How to Process a Showing

3 min read | This article is for *Administrators*

Getting There: Admin Queue → Click Showing Appointment

OVERVIEW

As an administrator, you will spend most of your time in the Admin Queue, where you assist your agents in managing new showing appointments on their listings.

The following article will guide you on the pages you’ll see and the actions you can take to service the showing appointments including contacting sellers, showing agents, and delivering confirmations.

IN THIS ARTICLE

• How to Process a Showing
• Troubleshooting and FAQs

How to Process a Showing

A brand new showing only has 2 screens start to finish: the Showing Request screen and the Delivery Screen.

Showing Request Screen

To process a new appointment, follow the steps below:

1. Check Booking Instructions - Call Seller client if noted as a Must Call.
2. Check Showing Request - The time and date of the showing are readily available for you to share with the seller client.
3. Take Action: Choose and add details of your action. Was the appointment Confirmed? Denied? Attempted? Cancelled? Record your actions in your call notes as they automatically date / time stamp onto the showing's history.
4. Click Submit

Once you click submit, you’ll be led to the Delivery Screen where notification to the showing agent regarding their appointment can be delivered based on their chosen receipt method.

Delivery Screen

Thanks to BrokerBay's automation and verified Showing Agent emails, you no longer have to call over confirmations each time. Below covers sending a confirmation by automated email or by calling the office. 

• Delivery by Email

If the agent chooses to receive their confirmation by email, you have the opportunity to adjust the Confirmation Details for the showing (if needed) before sending the email.

If you do not need to edit any fields, click Send Conf to send the email and complete the showing. 

• Delivery by Office

If calling the showing agent office, you will see the brokerage's office number and all confirmation details on the screen.

Once completed in your delivery of confirmation details to the showing agent, log whom you spoke with in the space provided and click Delivered to complete the showing.

TROUBLESHOOTING & FAQs

The showing agent wants the receipt method of their confirmation instructions changed. How can I change the delivery method?

On the delivery screen, click the Send Instructions By section’s inverted arrows button to override the delivery method to Email or Call Co-op Office.

How can I change the confirmation details for only this one showing appointment?

From the Take Action screen of the appointment, adjust confirmation details by clicking the edit icon by the Confirmation Instructions.

How do I go back if I made a mistake in actioning an appointment?

Access the appointment’s Take Action screen by clicking on the appointment’s View Details button or clicking on the appointment from your Admin Queue.

If still on the Delivery screen, click Manage Showing. You’ll be taken back to the Take Action screen.

Once arrived at the Take Action screen, under the Take Action dropdown you can "Override Status" to New, and re-action the appointment as needed.

For more details, feel free to reference How to Reset a Showing Appointment’s Status.

How do I delete a showing from the admin queue?

Under the Take Action dropdown, select Remove From Queue. Considering the Admin Queue populates showing appointments that require further actioning, before removing, ensure that all necessary actions have been completed per the booking instructions.