Scheduling showings and open houses
A showing is a prospect’s visit to a listed unit. Prospects can request one straight from your public listing, and you can book one yourself when someone calls or writes on WhatsApp. Every visit lands on the Showings page, so you have one record of who is coming, who came, and who didn’t.
1. Offer visit times on the listing
Showings start from the unit’s Open house and scheduled visits card (on a listed unit’s Overview tab):
- Click Edit on the Open house and scheduled visits card and Add open house.
- Set the date and the start and end time of the window you’re available.
- Tick Prospects book a time slot (private showings) and choose the slot length (15 to 60 minutes).
- Save.
A bookable window is cut into back-to-back slots — 10:00 to 12:00 with 30-minute slots gives four. Each slot takes one visit. The listing shows the open slots under Schedule a visit, in the visitor’s own time zone. Slots that start within the next two hours, or more than 60 days out, aren’t offered.
A window you leave unticked stays a classic drop-in open house: it’s listed on the page and nobody books.
2. What the prospect does
On the listing, the prospect picks a day and a time, enters their name, email, and optionally a phone number and a message, and clicks Request visit. They get an email saying the request was sent and that nothing is booked until you confirm. The slot is held for them meanwhile, so nobody else can request it.
3. Confirm or decline the request
You get a notification and an email (admins and managers) for every request. Open Showings from the left sidebar; the Requests view lists the ones waiting on you.
- Confirm — the prospect gets a confirmation email with a calendar invite (
.ics) for the visit. Replies to that email reach your organization’s email address. - Decline — optionally add a note (for example, the unit was just rented). Choose whether to email the prospect. The slot opens up again on the listing.
4. Book a visit yourself
When a prospect contacts you directly, open the unit and click Book a visit on its Showings card. Pick the date, time, and length, add the prospect’s name and contact details, and save. Booked visits are confirmed right away, at any time you choose — they don’t have to fall in a bookable window. If you enter an email address, you can send the confirmation with the calendar invite in Spanish or English.
5. Cancel or record the outcome
- Cancel visit — on a confirmed visit that hasn’t started. The prospect gets an email (optional) and a calendar cancellation, so the event drops off their calendar.
- After the visit’s start time, mark it Came or No-show. The All view on the Showings page keeps the history per unit and property.
Note: Showings use the Applications permission: team members who can read applications see them, and those who can edit applications manage them.
What’s next
- Reviewing and approving applications — the step after a good visit.
- Sending an application invite — invite the prospect to apply right after the showing.