1. Access Open Houses screen
From property record:
Right-click Viewings and Keys
Select View Open Houses
The Setup Open Houses screen will be displayed
If open house viewings are carried out more than individual viewings, the Viewings and Keys button can be changed to directly open the Setup Open Houses screen instead - see 1a |
1a. Open House button on property screen - configuration option
When open house viewings are done more frequently than individual viewings, a configuration option is available to change the Viewing and Keys button on the property screen to an Open House button
To enable this configuration option, click here to contact Reapit Support
When enabled:
An Open House button is displayed
A Keys button is displayed beside this - clicking this button offers the option to book individual viewings that aren't an open house
2. Add open house appointment
Click Add
On main panel, enter Open House Date and From and To times for the appointment
Ensure Accompanied is ticked and the name of the agent conducting the appointment is shown beside it - if other agents are due to attend, click +Negotiators/Offices and pick from the list
This will add the appointment to the relevant agent diariesTick Confirmed when applicable
Click Save
If further appointments need to be created, see next step
If not, skip to step 4
3. Set up repeating appointments
From the screen shown in step 2:
After saving an appointment, click Repeat link (found under Open House Date label)
Set how many more appointments to create and their frequency - click Accept
The new appointments will be shown on the left of the main screen, see step 4
Each appointment can be selected and changed as required
For example, to change the time or agent(s) involved
4. Add attendees
From Date/Time column on left, select the relevant appointment
In the Attendees panel, click
button
Search for the applicant or contact (ensure Include Contacts is ticked on search screen), click Add if not found - right-clicking the Add button displays the most recently accessed applicant recordsWhen found, double-click the required applicant/contact to add them to the Attendees list
Repeat until all attendees are added
The appointment will be added to the property and applicant journals (or contact journal, where configured) - the appointment is added to the Viewings section as an Open House Viewing An appointment can be deleted if no attendees have been added Hovering over an applicant/contact name displays a summary of their details |
5. Attendee roles
Different icons are displayed in the Attendees panel to indicate the role of each attendee listed
Green icon indicates this person has an applicant role
Orange icon indicates this person has a contact role
If you need to create an applicant record for a contact, click the icon shown to the immediate right of their name
6. Log interest
An option to log an interest level is available to the right of each attendee name
Click the question mark icon to the right of the attendee name
Select the required option
Selecting an option changes the icon shown in the Attendees panel
7. Log feedback
Viewing feedback/follow-up notes can be logged
Click the icon to the far right of the attendee name
A Notes screen is displayedEnter feedback and close to save
The icon will change to indicate follow-up notes have been added
Hovering over the icon will display the notes for quick reference
Follow-up notes are added to the viewing in the applicant/contact and property journals |
8. Removing an attendee
Right-click over the name and select Delete Attendee
