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This guide has been reviewed against our global client base and classed as relevant to all regions

AgencyCloud Online offers an online appointment booking request tool which provides the ability for clients using your company website to book/request viewings and valuations - this guide outlines the typical processes and options available for this functionality

When implemented on your system, your own company branding and wording will be used to match how you want to use these features - e.g. you may want to use this a booking request system, in that appointments are not definite until they are confirmed by the agent by phone/email - if this is the case, wording used on your webpages will reflect this approach

Depending on how your business have chosen to implement this function, there may be differences to some functionality shown in this guide

This guide covers how to:

Book/request a valuation

1. Choose to book/request valuation

On company website:

  • Click Book a Valuation (or similar)

2. Enter basic detail

  • Specify whether the property is to sell or to let

  • Enter email address
    This will be used to confirm the appointment

  • Enter the property postcode
    This determines which office the valuation request goes to

  • Click Get Appointments

3. Choose appointment

Availability for the relevant office will be displayed

  • Select the desired date & time

To allow a suitable lead time and to work in with office open hours, AgencyCloud Online configuration determines when appointments are available from

The system also looks at which negotiators are available and how much time is allowed between appointments to determine the available slots and who is assigned which appointment

4. Your details

  • Complete Your details
    * denotes required fields

  • Click Request Appointment

    All information entered is passed to AgencyCloud

5. Booking/request confirmation

  • Details of the booking/request are displayed on screen

    This is also sent to the client via email & SMS (text) message

6. Information passed to AgencyCloud

  1. Task
    A task is created for the negotiator to inform of the online valuation request

    A link to the property and contact record is included in the task

  2. Appointment in diary
    A Market Appraisal appointment is automatically created in the AgencyCloud diary

    The appointment will need to be marked as Confirmed, when appropriate

  3. Contact record
    When no matching contact record was found (using the contact details supplied), a new contact record is created

    The Source will be marked as a website valuation enquiry (or similar)
    This allows reporting to be carried out to measure success of the online valuation booking function

  4. Property record
    A new property record is added for the valuation property

    The Notes panel (bottom right) contains standard text to indicate why the property record was created
    This allows general notes keyword reporting to be carried out to measure success of the online valuation booking function

Book/request a viewing

1. Choose to book/request a viewing

On your company website, from a list of properties for sale/to let:

  • Beside the relevant property, click Book a Viewing
    (or similar)

2. Enter email address

  • Enter the email address to be contacted on

  • Click Get Appointments

3. Choose appointment

Availability for the relevant office will be displayed

  • Select the desired date & time

To allow a suitable lead time and to work in with office open hours, AgencyCloud Online configuration determines when appointments are available from

The system also looks at which negotiators are available and how much time is allowed between appointments to determine the available slots and who is assigned which appointment

This screen will only be offered for properties that are marked as Available in AgencyCloud

For Unavailable properties, the Your Details screen will be displayed instead, see next step

4. Your details

  • Complete Your details
    * denotes required fields

  • Click Request Appointment

    All information entered is passed to AgencyCloud

5. Booking/request confirmation

  • Details of the booking/request are displayed on screen

    This is also sent to the client via email & SMS (text) message

6. Information passed to AgencyCloud

The same process applies as outlined in Book/request a valuation section above, except an applicant record is created instead of a property record
See step 6 in the Book/request a valuation section above for screenshots

  1. Task
    A task is created for the negotiator to inform of the online viewing request

    A link to the applicant record is included in the task

  2. Appointment in diary
    A Viewing appointment is automatically created in the AgencyCloud diary
    The appointment will need to be marked as Confirmed, when appropriate

  3. Contact record
    When no matching contact record was found (using the contact details supplied), a new contact record is created
    The Source will be marked as a website viewing enquiry (or similar)
    This allows reporting to be carried out to measure success of the online viewing request function

  4. Applicant record
    When no matching applicant record is found, a new applicant record is added for the client requesting the viewing
    The Requirement Notes panel (bottom of screen) contains standard text to indicate why the applicant record was created
    This allows general notes keyword reporting to be carried out to measure success of the online viewing request function

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