Open house viewings / open for inspection (OFI) functionality

Owned by Fiona Hardy, created
Last updated: Oct 18, 2023
4 min read

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

A function for recording Open House / Open for Inspection (OFI) viewings is available

Multiple appointments can be created and attendees added - once added, an interest level and follow-up notes can be recorded for each attendee - all activity is logged in the property and applicant journals (or contact journal, where configured)

The function will be referred to as Open Houses throughout this guide

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 diaries

  • Tick 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 records

  • When found, double-click the required applicant/contact to add them to the Attendees list

  • Repeat until all attendees are added

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 displayed

  • Enter 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

8. Removing an attendee

  • Right-click over the name and select Delete Attendee

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