Direct Viewings: Automated Booking for Properties

This article explains how to set up and use the Direct Viewings feature, which allows qualified inquiries and matched applicants to automatically book viewings for your sales and lettings properties.

1. ⚙️ Initial Setup: Enabling the Feature

The Direct Viewings feature must be enabled and configured in your general settings first.

1. Navigate to Settings (top right-hand corner, under your name).

2. Select the Direct Viewings option.

3. Enable the Feature: Switch the main toggle to On.

4. Configure Inquiry Sources:

   • Select whether inquiries from external portals (e.g., Rightmove and Zoopla) can access this feature.

   • Select whether the feature is only available via Matching Emails (for pre-registered applicants).

2. ?️ Creating Viewing Schedules

Viewing schedules define when your agents are available for viewings. You can create multiple schedules for different purposes (e.g., standard work week, block viewings).

A. General Schedules (e.g., Working Week)

1. In the Direct Viewings settings, click to create a new schedule (e.g., "Working Week").

2. Edit Days and Times: Specify the days and hours you are available (e.g., Mon-Fri, 9:00 to 17:00).

3. Assign Agent(s): Assign one or multiple agents/teams to this schedule.

4. Set Priority: Set the priority of agents. The schedule will be set in the highest-priority agent's diary first.

B. Block Viewing/Custom Schedules

You can set up specific, limited-time schedules.

• Define the days and times (e.g., Wednesday between 3:00 and 5:00, Saturday mornings).

• Default Appointment Time: Set the duration of a single viewing (e.g., 15 minutes, 30 minutes).

• Buffer Time: Specify the time gap required between consecutive viewings.

• Advance Notice: Set a minimum notice period (e.g., 24 hours) to prevent last-minute bookings, giving you time to call and qualify.

• Booking Window: Define the number of weeks this schedule should be active.

3. ❓ Setting Qualifying Questions

Applicants must pass all qualifying questions before they can book a viewing.

1. In the Direct Viewings settings, navigate to the Qualifying Questions section.

2. You can set different questions for Sales and Lettings.

3. Create questions that require a 'Yes' answer to proceed.

   • Examples: "Do you have any CCJs?", "Do you have references available?", "Does your household earn over a certain amount of money?"

4. Outcome for 'No' Answer: If an applicant answers 'No' to any question, a message will display stating that a viewing cannot be booked at this time and an agent will be in contact. You will receive an email notification that the applicant failed the criteria.

4. ? Applying the Schedule to a Property

Once schedules are created, you must assign a schedule to the specific properties on the market that you want to offer Direct Viewings for.

1. Go to your On-Market Property list.

2. Select the desired property and navigate to the Viewings tab.

3. Locate the Diary Bookings option (it will be Off by default).

4. Enable the feature for this specific property.

5. Select Viewing Schedule: Choose one of the schedules you created (e.g., "Working Week," "Block Viewing") from the dropdown menu.

   • Note: You can also Override the general schedule here to set up a custom, one-off schedule just for this property if needed.

5. ✅ The Booking Process

Once set up:

1. Applicants submitting inquiries (from portals or via matching emails) will be prompted to answer the qualifying questions.

2. If they pass the questions, they will be shown the available slots based on the assigned property schedule and can book their viewing.

3. The applicant will receive an email confirmation and will need to confirm their email address to finalise the booking.

4. The confirmed viewing will automatically be added to the assigned agent's diary, and all necessary email confirmations will be sent to the parties involved.