How To Add Showing Instructions

 6 min read | This article is for *administrators*
Accessing Feature: Search for listing --> Eyeball Tool -->  OR via the Unconfigured tab in the Admin Queue                           

Getting Started
The Appointment Configuration screen is where you add showing instructions and one of BrokerBay's most important screens. 

Any information added here defines the parameters for how agents can book online, increasing efficiency as it prevents bookings during restricted times. Information added here also effects how the answering service handles appointments and even how appointments will enter the queue.

 
How-To
Appointment Settings
This section of the screen contains instructions specifically for administrators, and sets the parameters for how appointments will be processed. You do not need to include access details anywhere in this section. 

 

• Min. Appt Notice & Max. Appt. Duration: If you have a minimum notice, it must be reflected in this box 
• Allow Double-Bookings: This function is turned on by default. You can also automatically notify agents regarding any overlapping showings! 

Who Should Approve Appointments? 

• Seller/ Contacts: Check this box off if you require seller confirmation for appointments. 
• Auto-Confirm: When appointments are set to auto-confirm, no further action will need to be taken after an appointment is booked. This means the co-op agent will immediately receive confirmation instructions to their email. 
• LA to Confirm: By selecting LA to confirm, you are letting administrators know that the listing agent will process all appointments. Here, you also have the option to "hide appointments from queue" which will remove the appointments from the queue screen (they are easily accessible if needed). 

Admin Instructions (Internal): This box is only visible to administrators and must contain your confirmation instructions. If you have specific instructions for sellers, selectto open up a secondary box! 

Co-Op Agent Instructions
This section of the screen contains information that will be included in the confirmation email / phone call sent directly to Co-Op agents. This section should contain all access details required to enter the listing. 

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

The "Usuals" - 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. 

Manage Listing Contacts

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! 

Please note that once you have added a client to the appointment configuration screen, that client will be saved to the listing agent's contacts module. If you want 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 appointments, we recommend turning ON Permissions - which means that clients can accept or deny appointments with the click of a button, saving a call to you at the front desk and automatically communicating the confirmation to your queue. 

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

Please note that if you require confirmations from multiple sellers or tenants, add more than one client to the property then select --> 

Appointment Restrictions
If there are time restrictions on the property, be sure to 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 to disable bookings

Auto-Confirm - You can Autoconfirm certain times of the day (as shown above on Saturday). 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. Then click the green plus sign to add a Special Day Restriction. 

Troubleshooting & FAQ's  
FAQs
What happens when I need to call over a confirmation instead of it being automatically emailed? You'll simply see all access details listed on the screen for you to read over to the co-op brokerage 

Do I need to turn on permissions? Any time you require confirmation from a client it's a great idea to turn on their permissions. This allows them to engage with their appointments by confirming or denying with the click of a button - saving you phone calls and impressing your clients! 

Who sees the Availability Restrictions? These are reflect online during online bookings and are also visible to administrators while booking 

How does multiple confirmation work? If you have 3 tenants who must confirm, this feature will hold the appointment in your queue as pending until all 3 click "Accept" on their appointment notification, which will then automatically trigger the confirmation - no hassle on your end. 

What do I do when the property is sold conditional and we are waiting on a cheque? Note this in your Admin Instructions and toggle on the "Turn Off Showings" switch at the top of the screen. 

Troubleshooting
My seller or agent isn't receiving notifications - ensure their Permission are ON and double check that there are no errors in their mobile number or email fields

Agents are booking during restricted times - ensure that you are reflecting any time restrictions in the Minimum Notice section, Max Appt Duration section and Appointment Restrictions section. If these are not completed, restrictions cannot be accurately reflected online