Managing viewings

How to set-up a viewing at a property

A viewing can either be set up from the branch diary, or from the property itself.

From the Diary:

1. Click “Home”
2. Click on the “Branch Diary” sub-menu item
3. Click on the preferred time slot in the calendar to bring up the form to add the viewing.
4. Select the diary item type “Viewing”, and search for the property by reference or address.
5. If the applicant is already registered in the system, you can search for them by name.  Otherwise, you can register the applicant on-the-fly by clicking the "Add New" link.
6. Enter any additional details and press “Add” to create the viewing.

From the property:

1. Select the “Viewings” side menu item.
2. Click the “Add” link
3. If the applicant is already registered in the system, you can search for them by name.  Otherwise, you can register the applicant on-the-fly by clicking the "Add New" link.
4. Enter any additional details and press “Add” to create the viewing.

How to send confirmation and reminder emails/SMS messages for the viewing

You can auto-send confirmations to the applicant and occupant when adding the viewing into the diary by ticking the options below:

Once the viewing is in the diary, you can re-send these confirmation emails at any time by clicking onto the viewing in question in the diary.  Click the "Email" or "SMS" button at the top - this will reveal a list of messages that you can send out relating to this viewing (either to the applicant or the owner).  

Click on the message type you want to send, amend any of the message contents if required, and press "Send".

Through our Automations add-on, automated viewing feedback emails can be set to the applicant with a form for them to complete. The feedback is automatically saved against the record and an email is sent to your office to flag that the feedback has been received:

Viewings alerts

The system alerts for follow-up actions on viewings:

• "Viewings Awaiting Feedback" - this flags up any viewings from the last 4 weeks where the feedback hasn't yet been recorded in the system
• "Viewing Feedback Not Passed On" - this flags up any viewings from the last 4 weeks where the feedback has been received from the applicant, but not yet passed on to the vendor/landlord.