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.
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.
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