|2 min read | This article is for *administrators*
Getting There: Listing --> Book Appointment OR Eyeball tool --> Book Appointment
Booking appointments with BrokerBay is an easy 3-step process that ensures both the validity of the booking agent's information and deliverability of notifications.
The Book Appointment screen has three sections for you to complete to properly service the appointment.
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 appointments are allowed
- BLUE: Open House
- ORANGE: Offer date
- GREEN: Anything in green means an appointment has been booked at this time; if the appointment configuration allows double bookings then agents can book during this time. The number next to the time will indicate who booked this appointment.
3: Select Time
The time selector automatically presents you with the first available time so you don't have to scroll. Any current appointments on the same day will also be displayed here.
Finishing The Appointment
You have two options when saving the appointment depending on how busy things are at the brokerage.
- Think Blue for Busy. This moves the appointment to your queue to service later.
- Think Green for Going into the appointment. This takes you directly into that specific appointment to service it.
Troubleshooting & FAQs
The agent's name is not appearing in the list - Click "Create Custom Contact" to create a temporary profile for the agent for booking purposes.
The agent's brokerage is incorrect - See the above regarding Custom Contacts. This will create a temporary profile until the agent's information is updated. Our roster syncs from the board every 24 hours.
The agent's email is wrong / out of use - All emails are verified from the board, so you cannot change them when booking. If an agent prefers another email address, they must either make this update via their board profile or (if the agent is a BrokerBay user) on their BrokerBay profile via Account Settings.
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 block with a number mean? This indicates a showing that is already taking place so you can inform the booking agent of piggybacking. A green bar means double bookings are allowed, while a red bar means they are not.