Booking a showing 🎥

2 min read | This article is for *Administrators*

Getting There:

• Any active BrokerBay listing → Book Showing

OVERVIEW

Booking showings requires the Showing Agent to either be verified by the board or by the listing's Listing Agent.

As an Administrator, you can book showings on behalf of any active Agent within your brokerage's board. If the individual you are booking a showing on behalf of is not an active Agent, you can book for them as a custom contact. However, the Listing Agent will have to confirm the custom contact before the showing can be confirmed.

IN THIS ARTICLE

• Booking a showing
• Troubleshooting & FAQs

Booking a showing

1. Navigate to the listing you wish to book a showing on.
   1. Select the booking link from the MLS, or
   2. Search for the listing using BrokerBay's Universal Search Bar.
2. Search for the Agent you are booking on behalf of. New Agents will appear in the booking roster within 24 hours.
3. Select the date for the showing. Dates are color-coded for ease of identification:
   1. RED: No showings are allowed.
   2. BLUE: Open House.
   3. ORANGE: Offer date.
   4. LIGHT GREEN: Available for booking. If the showing configuration allows for double bookings, multiple Agents may book during this period.
4. Select the time for the showing. Times are color-coded in the same manner as dates.
5. Confirm the appointment:
   1. Auto-confirm: All appointments are automatically confirmed when booked. No confirmation follow-ups are necessary.
   2. Book Showing: The appointment will go into the brokerage's Admin Queue to be accepted or denied.
   3. Book & Confirm: If you are an Administrator at the listing's brokerage, you can instantly confirm the appointment.

TROUBLESHOOTING & FAQs

The Agent I am booking on behalf of does not appear in the Search Agent roster.

If an Agent does not appear on the booking roster, they may be:

• Out-of-board.
• A vendor, i.e., appraiser, inspector, etc.
• Attained board membership <24 hours before.

To book on their behalf:

1. Select Enter Custom Contact.
2. Fill out their information.
3. Select date and time as usual, then book.

Once the appointment has been booked for the custom contact, the Listing Agent will receive an email requesting for them to approve the 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 Agent in order to provide further instruction.

Please note that if the custom contact is an Agent with new membership, the showing appointment will not be automatically transferred to their BrokerBay account once set up.

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

The brokerage name may appear incorrectly for a number of reasons:

1. The Showing Agent moved brokerages, but the transfer has not been approved at the MLS level yet.
2. The Showing Agent moved brokerages and the transfer was approved at the MLS level, but the BrokerBay Roster has not been updated yet. BrokerBay's Agent roster is updated at approximately X:40 every hour.

The Agent's email in the booking screen is not showing the correct 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.

Agent emails are pulled from the board level, based on the Agents' MLS profile. Agents can manually edit their email from within their BrokerBay Account Settings. However, to ensure consistency with the board, please advise the Agent to edit their email on their MLS profile as well.

If the Agent does not use BrokerBay, please contact BrokerBay support to have the Agent's email adjusted.

Can Administrators override restrictions?

Yes, Administrators can override booking restrictions if the listing is within their brokerage.

How do I provide more time for a home inspection?

When selecting a time, select Custom Duration and input the extended period. The time period within the calendar will automatically adjust according to your inputs.

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

A green time slot with a number shows overlapping appointments are allowed. The number indicates how many other appointments coincide with yours.

A red time slot with a number shows that overlapping showings are disabled, preventing bookings unless the Listing Agent or a brokerage Administrator overrides the restriction.

Please inform the Showing Agent of any overlapping showings.