This document describes how the search alert works in the Insider context in Linear: how matches are calculated, when notifications are sent, what the counterparty agent can see, and how matches appear in Linear. This guide is intended for users who already know how to create a search alert and want to better understand the underlying logic.
Once created, a search alert runs automatically in the background. The system searches for matching listings both in real time from newly published listings and whenever existing listings are updated.
1. Overview
A search alert is a continuously active comparison between your client's requirements and Linear's listing database. Whenever a new listing is published or an existing listing changes in a way that could make it suitable, the system automatically checks the search alert.
The search alert considers two environments:
- Published Linear listings (your own listings and listings from other agents in your company that you have access to)
- Insider listings (listings published in the closed agent network)
Insider matches are only visible if both you (or the search alert contact person) and the listing agent have enabled Insider.
Good to know: The same search alert serves both Linear's standard CRM use and Insider match discovery. You do not need to create the same search alert twice.
2. How matches are calculated
The system compares the search alert criteria against the listing data criterion by criterion and calculates a match percentage.
2.1 Location is a required condition
Location is always mandatory and is not included in the percentage calculation. All matches are suitable in terms of location; the other criteria refine the match.
2.2 Other criteria are either matched or not
Each optional criterion you have filled in is checked separately. A criterion either matches the listing or it does not. A search alert can contain up to 13 optional criteria:
- Minimum and maximum area (in square meters)
- Minimum and maximum year of completion
- Number of rooms (you can select multiple options, e.g. 3 rooms, 4 rooms)
- Listing type (apartment building, townhouse, detached house, semi-detached house, loft, linked detached house, holiday home)
- General condition of the property
- Land ownership (owned, leased, optional)
- Heating system
- New development (yes/no)
- Elevator (yes/no)
- Balcony (yes/no)
- Sauna (yes/no)
- Private shoreline (yes/no)
2.3 Match percentage
The match percentage indicates how many of the search criteria are fulfilled. Example:
If the search alert contains "Location + 5 optional criteria" and the listing fulfills all of them, the match percentage is 100%. If the listing fulfills only 3 out of 5 optional criteria, the match percentage will be below 100%.
Good to know: The search alert sends email notifications only for full matches (100%). Partial matches are visible in the Insider match list but do not trigger an email notification.
2.4 Fine-tuning of certain criteria
Some criteria work slightly differently:
- Number of rooms "7+": if you select 7 rooms for the client, the search alert will match all listings with 7 or more rooms
- Private shoreline: a match is generated only if the listing specifically includes a private shoreline (not shared or nearby shoreline)
- New development sales assignment: the listing product group must be a new development
- Price range: if you fill in only one limit, the other direction remains unlimited
3. When the search alert is triggered
The search alert operates in real time and does not require manual activation.
3.1 When a search alert is created or edited
After saving, the system immediately goes through all current listings and generates matches right away.
3.2 When a new listing is published
Whenever a new listing is published or an old listing becomes active again, the system compares it against all existing search alerts. Matches are updated immediately.
3.3 When a listing is updated
If the listing price, area, type, or other information related to the search criteria changes, the search alert performs a new comparison. Matches may appear or disappear as a result of the update.
3.4 What does not trigger the search alert
- Listings moved to Sold, Rented, or archived status remain outside the match list
- Reserved listings (e.g. sale agreed) no longer generate new matches
4. Email and system notifications
4.1 Who receives notifications
The search alert contact person receives the email notification. In addition, on the listing side, the listing agent and users who have been granted access rights to the listing will receive notifications if they have also enabled search alert notifications.
4.2 When the email is sent
The email notification is sent approximately 15 minutes after the match is generated. The delay is intentional: multiple matches generated around the same time are combined into a single message so that inboxes are not filled with individual notifications.
4.3 Email content
The message contains:
- A list of new full matches, grouped by property or customer
- Match scores in the format "X/Y criteria matched"
- Direct links to the match in Linear
Insider matches are sent in a separate email message that uses an anonymous customer identifier (e.g. "Anonymous buyer #12345") instead of the customer’s name. This ensures the customer’s privacy even if the message is visible to other agents.
4.4 Notifications inside Linear
In addition to email, matches are also shown as internal notifications in Linear in the Announcements section (Bell icon in the top-right corner). When you click a notification, you are taken directly to the match details.
4.5 Notification settings
You can configure in your user settings whether you want to receive search alert notifications by email. If notifications are disabled, matches will still be listed in Linear.
You can edit notifications here: User settings -> General tab -> Search alert matches
5. Anonymous customer and privacy
In the Insider context, customer data privacy is a core principle.
5.1 Customer details remain hidden
When a search alert matches a property published in Insider, the listing agent cannot see the name, contact details, or other personal information of another agent’s search alert customer. The customer is shown to the other party only through an anonymous identifier (number sequence).
5.2 What information is shared
In connection with an Insider match, the other agent can see:
- Anonymous identifier (e.g. "Anonymous buyer #12345")
- Match score (how many criteria matched)
- Public notes attached to the search alert, if added
- General search criteria parameters (e.g. price range, preferred location) to the extent they have been specified
5.3 When the identity is revealed
More detailed customer information is only revealed once negotiations regarding the property are initiated and the agent acting as the customer’s contact person decides it is appropriate to share the information.
Good to know: Privacy protection works both ways: you cannot see detailed information about another agent’s customers, and they cannot see detailed information about your customers either.
6. Viewing matches in Linear
6.1 Search alert matches in the property view
When you open the detailed view of an Insider property, you will see a list of potential buyers connected to the property: customers whose search alerts match this property. You can click a match to view more detailed information.
6.2 Number of matches on the property card
The property card displays a small indicator showing the number of matches. An orange indicator means new matches have arrived and you have not yet reviewed them.
6.3 Mark a match as seen
Once you have reviewed the match details, you can mark the match as seen. This helps keep the match list up to date as new matches arrive.
8. Frequently asked questions
8.1 Does the search alert also cover public listings in addition to Insider listings?
Yes. A single search alert works for both regular Linear listings and Insider listings. You will see matches from both sources in the same search alert.
8.2 Can I receive notifications only for partial matches?
Email notifications are only sent for full matches. Partial matches are visible in the list inside Linear, but are not sent by email. If you want to receive more matches by email, broaden your search criteria.
8.3 What happens when I delete a search alert?
All matches related to the search alert are removed. If you create the same search alert again, matching starts again from scratch.
8.4 How often does the search alert run comparisons?
The search alert operates in real time, meaning it is triggered whenever a new property is listed, a property is updated, or the search alert itself is modified. There is no separate schedule.
8.5 Can I share a search alert with my team?
A search alert is linked to a single contact person, but matches are visible to everyone who has access rights to the customer. Email notifications are only sent to the search alert’s contact person. If you want multiple people to receive notifications, consider using an internal team process or creating another search alert.
8.6 What does the match percentage calculation mean?
The formula for the match percentage is: matching criteria / all defined criteria. If the search alert only contains a location criterion, the match percentage will always be 100% whenever the location matches. If there are more criteria, all of them must match to achieve a full 100% score.
8.7 How long do matches remain in the list?
Matches remain as long as both the search alert and the property exist and are active. When a property is removed from the market (sold, rented, archived), the match is automatically removed.