Book a viewing & send email/SMS confirmation

1. Create viewing

From the applicant record:

• Click Viewing (top left)
  A new appointment screen will be displayed, see step 2

2. Add appointment detail

From the new appointment screen:

• Entry Date: enter the date of the viewing appointment
  (or click icon to right of date to pick from calendar)

• From / To: enter the start time and approximate end time for the appointment
  If you are unsure when the appointment can take place, use the Check Calendar function - see 2a for more information

  Open

  

• 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:

• 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:
  

• Applicant: details will be taken from the current applicant record

• Property: see step 3

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 
  
  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

3. Add property details

From property field:

• Type the first line of the property address

• The recently accessed property list will be presented - select the property from the list
  If not displayed, press enter and use the property search screen (shown below) to find the property

• Double-click the property when found
  The property is added to the viewing appointment, see next step

4. Property added to viewing - view property details, viewing arrangements & key details

When the property has been added to the viewing appointment:

• Property images can be accessed (hover over image to scroll through gallery)
  
  

• Vendor/landlord details are displayed below
  
  

• Viewing arrangements and key details can be accessed via key button (top right)
  
  

• Property record can be viewed via the pencil button (top right)

5. Confirm appointment

Use the Confirmed tick boxes beside the agent, property & applicant to mark the appointment as confirmed (see screenshot below)

• Tick each Confirmed box, as appropriate
  OR

• If everyone has already confirmed, tick the All Confirmed box

6. Save appointment

When you are happy that all details for the viewing have been entered:

• Click Save (top right)

7. Confirm by email/SMS

You can confirm the appointment by email or SMS (where SMS integration set-up) - see section below titled Confirm viewing by email and/or SMS for more information

1. Create viewing

From diary:

• Find the required day/time slot for the appointment
  
  

• Hover over the slot and double-click
  A new appointment screen will be displayed, see step 2

2. Add appointment details

Enter details in the new appointment screen

• Entry Date: enter the date of the viewing appointment
  (or click icon to right of date to pick from 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:

• 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:
  

3. Add property details

From property field:

• Type the first line of the property address

• The recently accessed property list will be presented - select the property from the list
  If not displayed, press enter and use the property search screen (shown below) to find the property

• Double-click the property when found
  The property will be added to the viewing appointment see next step

4. Property added to viewing - view property details, viewing arrangements & key details

When the property has been added to the viewing appointment:

• Property images can be accessed (hover over image to scroll through gallery)
  
  

• Vendor/landlord details are displayed below
  
  

• Viewing arrangements and key details can be accessed via key button (top right)
  
  

• Property record can be viewed via the pencil button (top right)

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
  If not displayed, press enter and use the 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

6. Confirm appointment

Use the Confirmed tick boxes beside the agent, property & applicant to mark the appointment as confirmed (see screenshot below)

• Tick each Confirmed box, as appropriate
  OR

• If everyone has already confirmed, tick the All Confirmed box

7. Save appointment

When you are happy that all details for the viewing have been entered:

• Click Save (top right)

8. Confirm by email/SMS

You can confirm the appointment by email or SMS (where SMS integration set-up) - see next section

1. Access email/SMS options

From viewing appointment:

• Click Print (top right)

• Select E-mail and/or SMS, click Proceed

2. Confirm by email

After selecting email:

• You may have an email template set up for this

• Email addresses for the applicant and vendor/landlord are automatically added to the Bcc field

• Click Send as usual

3. Confirm by SMS

After selecting SMS:

• The message will be displayed to check over before sending - update/edit as required

• Click Accept to send