About This Automation
Scheduling property viewings manually requires agents and receptionists to juggle multiple communication channels, check calendars across systems, and confirm availability with buyers and colleagues. This fragmented process creates delays, double-bookings, and lost opportunities.
Automation captures viewing requests from any source, checks property and agent calendars in real time, and sends confirmations instantly. Buyers get faster responses, agents spend zero time on scheduling logistics, and double-bookings disappear.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
A new viewing request arrives via email, web form, or messaging app and is captured by the automation platform.
The automation parses the request to extract property address, preferred date and time, buyer name, contact details, and any special requirements.
The automation queries to verify the property is free at the requested time and checks for maintenance or cleaning blocks.
The automation checks all calendars and identifies the best-matched available based on location and availability.
A confirmation email is automatically sent to the buyer with the viewing time, property address, parking details, and contact information.
The viewing is automatically added to both the property calendar and the assigned's calendar to prevent conflicts.
A message is sent to the assigned with viewing details, buyer information, and any special requirements.
The viewing request and confirmation details are automatically logged as a new activity linked to the buyer contact record.
Most popular tool stack used
— the complete tool combinations companies use
Gmail
Google Calendar
HubSpot
Google Sheets
SlackWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
Recommended for you
Other high-impact processes teams commonly map alongside this one.
Frequently asked questions
Everything you need to know before mapping this process.
Map this to your business to get your exact numbers.
Map This AutomationNo credit card required. It's free.