CASE STUDY

From an overloaded database to a scalable real estate operations system.

How Fusion Integrations separated client operations from a 900-property database without disrupting the system the brokerage depended on.

Client
My Puerto Viejo Realtor
Industry
Real Estate
Location
South Caribbean, Costa Rica
Client context

A property database built for a market without one shared source.

My Puerto Viejo Realtor is a brokerage serving Costa Rica’s South Caribbean region.

The brokerage needed local property records beyond what a single unified MLS provided, so MPVR built and maintained its own Airtable property database.

That base held current listings, historical properties, seller information, contracts, and market history gathered over years. It was a working business asset that could not be casually replaced.

The operating problem

Property management and daily client work had become tangled together.

Property management and daily client work had grown together inside the same Airtable environment. Buyers, sellers, conversations, viewings, property records, and contracts all depended on connected tables.

Website inquiries arrived by email and had to be entered by hand. Other leads came through WhatsApp, Facebook, phone calls, and referrals. Context could be split across Airtable and separate message history, with part of the next action held in a team member’s memory.

A full rebuild would have moved the brokerage’s most valuable property data and its relationships for no necessary operational gain. The client workflow needed separation while the original property system needed protection.

The design decision

Give each kind of work a clear home.

Fusion separated client operations from property management. A defined connection still carried property information into daily client work.

The MPVR MLS Database remained the source of truth for properties, listing information, property statuses, contracts, and historical market records.

MPVR Client Operations became the daily workspace for buyers, sellers, contact history, viewings, and follow-up.

The Properties Window

A current view of property information inside client work.

Client work still required current property information. Fusion created a synchronized Properties Window inside MPVR Client Operations for the details needed during conversations and follow-up.

The team can see property names, prices, bedrooms and bathrooms, areas, locations, statuses, listing links, and property identification numbers. Full property management remains in the original base.

Clients are managed in MPVR Client Operations. Properties and contracts are managed in the MPVR MLS Database.

Migration

Move the operating history without breaking its relationships.

Buyer and seller records were linked to properties. Viewing records connected clients with the properties they had seen, and contact history needed to remain attached to the correct person. Social records also carried property references.

Fusion mapped, migrated, and checked seven synchronized operational datasets.

1,547
Buyer records
192
Seller records
916
Property records
235
Buyer contact-log records
101
Viewing records
54
Seller contact-log records
38
Social-media records
7
Synchronized operational datasets
Validation
2,785

Populated property references checked.

Fusion checked every populated property reference across buyer, seller, viewing, and social-media data against the property database.

All 421 unique referenced properties were located in the original database.

0
Missing property IDs
0
Unmatched references
0
Ambiguous matches
0
Malformed references
Safeguards

Protect the source system before changing operational ownership.

The original database represented years of work, so the migration plan treated it as a live business asset.

  • A complete backup was verified.
  • Record totals were confirmed between the live database and backup.
  • Dedicated migration views isolated the records in scope.
  • Read-only audits were completed before writes.
  • The migration was tested before cutover.
  • Uncertain ownership or identity was held for review, with no silent merges.
  • The original property database was retained.
Result

A dedicated client workspace connected to a protected property source.

MPVR now has a dedicated workspace for daily client operations while the original property database remains the source of truth.

  • A dedicated workspace for buyers, sellers, contact history, viewings, and follow-up.
  • The original property database retained as the source of truth.
  • Synchronized access to listing information needed during client work.
  • Buyer and seller history preserved through the migration.
  • Client-to-property relationships validated before cutover.
  • A foundation for future workflow automation.
Future opportunities

Possible next phases, clearly separated from the completed build.

The following opportunities have not been built.

  • Website inquiry capture
  • Duplicate review
  • Daily follow-up views
  • Follow-up reminders
  • Mobile intake
  • Buyer-property matching
  • Listing automation
  • Reporting
Start with what already works

Your current system may be worth improving, not replacing.

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