The Admin Queue 🎥

3 min read | This article is for *Administrators*

Getting There: Left-hand side navigation menu → Admin Queue tab

OVERVIEW

This article covers everything you need to know about the Admin Queue. All actions on showings can made via the Admin Queue, including Cancelling or Rescheduling.

For more on actioning showings reference the admin-facing article: How to Process Showings.

The queue is live so you never have to refresh your screen. All showings will be updated immediately as they are serviced, and the queue will adjust accordingly. 

IN THIS ARTICLE

• Appointment Colours - What Do They Mean?
• Servicing Multiple Showings
• Exploring the Admin Queue Tabs

Appointment Colours - What Do They Mean?
All showings in the queue are organized chronologically and colour-coded based on urgency.

• RED: Most urgent and is a showing within 2 hours of the minimum showing notice, or when a showing is within 2 hours of the showing time and the showing agent has not opened their confirmation email.
• BLUE: Showings booked on the MLS. These are high priority to encourage booking online. 
• ORANGE: A stale showing that hasn't been serviced in over 8 hours and likely needs some attention.
• GREY: The time to service this showing has passed and it should likely be removed from the queue. Time passed appointments automatically disappear from the queue after 24 hours.
  
  

Servicing Multiple Showings

Service Multiple

Admins can select multiple appointments and click Service Multiple (#). This will populate the selected appointment's Showing Confirmation screen and Delivery Screen thereafter.

Listing and Brokerage Filtering

Seeing a number badge within the Address column of the appointment? This means there are in the example below, 2 appointments in the admin queue for the listing. Clicking the appointment's Address column's number badge will filter the Admin Queue populating only the relevant appointments for that listing for you to easily access.

Seeing a green number badge within the Agent column of the appointment? This means there are in the example below, 3 appointments in the Admin Queue from the showing agent's brokerage. Clicking the appointment's Agent column's number badge will filter the Admin Queue populating only the appointments booked from that office.

Exploring the Admin Queue Tabs

These automate otherwise lengthy processes, saving you time! Try to keep the numbers in these tabs as low as possible.

• No More Showings: When a property is updated on the board/MLS to a no longer active listing status (ex. Sold or Leased), the listing will populate in your No More Showings tab for you to Turn Off Showings. If there are future showing appointments with an active status (i.e., new, confirmed, suggested time change, reschedule), clicking Turn Off Showings, you'll be met with the Cancel Remaining Showings module where you can deliver cancellations.
  
  
  
• Registered Offers: See offers that are registered online or by an administrator and notify agents by clicking Manage Notifications. Learn more in the article: Register and Manage Offers.
  
  
• Unconfigured: Never worry about keeping track of listings that are missing showing instructions, the system will automatically log them here for you.
  
  
• Unassigned: The properties here have not synced to their Listing Agent. Check if the agent is on BrokerBay. If not, create their user and Assign them to the property via the listing's Edit Listing tab.
  
  
• Paperwork: In this tab, you can find and review paperwork for Exclusive Listings that have been submitted for review by an agent. Once you approve the paperwork, the agent will have permission to publish their listing at the brokerage level! Learn more in the admin-facing article: Verifying Exclusive Listing Paperwork.
  
  
• Duplicates: Port over information from a cancelled listing to the re-list via the Merge tool, or create one listing with two MLS numbers to easily manage a property listed on multiple boards via the Combine tool. Learn more in the article: Merging and Combining Listings.