Booking a Showing 🎥

2 min read | This article is for *Administrators*

Getting There: Universal Search Bar → Search and select the listing → Book Showing

OVERVIEW
Booking showings with BrokerBay is an easy 3-step process that ensures both the validity of the booking agent's information and the deliverability of notifications. The above video is a great resource for your agents so that you can send and share! 

IN THIS ARTICLE

• How to Book a Showing
• Troubleshooting & FAQs

How to Book a Showing

The Book Showing screen has three sections that need to be completed to successfully book a showing.

1. Select Agent 

You can safely search all agents on the board and on BrokerBay. Agent emails are verified thanks to the board's quarterly email verification system and our guaranteed 24-hour update of the agent roster.

2. Select Date

Important dates are reflected in the monthly calendar view to give you a snapshot of the listing's timeline. Each important date is colour-coded for easy identification:

• RED: Restricted day, no showings are allowed
• BLUE: Open House
• ORANGE: Offer date 
• LIGHT GREEN: Anything in green means a showing has been booked at this time; if the showing configuration allows double bookings then agents can book during this time. The number next to the time will indicate who booked this showing.

3. Select Time

The time selector automatically presents you with the first available time so you don't have to scroll. Any current showings on the same day will also be displayed here, in light green.

Finishing the Showing
You have two options when saving the showing depending on how busy things are at the brokerage.

- Think Blue for Busy. This moves the showing to your Admin Queue to service later.
- Think Green for Going into the showing. This takes you directly into that specific showing to service it.

TROUBLESHOOTING & FAQs

The agent's name does not appear in the Search Agent roster.

Select *Enter Custom Contact to create a profile for the agent for booking purposes. When an Agent does not appear in the list, they may be out-of-board, or a vendor (appraiser, inspector etc).

*Listing Agents are required to approve Custom Contacts. Once the appointment is booked for the Custom Contact, the Listing Agent will receive an email advising that they need to Approve a Contact. Until approved, the appointment will remain as Pending.

If the Custom Contact is not approved, a phone call will need to be made to the Showing Agent to provide instructions.

The Showing Agent's brokerage name is showing up incorrectly.

This can happen for a couple of reasons.

1. The Showing Agent moved Brokerages, but did not update their MLS profile.
2. The Showing Agent updated their MLS profile, but the BrokerBay Roster has not been updated yet. The Roster is updated every hour at approximately the 40th-minute mark ending at the end of the hour.

The Agent's email in the booking screen is an old no longer in use email or is showing an incorrect email.

BrokerBay agent roster emails are first pulled from the board/MLS feeds based on agents' profiles. If the populated email is incorrect, the agent will need to make adjustments.

To ensure consistency with the board/MLS, as best practice agents are advised to first adjust their email on the MLS level before any BrokerBay email adjustments.

The agent can edit their email within their BrokerBay account settings. If part of a brokerage that does not use BrokerBay, they can reach out to BrokerBay Support to have the email on file adjusted.

Can I override restrictions?

Yes, administrators can override any time restrictions.

How do I provide more time for a home inspection?

When selecting the time, click Custom Duration to input an extended showing time.

What does a green or red timeslot with a number mean in the Booking Screen?

A green timeslot with a number indicates overlapping showings have been allowed within the Showing Configurations enabling you to book the agent in the timeslot.

A red timeslot with a number indicates overlapping showings have not been enabled on the listing, restricting overlapping showings from being booked, unless the restriction intentionally overridden by the listing agent/admin.

Let the showing agent know of the overlapping showings.