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

This page outlines how to book a viewing from the applicant screen and the diary - click the links below to view each process

Booking a viewing from the applicant screen

1. Create viewing

From the applicant record:

  • Click Viewing (top left)

    A new appointment screen will be displayed, see step 2

Booking a viewing can also be carried out from the property screen (adding applicant details in step 3, instead of property)

2. Add appointment detail

From the new appointment screen:

  • Entry Date: enter the date of the viewing appointment, click the icon to pick from the 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 to jump to the diary to search for an available slot


 Using the Check Calendar function

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

  • 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

  • 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

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

  • Property: see next step


3. Add property details

  • Click into the property field and 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 Search Properties function

  • Double-click the property when found

    The property will be added to the viewing appointment - the property location and vendor/landlord details are displayed

The Key icon (top right) allows the viewing arrangements and key details screen to be displayed - click here for more information

The Pencil icon (top right) allows the map view to be switched to the property pictures (as shown in step 4), along with the option to view the property record

4. Confirm appointment

Use the Confirmed tick boxes beside the agent, property & applicant to mark the appointment as confirmed

  • Tick each Confirmed box, as appropriate

    OR

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

    All details for the appointment have now been entered


5. Save appointment

  • Click Save button (top right)


6. Confirm by email/SMS

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

  • Click Print (top right)

  • Select E-mail and/or SMS
    You may have an email template set up for this

  • Click Proceed

    The email/SMS message will be displayed to check over before sending


Email: 

SMS:

Booking a viewing from the diary

1. Create viewing

From the diary:

  • Find the required day/time slot for the appointment

  • Hover over it and double-click to create the appointment

    A new appointment screen will be displayed, see step 2


You can also click and drag over the appointment duration, then right-click and choose Create Appointment

2. Add appointment detail

From the new appointment screen:

  • Entry Date: enter the date of the viewing appointment, click the icon to pick from the 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

  • 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


3. Add property details

  • Click into the property field and 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 Search Properties function

  • Double-click the property when found
  • Click into the property field and 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 Search Properties function

Double-click the property when found


The property will be added to the viewing appointment - the property location and vendor/landlord details are displayed


The Key icon (top right) allows the viewing arrangements and key details screen to be displayed - click here for more information

The Pencil icon (top right) allows the map view to be switched to the property pictures (as shown in step 5), along with the option to view the property record

4. 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 Search Applicants function - double-click when found

    The applicant will be added to the viewing appointment with their contact details displayed

The Pencil icon (top right) allows the applicant record to be viewed

5. Confirm appointment

Use the Confirmed tick boxes beside the agent, property & applicant to mark the appointment as confirmed

  • Tick each Confirmed box, as appropriate

    OR

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

    All details for the appointment have now been entered


6. Save appointment

  • Click Save button (top right)

7. Confirm by email/SMS

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

  • Click Print (top right)

  • Select E-mail and/or SMS
    You may have an email template set up for this

  • Click Proceed

    The email/SMS message will be displayed to check over before sending


Email: 

SMS:


You can also book a viewing when matching an applicant to properties

From the list of matched properties, right-click and select Create Viewing


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