Book viewing tours in the diary

Owned by Fiona Wilson
Last updated: Mar 20, 2024
3 min read

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

A series of viewings made for the same applicant viewing different properties can be displayed in the diary as a single entry called a viewing tour - a viewing tour allows individual appointments to be created which, while linked, allow journal entries to be made for notes and viewing feedback for each individual viewing

This page outlines how to display viewing tours in the diary and how to create individual appointments within a viewing tour

1. Diary options (one off) setting 

In order for the diary to display a viewing tour as a single entry - follow these instructions

From main menu:

  • Click Diary (on left of main menu)

  • In Display panel, click cog icon

  • Ensure that Do not merge viewing tours is not selected
    This ensures viewing tours are shown as one diary entry, as shown in 1a

 

Providing Do not merge viewing tours has not been selected in Diary Options, a viewing tour is automatically created when the same applicant is viewing more than one property, with the same negotiator, with two hours or less between each appointment

 

1a. Viewing tour display

Viewing tours will then be displayed in the diary as below:

Opening the diary entry displays like this:

2. Creating a viewing tour

From applicant screen:

  • Click Viewing (top left of applicant screen)

  • Add details of the first viewing appointment, as usual

  • Click Save (in the diary appointment screen)

With the diary appointment screen still open:

  • Click Add Another (top left)
    See next step

3. Adding further appointments to the viewing tour

The diary appointment screen remains open allowing you to add details for the next appointment in the tour

From diary appointment screen:

  • Create the next appointment in the viewing tour by changing the From and To time and adding the property
    Other details for this viewing can be added, such as Entry Comments

  • When all details have been added, click Save (in the appointment screen)

  • Click Add Another again

  • Repeat until all appointments in the viewing tour have been added

4. Save viewing tour

When all properties have been added:

  • Save and exit from the diary appointment screen

  • The tour will be saved in the diary
    (providing the diary is set to merge viewing tours, see step 1)

Each appointment in the tour will appear in the applicant journal as a separate viewing