Schedule viewings for prospects

The Viewings screen holds prospect visits to your units. Each row shows the prospect's name, phone number, unit, date and time, who will show the unit, and its status. Requests that come in from the catalogue arrive as Requested and wait for your response, while visits you record yourself start straight away as Scheduled.

Steps

1. Open Viewings. The three figures at the top show how many are upcoming, how many are awaiting confirmation and how many are completed.
2. Press Schedule viewing to record a new visit. Choose a unit or choose No unit yet, and fill in the prospect's name, phone number and email if any.
3. Choose the date and time, then choose the team member who will show the unit. Any member of the organisation can be chosen, admin or staff.
4. Write notes such as access instructions or what the prospect asked for, then save.
5. Use the action menu on each row to move the status. A request can be accepted and scheduled, and a scheduled viewing can be confirmed, marked completed, marked no-show or cancelled.
6. Filter with the status chips and the Upcoming, Past or All dates options to find older visits again.

What it does not do

The system does not send reminders, messages or calendar invitations to prospects. Changing the status only changes the record in here. It does not check whether the unit is free at that time, so two visits at the same hour will not be flagged. Prospects are leads, not registered users, so their details do not become a profile and a visit does not turn into a booking or tenancy agreement automatically. There are no time slots or booking calendar for prospects to pick a time themselves, and viewings cannot be deleted, as the only option is the cancelled status.