait a few seconds.
3. Read the result, then use Copy buttons to paste into emails, ads, or social posts. Always double-check numbers (area, price) against your live listing before publishing.

If you generate many requests in a short time, you may need to wait a bit before trying again — this keeps the service reliable for everyone.

More under Marketing in the side menu

The Marketing entry expands to show additional screens. You need the marketing:read permission (or higher) to open them; your admin controls who can edit. The sections below explain each one in order: AI content drafts, AI landing page, AI Deal Coach, and Public listing assistant.

AI content drafts are saved marketing packs for individual units—headlines, listing copy, and related text generated from the same inventory data you already manage. Open Marketing → AI content drafts in the side menu to see every pack in a table (unit, building, status, last updated).

How to use it

1. From the list, click a unit to open its marketing content screen.
2. Review the generated fields. Treat them as a draft—always confirm area, price, and legal details against your source of truth before publishing anywhere.
3. If your product version includes experiments or metrics for copy variants, you can track them from the same area (labels depend on your build).

This is not the same as the AI Promotion studio on the main Marketing overview page. Promotion studio is for quick, one-off campaign lines for a unit you pick in a dropdown. Content drafts are the longer-lived pack tied to the unit’s record and the list under AI content drafts.

AI landing page helps you build a standalone marketing page for your organization at a public URL shaped like /page/your-organization-slug. It is separate from the main apartments catalog and building maps—think of it as a brochure-style entry point you can share in ads or email.

What it does

You answer business questions (positioning, audience, tone), choose design preferences (theme, hero layout, navigation sections, call-to-action targets), attach optional logo or background images, and pick featured units from your available inventory. The product sends that structured input to AI, then stores only sanitized HTML for public display—scripts and unsafe markup are stripped for security.

Typical workflow

1. Open Marketing → AI landing page. Work through the steps: interview (business profile), theme, navbar, footer, media and units, then preview.
2. Use Generate when you are ready; review the preview carefully.
3. Save draft keeps work private; Publish makes the page visible at the public URL. You can Unpublish later if needed.
4. Use Open landing page on the screen (or visit /page/<slug> in a browser) to confirm what buyers see.

AI Deal Coach is a coaching-style view that combines your internal sales data with anonymous public browsing signals (similar time windows to the Marketing overview). It highlights patterns such as quotes that have been waiting, buyers who have gone quiet, or floors and units that get heavy traffic on your listing site—so your team can prioritize follow-ups.

Open Marketing → AI Deal Coach. Use the same style of date range you use elsewhere in Marketing (often via ?days= in the URL) to match the analysis window to how you work.

How to use the suggestions

1. Read each card as a hint, not an instruction—your sales judgment stays in charge.
2. For AI-generated drafts, edit tone and facts before sending to a client.
3. Pair Deal Coach with Marketing overview (spotlight and analytics) so promotion choices match what visitors actually browse.

The public listing assistant adds an AI chat widget on each public unit page so visitors can ask questions in natural language. Answers are grounded in published listing data for that unit and other units in your public catalog—areas, typologies, floors, status, and price when your settings allow public pricing—plus any notes you provide in the assistant settings.

Setup

1. Open Marketing → Public listing assistant.
2. Turn on the assistant when your plan includes AI and the host has AI services configured.
3. Set a contact email (and optional organization notes) so the model knows how to phrase handoffs and any fixed facts you want repeated consistently.
4. Visit a public unit page on your buyer site and test questions as a visitor would.

If the toggle is unavailable, verify subscription AI entitlement and server-side AI configuration—the page surfaces the same constraints your administrators see in the dashboard.

While you are logged in, look for the Copilot / chat control (usually a floating button). That is Urbanxo Copilot — an assistant that runs inside your workspace, not on the public website buyers see.

You can ask it things like:

• Where do I find buildings, units, or offers?
• What does this part of the screen mean?
• What should I do next in a workflow?

It can also highlight parts of the interface or suggest next steps when the product supports it. It is meant to reduce tab-hunting — especially when you are new.

If you send a lot of messages in a short time, you may need to wait briefly before continuing — then try again.

Urbanxo can connect to Telegram so you can stay in touch with inventory and workflows from your phone—useful between site visits or when you only have a mobile thread open.

What Telegram is for

• Operational updates — structured answers and shortcuts that reflect your linked workspace (exact commands depend on what your organization enabled).
• Copilot-style chat — when your subscription includes full AI messaging, you can continue a similar conversation to Urbanxo Copilot inside Telegram instead of only the web floating chat. Scope and limits still follow your plan.

Your organization gets a public site at its own web address (your team shares the link). Buyers do not need to log in. From the dashboard side menu, use Open public site to view it in a new tab.

Visitors can:

• Browse apartments (and other listed units) with filters.
• Open a building map and click shapes on your facade photos to see unit details.
• On a unit detail page, if your team added one, open the 360° virtual tour — drag to look around and use hotspots to move between rooms or read notes (how tours are built).
• On a unit page, scroll to You may also like — suggestions that combine your team's spotlight choices (see Marketing) with what that visitor already looked at. If your plan includes AI assistance, short lines may be refined for readability; either way, matches come from the same listing data.
• On the catalog, they may see a spotlight card for your top promoted unit once per session — another reason to keep spotlight up to date in Marketing.
• See photos and details you allowed — prices appear only if your team enables them (see Settings).

Open Settings from the bottom of the side menu. Sections include:

• General — organization-wide options such as whether the public site shows prices.
• Email — subject lines and HTML bodies for messages sent with offers and sales.
• Public navbar — colors, logo, and navigation links for your public listing site.
• Page appearance — templates, layout, and full-page theme (fonts, hero text, background colors) so your public pages match your brand.
• Telegram — pair your organization with Telegram for mobile-friendly updates and, when your plan allows, Copilot-style chat outside the browser (see Telegram & mobile control).

Owners and admins usually see everything. Other members are given access that can allow or block actions such as editing buildings, editing units, writing offers, recording sales, recording payments, or changing settings. If a menu item is missing, you may only be allowed to view that area — ask an organization owner to adjust what you can do.

• Organization— one company's data and branding inside the app.
• Building — one property you sell from.
• Building side — one facade photo and its clickable map layer.
• Render — the image file used as the background for that map.
• Unit — an apartment, parking space, warehouse, or shop unit in your inventory.
• Polygon — the outline drawn on a photo and linked to a unit.
• Offer — a quote for a client.
• Sale — a completed deal and its totals.
• Installment — one scheduled payment in a plan.
• Payment — money you received and logged in the system.
• Spotlight — a unit your team marks for extra promotion on the public site and in recommendations (priority 1–100).
• Marketing (section) — analytics, spotlight list, AI Promotion studio, plus separate pages for content drafts, an AI-built landing at /page/<slug>, Deal Coach, and the public listing assistant.
• AI content draft / marketing pack — saved per-unit generated listing and campaign text you review under Marketing → AI content drafts.
• AI landing page — optional sanitized HTML brochure page for your org at /page/<org slug>, edited under Marketing → AI landing page.
• Deal Coach — Marketing screen that surfaces follow-up ideas from sales pipeline and public browsing signals; optional AI-written message drafts when your plan allows.
• Listing assistant — optional buyer-facing chat on public unit pages, scoped to published listing data and your handoff email.
• Copilot — the in-app AI assistant that helps you navigate Urbanxo while you work.
• 360° tour / panorama scene — a full-sphere photo of one room; several scenes form one virtual tour per unit.
• Hotspot — a clickable pin on a panorama (link to another room, or info text).
• Equirectangular — the standard wide image format used for 360° photos in Urbanxo.