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This guide has been reviewed against our global client base and classed as relevant to all regions |
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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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
If you need to book a second/repeat viewing, see this guide: Book & identify second/repeat viewings
Following a viewing:
Book viewing from the applicant screen
1. Create viewing From the applicant record: |
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Booking a viewing can also be carried out from the property screen |
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- in step 3, add applicant details (instead of property) |
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2. Add appointment detail From the new appointment screen: |
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| title | Using the Check Calendar function |
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Click Check Calendar (top left of appointment screen)
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- see 2a for more information  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 Virtual: tick when the viewing appointment is virtual, for more information, click here: Mark an appointment as a virtual appointment 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 Confirmed: see step 5 Cancelled: should only be used if the viewing appointment needs to be cancelled 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
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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
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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 |
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4. Property added to viewing - |
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view property details, viewing arrangements & key details When the property has been added to the viewing appointment: |
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5. Confirm appointment Use the Confirmed tick boxes beside the agent, property & applicant to mark the appointment as confirmed |
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(see screenshot below) Tick each Confirmed box, as appropriate
OR If everyone has already confirmed, tick the All Confirmed box
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6. Save appointment When you are happy that all details for the |
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5. Save appointment
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7. Confirm by email/SMS You can confirm the appointment by email or SMS (where SMS integration set-up |
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Email:
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SMS:
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Book viewing from the diary
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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 |
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Enter details in the new appointment screen |
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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 Virtual: tick when the viewing appointment is virtual, for more information, click here: Mark an appointment as a virtual appointment 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 Confirmed: see step 6 Cancelled: should only be used if the viewing appointment needs to be cancelled 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 |
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4. Property added to viewing - view property details, viewing arrangements & key details When the property has been added to the viewing appointment: |
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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 not displayed, press enter and use
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the applicant search screen
If the applicant is not yet on your system: from version 12.157+, the option to add a new applicant is offered
The applicant will be added to the viewing appointment with their contact details displayed
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to right of applicant name) allows the applicant record to be viewed |
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6. Confirm appointment Use the Confirmed tick boxes beside the agent, property & applicant to mark the appointment as confirmed |
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(see screenshot below) Tick each Confirmed box, as appropriate
OR If everyone has already confirmed, tick the All Confirmed box
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7. Save appointment When you are happy that all details for the |
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6. Save appointment
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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)
1. Access email/SMS options From viewing appointment: |
2. Confirm by email After selecting email: |
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3. Confirm by SMS After selecting SMS: |
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Email:
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SMS:
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You can also book a viewing when matching an applicant to properties
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Need more assistance? No problem! Just log a ticket on the Reapit Service Desk Portal at https://reapitsupport.refined.site/ and a member of our Support Team will be happy to help |
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How to book a viewing from the applicant screen and the diary |
