Online viewings

Open viewing bookings, follow the viewings of a listing, then write the report for the seller.

The viewing rules are in Organisation › Online viewings. The viewings of a property are followed on its listing record, Viewings card.

Opening online booking

A single rule applies to the whole agency. The whole team can read it; only a member with the “Work settings” right can change it (by default the administrator and the manager).

1. Open Organisation › Online viewings.
2. Tick Online booking open.
3. Under Viewing hours, set each time range: the day, From, To. Add ranges with Add a time range, remove them with Remove.
4. Set the durations (see the table below).
5. If you wish, add Questions for the applicant (5 at most) with Add a question. They are asked before booking and the answers are attached to the viewing.
6. Click Save. The message “Viewing rules saved.” is shown.

• At most 21 time ranges. With no range: “No time range: no slot will be offered.”.
• A question has 3 to 200 characters.
• As long as the agency has never saved its rules, the page shows “Online booking is not open yet for your agency.” and no slot is offered.
• Unticking Online booking open returns your listings to the plain contact form. Your settings are kept.
• If something goes wrong: “The rules were not saved. Check the times (start before end).”.

Which slots the applicant sees

• Slots are calculated from the calendar of the agent in charge of the mandate. The applicant only sees free slots, never the calendar.
• Any appointment ticked Busy in the agent's calendar blocks the time range, buffer included (see Calendar and connections).
• Slots are only shown if the listing is online on the portal and comes from a mandate, and if booking is open.
• The applicant books on the public property page, in the “Book a viewing” block. They give their name, e-mail and phone number and answer your questions. See Booking a viewing.

What happens after a booking

• The slot is held straight away. The viewing carries the “Checking” badge.
• The applicant is created (or found) in your contacts, and enters the Viewing stage of the pipeline.
• The application checks that the agent's calendar is still free. If the agent has linked Outlook or Google, that calendar is read again first. An appointment added in the meantime causes the viewing to be declined.
• Viewing confirmed: an appointment “Viewing —” followed by the listing title and the applicant's name is added to the agent's calendar, with the applicant's details in the notes.
• The agent receives the “New viewing” e-mail, with the applicant's phone number and answers.
• The applicant receives the confirmation, with the exact address of the property. If declined, they receive “This slot is no longer available”.
• The day before, the applicant receives a reminder (unless the viewing was confirmed less than 24 hours beforehand).
• If the applicant cancels a confirmed viewing, the agent receives “Viewing cancelled” and the slot is freed in their calendar.

The listing's “Viewings” card

The card lists the viewings of the property: date and time, “Checking”, “Confirmed”, “Declined” or “Cancelled” badge (with “by the applicant”, “by the agency” or “slot changed”), applicant's name (link to their record), e-mail, phone and Answers.

• Listing without a mandate: “Online viewings open for listings that come from a mandate.”.
• Booking closed: “Online booking is closed for your agency.”, with the link Set up online viewings.

Cancelling a viewing

1. On the viewing's row, click Cancel.
2. Confirm: “Cancel this viewing? The applicant is notified by e-mail and the slot is freed.”.

The appointment disappears from the agent's calendar, and from Outlook or Google if linked.

Opening a group viewing

1. Click Open a group viewing (only visible if booking is open).
2. Fill in Day, Time, Length (min) (15 to 480, 60 by default) and Places (2 to 50, 6 by default).
3. Click Open. The message “Group viewing opened: it is in the agent's calendar.” is shown.

• An agent can only open a group viewing for their own mandates; the administrator and the manager, for all of them.
• Possible refusals: “The agent already has an appointment at that time.”, “That time has already passed.”.
• The session is offered to applicants as long as places remain. The list shows the number of people registered out of the number of places.
• Cancel the session notifies each registered person by e-mail.

After the viewing

These buttons appear on a viewing that is confirmed and whose time has passed.

The applicant did not come

Click Mark absent. The viewing carries “Absent (no-show)”. They came undoes this choice. A viewing marked absent has no report.

The applicant's feedback

Under Applicant's feedback, choose Interested or Not interested, add a Reason if needed, then click Save (“Feedback saved.”). For a property to let, this feedback appears in the applications.

The report for the seller

1. Click Report.
2. In Your notes (or your dictation), write your raw notes, or click Dictate if your browser allows it. Click Save notes.
3. Click Suggest a draft: a clean text is prepared from your notes (“Drafting…”).
4. Read through and correct the Text for the seller. It is written in the seller's language.
5. Click Approve and post. The message “Report posted to the seller's space.” is shown.

• Only the approved text is visible to the seller, in their space. Your raw notes stay internal.
• The approved text has at least 10 characters. You can correct it and approve it again.
• No e-mail is sent to the seller on approval.
• If assisted drafting is not available, write the text yourself.
• As long as the report is not approved, a “Viewing without report” follow-up may appear in your tasks (see Tasks and follow-ups).