3 min read | This article is for *Administrators*
Getting There: Search for listing → Eyeball Tool → Configure Showings OR via the Admin Queue's Unconfigured tab
Feel free to reference the How to Add Showing Instructions on BrokerBay video for Agents.
The Showing Configuration screen is an essential part of BrokerBay. It allows users to set parameters for how agents can book showings online and increase efficiency.
The information added in a listing's Showing Configuration also influences how the Answering Service responds to showings and how they are placed in the queue.
IN THIS ARTICLE
- Showing Settings
- Showing Agent Instructions
- Manage Listing Contacts
- Showing Availability / Restrictions
- Troubleshooting & FAQs
This section of the Showing Configuration screen contains instructions specifically for administrators and sets the parameters for how showings will be processed.
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 Listing Agent or 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 to Showing Agents or be available for you as the administrator in the Confirmation Delivery screen if delivering confirmation to Showing Agents via a phone call.
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 *cheers*! Simply deselect any items that do not apply. Any additional instructions can be added via the field.
Be sure to add any clients who require notifications or phone calls to this section via . 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 highlights various fields for adding contact details. Anytime you require a client's action on showings, we recommend turning ON Permissions.
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.
What happens when I need to call over a confirmation instead of it being automatically emailed?
The access details will be provided to you in the appointment's Delivery Screen. Alternatively, the Showing Configuration screen is always available for your reference. Read more in admin-facing article: How to Process a Showing.
Can I send attachments to showing agents with their email confirmation?
There are two kinds of attachments that you can send to your showing agent alongside their confirmation email:
- Lockbox Photo: Helps the showing agent identify the location of the lockbox. Can be added in the Showing Configuration screen under the Access Type → Lockbox → Add Photo.
- Public Attachments: Anything like a feature sheet or Schedule B, can be added to the listing via *Edit Listing → Details → Attachments. Any public file you upload here will be attached to the showing agent's Showing Confirmed email! *Note: This applies only to the Canadian Market.
Do I need to turn ON permissions?
Any time you require confirmation from a seller client it's a great idea to turn on their permissions. This allows them to engage with their showings by confirming or denying with the click of a button - saving you phone calls and impressing clients!
Feel free to direct agents and sellers to the article: Navigating BrokerBay as a Seller.
Who sees the availability restrictions?
These are reflected online during online bookings.
How do listing contacts' multiple confirmations work?
If you have 3 tenants who must confirm, this feature will hold the showing in your queue as pending until all 3 click Accept on their showing notification, which will then automatically trigger the confirmation - no hassle on your end.
What do I do when the property is Sold Conditionally and we are waiting on a cheque?
Add any important notes in the listing's Showing Configuration - Showing Settings' Admin Instructions (Internal) section and toggle ON Turn Off Showings.
My agent or their seller client is not receiving notifications.
Within the Manage Listing Contacts section, check that their email and mobile numbers are correct without errors. Ensure the listing contacts' subscribed Showing Notifications are selected with the desired notifications.
Agents are booking during restricted times.
Listing Agents can override restrictions on their listings, however Showing Agents are not able to book during restricted times.
Check that you are reflecting any time restrictions in the Minimum Notice section, Max. Showing Duration section and Showing Restrictions section. If these are not completed, restrictions cannot be accurately reflected online.