How does viewing scheduling work?
On Pro, you set when you are available for viewings, buyers book online from your listing on the portal, and each booking lands on your calendar as a lead with a calendar invite for you and the buyer.
Open Viewings and set your viewing rules: the days and hours you take viewings, how long each one lasts, the gap you need between them and how far ahead a buyer may book. The CRM turns those rules into bookable slots and never offers the same slot twice. It is part of Pro.
- A booking is added to your CRM calendar, and to your Google Calendar or Outlook calendar if you have connected one under Settings → Calendar connections. The CRM reads that calendar for busy times before it offers a slot; without one connected, keep the CRM calendar current so slots do not clash with appointments kept elsewhere.
- The buyer becomes a lead and a contact, attached to the property, if they are not one already.
- You and the buyer both receive an email with a calendar invite, and another if the viewing is rescheduled or cancelled.
- The Viewings screen lists upcoming, past and cancelled bookings, with reschedule and cancel on each.
Buyers book online with the "Book a viewing" button on your listing's page on the portal, and with "Book a consultation" on your agent page there. They choose a day and a time from the slots your rules allow.
On your phone, Viewings offline keeps your upcoming viewings on the phone, so they open without a signal, and reloading or starting the app with no signal keeps you signed in. Notes you write there are held on the phone and sent as soon as you are back online, whole rather than cut short. A note for a viewing that is not linked to a lead or a contact stays on the phone with a warning: it is sent once the viewing is linked and the saved viewings are refreshed, or you can copy it and choose Remove. Signing out removes the saved viewings from the phone; if notes are still waiting to be sent, you are asked first, because signing out deletes them. If your session simply expires they are kept and sent after you sign back in, and they are deleted if someone else signs in on that phone.
If an account drops below Pro, viewings already booked stay booked — they were promised to a buyer — but no new slots are offered.