How Do I Add Showing Instructions? 🎥

3 min read | This article is for *Agents*

Getting There: My Dashboard → Click on Listing → Showings → Configure Showings

OVERVIEW

This guide will inform agents on how to add their own showing instructions, allowing them to personalize the showing process. Any instructions added on this screen will be automatically displayed online, effectively setting booking restrictions for showing agents.

IN THIS ARTICLE

• Showing Settings
• Showing Agent Instructions
• Manage Listing Contacts
• Showing Availability / Restrictions

Showing Settings

This section of the Showing Configuration screen contains instructions specifically for administrators and sets the parameters for how showings will be processed.

Who should approve showings? Which do I select?

• Seller / Contacts to Confirm (default) means you'd like to have your clients and any listing contacts confirm appointments
• Auto-Confirm All Showings means you'd like to appointments to confirm automatically without approval (Note: an inactive listing status or appointments for unlicensed contacts will require additional confirmation)
• Listing Agent to Confirm indicates you'd like to accept/deny appointments yourself

Min. Showing Notice - How many hours/minutes notice is required from the Showing Agent to book an appointment? If you have a minimum notice, it must be reflected in this box.

Max. Showing Duration - What is the maximum time allowed for an appointment?

Allow Overlapping Showings - This function is turned on by default. You can also automatically notify agents regarding any overlapping showings!

Who Should Approve Showings:

• Seller / Contacts to Confirm (default) means you'd like to have seller clients and any listing contacts confirm appointments
• Auto-Confirm All Showings 'Go and Show' means you'd like to appointments to confirm automatically without approval. Showing agents will immediately receive a confirmation email with instructions. (Note: an inactive listing status or appointments for unlicensed contacts will require additional confirmation).
• Listing Agent to Confirm means the Listing Agent will process all showings. Here, you also have the option to "Hide Showings From Queue" which will remove the showings from the queue screen (they are easily accessible if needed). 

Admin Instructions (Internal) - This box is only visible to administrators and the answering service. If the Seller has special instructions for confirming appointments, be sure to note them here.

Showing Agent Instructions

This section of the Showing Configuration screen contains information that will be included in the confirmation email sent to Showing Agents.

This section should contain all access details required to enter the property.

Access Type - We are fully integrated with multiple Electronic Lockbox providers. Once you sync the lockbox with the platform, access codes will be automatically generated and provided to the Showing Agent. 

Client House Rules - You do not need to write these when adding Showing Instructions any longer! Simply deselect any items that do not apply. Any additional instructions can be added via the field. 

Manage Listing Contacts

Be sure to add any clients who require notifications or phone calls to this section via "Add Contact." You can search for an existing contact, or add a brand-new one manually! 

If you require confirmations from multiple sellers or tenants, add more than one client to the property then select Setup Multiple Conf.

Please note that once you have added a client to the showing configuration screen, that client will be saved to the listing agent's contacts module. To learn more about how this module works from an agent's perspective, please refer to our article: How to Create, Edit & Use Contacts.

Below are various fields for adding contact details. Anytime you require a client's action on showings, we recommend turning ON Permissions.

By enabling these permissions, clients will be impressed with the ability to accept or deny showings in one click, which automatically notifies you of the confirmation and communicates this back to the front-desk queue.

Showing Availability / Restrictions

If there are time restrictions on the property, add them to this section as these restrictions will be reflected online to ensure appropriate booking times.

To Restrict Times -Either turn an entire day off or click and drag across timeslots to disable bookings

Auto-Confirm - You can Auto-Confirm certain times of the day (as shown above on Sunday). Select the Auto-Confirm option on the left and click and drag to set the appropriate time.  

Special Day Restrictions - If you need to add restrictions to a particular day, click the Special Days tab just below the section heading and click + Special Day.

Agents can also set up a default showing configuration to better automate the listing management experience. Watch the video tutorial below for full details: