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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
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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(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, the the to jump to the diary to search for an available slot Expand |
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title | Using the Check Calendar function |
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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
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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 viewingThe new time/duration/date will be applied to the appointment- 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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next |
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 and type Image Removed Search Properties functionImage Removed will be |
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: |
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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
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All |
6. Save appointment When you are happy that all details for the |
appointment now 5. Save appointment button 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 You may have an email template set up for thisClick ProceedThe email/SMS message will be displayed to check over before sendingImage Removed Email: Image RemovedSMS: Image Removed | ...
Book viewing from the diary
the it to create the appointmentImage Removed | Image Added |
info Tip |
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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 |
detailFrom Enter details in the new appointment screen |
:Image RemovedImage Added |
, the 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 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 |
Click into the and type Image Removed the Search Properties functionImage Removed |
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
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- if the Search Applicants function - double-click when foundthe 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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infotop 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 |
Image Removed(see screenshot below) Tick each Confirmed box, as appropriate OR If everyone has already confirmed, tick the All Confirmed box
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All 7. Save appointment When you are happy that all details for the |
appointment now 6. Save appointment button 7. Confirm by email/Image 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)
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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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 |
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