A hold is a small favour to a buyer and a small cost to everyone else. Treat it as a policy, not a habit.
Set limits
Decide who may place holds, for how long and for which projects. Admins in Propto place holds with start and end dates.
Release by rule
When the date passes, the plot should free up automatically or trigger a review. Rules can alert when a hold is over.
Convert with a token
Move from hold to token quickly. A token amount shows commitment and should be recorded against the booking.
Why holds need a policy
Holds help buyers decide without losing the plot they want, but uncontrolled holds lock up inventory and frustrate other buyers. A written policy on who can place holds, for how long and how they convert to bookings keeps the practice fair and useful.
A clear policy also protects salespeople. When rules are written, nobody has to negotiate exceptions under pressure.
Who can place a hold
Decide which roles can place holds and for which inventory. Many developers let sales executives place short holds on available units, with longer holds requiring a manager’s approval. Partners may request holds through the internal team or a partner portal.
Record the owner of every hold. Ownership makes it clear who must follow up with the buyer and who is responsible if the hold expires unnoticed.
How long a hold should last
Set standard durations, for example a few days for a normal hold, with extensions requiring approval and a reason. Short durations keep inventory moving; longer ones should be exceptions tied to a clear next step such as a pending loan approval.
Show the end date wherever the hold appears, so everyone knows when the unit will become available again.
Releasing holds by rule
Expired holds should release automatically or appear on a daily list for action. Do not rely on people remembering to release them. An expired hold that still blocks a unit costs you potential bookings every day.
When a hold is released, notify the owner so they can update the buyer or try to convert before the unit goes to someone else.
Converting with a token
A token payment turns interest into commitment. Define the token amount or how it is calculated, the accepted payment modes and the documents needed. When the token is received, convert the hold into a booking promptly so the unit is fully secured.
Record the payment mode and reference on the booking. This helps accounts reconcile receipts and avoids confusion later.
Refundability and conditions
Be clear about whether a token is refundable and under what conditions. Write these terms in the booking documents and explain them to the buyer before accepting payment. Ambiguity here leads to disputes that damage trust and reputation.
If your policy allows refunds in certain cases, document the process and approvals so that every request is handled consistently.
Holds for partners
Channel partners may ask for holds on behalf of their buyers. Apply the same durations and rules, and record which partner requested the hold. Fair, consistent treatment keeps partners confident that the process is not tilted against them.
When a partner’s hold converts to a booking, link the partner to the booking so commissions follow correctly.
Reporting on holds
Review holds regularly: how many are active, how many expired without conversion and how many converted to bookings. A high expiry rate may suggest holds are being placed too easily or that follow-up is weak.
Look at holds by owner and source. Patterns help you coach individuals and refine the policy.
A worked example
A buyer likes a plot but needs to discuss it with family over the weekend. The executive places a three-day hold. On Monday, the buyer asks for two more days because of a loan question. The executive requests an extension, the manager approves it with a note, and the hold end date updates.
On Wednesday the buyer pays the token. The hold converts into a booking, accounts sees the receipt and the plot map turns to booked.
Common mistakes
Common mistakes include holds without end dates, extensions agreed verbally, tokens accepted without clear refund terms and bookings created days after the token. Each creates confusion or risk.
Another mistake is treating holds as a favour for familiar buyers. Consistency builds trust with both buyers and partners.
In short
Write a hold policy, record owners and end dates, release expired holds by rule, convert promptly with a clearly documented token and apply the same rules to partners. Review hold outcomes regularly to keep the process fair and effective.
Questions teams often ask
Should holds be free? Most developers offer short holds without payment to help buyers decide, then require a token to secure the unit. Longer reservations without commitment usually block inventory unfairly.
Can a hold be transferred to another buyer? Treat that as a new hold with its own owner and dates, so that the record stays accurate and nobody is confused about who the unit is reserved for.
Keep it simple and consistent.
Who can place a plot hold?
Admins can place and release holds in the Plot Holds view.