Update a prospect's profile
Updated 29 September 2026
The Short Answer
Open their profile and press Update Profile, then pick one: Sync with Chats, Import Chat, Upload a Document or Add Notes. For your whole book, use Prospecting → ⋯ → Update Profiles. To change a detail yourself, point at it on their Profile tab and press its pencil; + Add Fields adds ones it doesn't have.
Nothing runs until you pick it, and each option is its own step — two updates are two passes.
Where do I find Update Profile?
- In Prospecting, open their profile and press Update Profile.
- Or right-click their row in Prospecting and choose Update Profile.
- In the Inbox, open their conversation and press Update Profile under Client Context.
It opens titled with their name — Update Rachel's Profile — and lists four options. Two buttons open it one step in: + Upload a Document on their Files tab, and Import Chat on a conversation's menu in the Inbox. Back from either shows the other options.
Which option do I pick?
| Option | What you give it | What happens to it |
|---|---|---|
| Sync with Chats | Nothing — it reads the chats PropKaki already has with them | What they have said since you last looked is read into their profile |
| Import Chat | A WhatsApp export, without media | Kept as history, in their chat and on Sent Logs |
| Upload a Document | A tenancy agreement, an OTP or a brochure — PDF, Word (.docx), Excel, CSV or a text file | Read for what it says, and kept under Files until you remove it |
| Add Notes | Anything you know that is not written down yet | Kept word for word in their notes |
Press an option and its step opens. Its button is Sync, Import, Upload or Add, and after it runs a line says what was added — Read your note — 2 things added.
Why is Sync with Chats greyed out?
Sync with Chats reads the chats PropKaki already has with them. With none on file it is greyed out and says No chat on file for them yet — import one below, or connect your line. When nothing is new, it says Nothing new since last time.
When there is something, the option shows how much before anything runs — 12 new messages — and it reads only when you press Sync. If it says you have used up today's reading, their chat was not read this time.
Can I do two things at once?
One at a time. Each option is its own step, so adding a note and uploading a document takes two passes: finish one, press Back, and pick the other.
Back lets go of anything that step was holding and had not saved — a file you picked but did not upload goes with it. And nothing runs unless you pick it: Sync with Chats reads their chats only when you choose it and press Sync.
How do I update everyone at once?
Open Prospecting → ⋯ → Update Profiles. It offers three options, for the people already in your book:
- Sync with Chats — reads what everyone has said since you last looked. It shows how many chats have something new, across how many people, before you press Sync. You can close it while it reads; it keeps its place.
- Import a Spreadsheet — the same importer as Add Contacts, with the columns and the people to check before anything is saved.
- Import Chat — asks who the chat is with, then files it under them.
Upload a Document and Add Notes are about one person, so they are only on that person's Update Profile.
How do I change or add a detail by hand?
On their Profile tab every detail is a tile. Point at one and a pencil and a ✕ appear beside its name.
- Change it: press the pencil, type, and press Save.
- Clear it: press ✕, then Remove?, or Keep to back out.
- Add details it doesn't have: press + Add Fields at the foot of the tab. Search, or pick one of the seven cards down the side, tick the fields, press Next, fill in what you know and press Add. Anything you ticked but left empty waits under To Find Out, with a pencil to fill it in later.
- A home: + Add a Property. A unit they asked about or viewed: + Add a Unit, under Units on Deal Progress.
Readiness and Value change from their own pill in the strip at the top of the tab.
What if it gets something wrong?
Change it on their Profile tab: point at the detail and press its pencil, and your version wins. What PropKaki reads from a chat, a document or a note lands on that tab, so that is where to check it after any update.
One exception: a detail about one of their homes, such as a tenancy end, a rent or the price they expect, follows whatever was said most recently. If they tell you something newer in a chat on a later day, the newer one is what the profile shows and what PropKaki uses.