My Puerto Viejo Realtor had spent years building an Airtable property database for Costa Rica’s South Caribbean region. The base held 916 property records along with listing information, seller records, contracts, and historical market data.
Daily client work had grown inside the same environment. Buyers, sellers, conversations, viewings, and property relationships all depended on connected tables. The property system was valuable, but the team needed a simpler place to manage follow-up.
The property database needed to stay intact
The local market did not give the brokerage one unified MLS that covered the records it needed. MPVR’s Airtable base had become its source of truth.
Rebuilding that base would have moved years of property history and every relationship attached to it. The operational problem did not require that risk.
We separated the two kinds of work
The architecture gave each kind of work a clear home. The MPVR MLS Database continued to hold properties, listing information, statuses, contracts, and historical market records.
A separate MPVR Client Operations base held buyers, sellers, contact history, viewings, and follow-up. The team could manage daily client work without opening the full property system for every conversation.
A synchronized window carried property information into client work
Client operations still needed current property details. A synchronized Properties Window exposed the fields required during client conversations, including price, location, status, listing links, and property identification numbers.
The operating rule stayed simple: Clients are managed in MPVR Client Operations. Properties and contracts are managed in the MPVR MLS Database.
Seven operational datasets moved together
The migration included 1,547 buyer records, 192 seller records, 916 property records, 235 buyer contact-log records, 101 viewing records, 54 seller contact-log records, and 38 social-media records.
Moving the records was only part of the job. Buyer interests, seller listings, viewing history, contact history, and social records had to remain connected to the correct properties.
The validation covered 2,785 populated property references
Every populated property reference across buyer, seller, viewing, and social-media data was checked against the original property database.
All 421 unique referenced properties were located. The audit found 0 missing property IDs, 0 unmatched references, 0 ambiguous matches, and 0 malformed references.
Safeguards came before cutover
A complete backup was verified and record totals were confirmed. Dedicated migration views isolated the records in scope, and read-only audits came before writes.
The migration was tested before cutover. Uncertain ownership or identity was held for review instead of being merged silently. The original property database remained in place.
The completed work created a safer operating boundary
The brokerage now has a dedicated client workspace connected to a protected property source. Listing information remains available during client work, and the relationships carried through the migration were checked before cutover.
Website inquiry capture, duplicate review, daily follow-up views, reminders, mobile intake, buyer-property matching, listing automation, and reporting remain future opportunities. They are not described as part of the completed build.