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This page outlines how to book a viewing from the applicant screen and the diary, along with how to confirm a viewing via email/SMS - click the links below to view each process
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Tip |
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You can also book a viewing when matching an applicant to properties From the list of matched properties, right-click and select Create Viewing |
Other guides are available
Book viewing from the applicant screen
1. Create viewing From the applicant record: Image Removed Tip |
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Info |
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Booking a viewing can also be carried out from the property screen (adding applicant details - in step 3, add applicant details (instead of property) |
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2. Add appointment detail From the new appointment screen: Image Removed | title | Using the Entry Date: enter the date of the viewing appointment ,
(or click the icon to right of date to pick from the calendar)
From / To: enter the start time and approximate end time for the appointment
If you are unsure when the appointment can take place, use the Check Calendar function to jump to the diary to search for an available slot
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- Click Check Calendar (top left of appointment screen)
- The Diary will be displayed showing an appointment for the currently selected day/time
Image Removed
If the appointment day/time is acceptable, double-click to return to booking the viewing
- If you need to change the appointment, hover over it then click & drag to the required time/day (mouse pointer should be a 4-headed arrow)
To make the appointment duration longer/shorter, hover over the bottom border of the appointment then click & drag (mouse pointer should be a 2-headed arrow)
- Double-click to return to booking the viewing
The new time/duration/date will be applied to the appointment
Image AddedRecur every / Until: not usually applicable for viewings - for use when an appointment happens at regular intervals, e.g. morning meeting
Entry Type: should be set to Viewing
Entry comments: any extra notes about the appointment can be added here
Accompanied: displays the name of the user making the booking - leave the box ticked if you or a colleague is carrying out the viewing and also make sure the correct user name is displayed (click the link to change)
If the viewing is being carried out by the vendor/landlord, untick this box
+Negotiators/Offices: if additional colleague(s) are involved in this viewing, click the link and pick the required user(s) from the list
Other Agent: if another agent is involved in the viewing, tick the box and select their company record from the list
Repeat: used for a second/repeat viewing, see this guide for more information:
Book & identify second/repeat viewings
Applicant: details will be taken from the current applicant record
Property: see next stepstep 3
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2a. Check calendar function If you are unsure when the appointment can take place, use the Check Calendar function to jump to the diary to search for an available slot Click Check Calendar (top left of appointment screen) The Diary will be displayed showing an appointment for the currently selected day/time Image Added If the appointment day/time is acceptable, double-click to return to booking the viewing If you need to change the appointment, hover over it then click & drag to the required time/day (mouse pointer should be a 4-headed arrow) To make the appointment duration longer/shorter, hover over the bottom border of the appointment then click & drag (mouse pointer should be a 2-headed arrow) Double-click to return to booking the viewing The new time/duration/date will be applied to the appointment
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3. Add property details Click into the From property field and type : Type the first line of the property address Image RemovedImage AddedThe recently accessed property list will be presented - select the property from the list If not displayed, press enter and use the Search Properties functionproperty search screen (shown below) to find the property Double-click the property when found Image RemovedImage Added
The property will be is added to the viewing appointment, see next step |
4. Property added to viewing - | the property location and vendorview property details, viewing arrangements & key details When the property has been added to the viewing appointment: |
Image Removed Info |
The Key icon (top right) allows the viewing | screen to be displayed - click here for more informationThe Pencil icon 4 | allows the map view to be switched to the property pictures (as shown in step 4), along with the option to view the property record | Image Added |
5. Confirm appointment Use the Confirmed tick boxes beside the agent, property & applicant to mark the appointment as confirmed (see screenshot below) Image RemovedTick each Confirmed box, as appropriate OR If everyone has already confirmed, tick the All Confirmed box All
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6. Save appointment When you are happy that all details for the appointment viewing have now been entered: 5. Save appointment | 6Image Added |
7. Confirm by email/SMS You can confirm the appointment by email or SMS (where SMS integration set-up) | Click Print (top right)
Select E-mail - see section below titled Confirm viewing by email and/or SMS |
You may have an email template set up for this
Click Proceed
The email/SMS message will be displayed to check over before sendingImage Removed Email: Image RemovedSMS: Image Removed |
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Book viewing from the diary
1. Create viewing From the diary: Find the required day/time slot for the appointment
Hover over it the slot and double-click to create the appointment A new appointment screen will be displayed, see step 2
| Image RemovedImage Added Infotip |
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You can also click and drag over the appointment duration, then right-click and choose Create Appointment |
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2. Add appointment detaildetails From Enter details in the new appointment screen: Image RemovedImage AddedEntry Date: enter the date of the viewing appointment, (or click the icon to right of date to pick from the calendar) From / To: enter the start time and approximate end time for the appointment Recur every / Until: not usually applicable for viewings - for use when an appointment happens at regular intervals, e.g. morning meeting Entry Type: should be set to Viewing Entry comments: any extra notes about the appointment can be added here Accompanied: displays the name of the user making the booking - leave the box ticked if you or a colleague is carrying out the viewing and also make sure the correct user name is displayed (click the link to change) If the viewing is being carried out by the vendor/landlord, untick this box +Negotiators/Offices: if additional colleague(s) are involved in this viewing, click the link and pick the required user(s) from the list Other Agent: if another agent is involved in the viewing, tick the box and select their company record from the list Repeat: used for a second/repeat viewing, see this guide for more information: Book & identify second/repeat viewings
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3. Add property details Click into the From property field and type : Type the first line of the property address Image RemovedImage AddedThe recently accessed property list will be presented - select the property from the list If not displayed, press enter and use the Search Properties functionthe property search screen (shown below) to find the property Double-click the property when found Image RemovedImage AddedThe property will be added to the viewing appointment see next step
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4. Property added to viewing - | the property location and vendorview property details, viewing arrangements & key details When the property has been added to the viewing appointment: |
Image Removed Info |
The Key icon (top right) allows the viewing | screen to be displayed - click here for more informationThe Pencil icon 4 | allows the map view to be switched to the property pictures (as shown in step 5), along with the option to view the property record | Image Added |
5. Add applicant details Click into the applicant field and type the applicant surname
As seen when adding a property (step 3), the recently accessed applicant list will be presented - select the applicant from the list
| - if | Search Applicants function - double-click when found | Image RemovedImage Added | info | top to right of applicant name) allows the applicant record to be viewed |
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56. Confirm appointment Use the Confirmed tick boxes beside the agent, property & applicant to mark the appointment as confirmed (see screenshot below) Image RemovedTick each Confirmed box, as appropriate OR If everyone has already confirmed, tick the All Confirmed boxAll
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7. Save appointment When you are happy that all details for the appointment viewing have now been entered 6. Save appointment: | 7Image Added |
8. Confirm by email/SMS You can confirm the appointment by email or SMS (where SMS integration set-up) - see next section |
Confirm viewing by email and/or SMS
You can confirm the appointment by email or SMS (where SMS integration set-up)
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1. Access email/SMS options From viewing appointment: |
2. Confirm by email After selecting email: |
Click ProceedThe email/SMS |
3. Confirm by SMS After selecting SMS: |
Image Removed Email: Image RemovedSMS: Image Removed | ...
You can also book a viewing when matching an applicant to properties
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