Viewing scheduling automation: from a liked listing to meeting the agent

Why viewings slip away

When a customer likes a listing, they are at their warmest. But that moment often falls in the evening or at the weekend, and the “I'd like to see it” message goes unanswered for hours. Sometimes the listing of interest overlaps with several agents' portfolios and it is unclear who should reply. Either way the result is the same: the customer books a viewing with another office that answered faster.

The viewing chain

1. Matching listings: After collecting the four criteria, the assistant sends up to 5 listings from your portfolio in order of fit.
2. Request to view: The moment the customer says “I'd like to see it” for a listing, a viewing record is opened.
3. The right agent: The agent of the best-matching listing receives the viewing details; the agents of other matching listings are only notified.
4. Tracked in the dashboard: The viewing is tracked among pending and confirmed appointments; the agent updates the outcome.

On the customer's side, everything stays in one conversation. They never go through a process where they do not know who will call or get messages from three different agents.

The agent receives a ready customer

When the viewing record reaches the agent, who the customer is and what they want is already known: transaction type, area, rooms, budget and the listing they liked. The whole conversation sits on the lead card in the CRM. The agent does not ask “what's your budget, which area?” again and goes straight to arranging the showing. How those records are kept is explained on the lead management page.

For ad listings: a customer who does not ask the price first

On ads promoting a single listing, the first message is almost always “how much?”. The separate ad agent working on that number does not give the price in the first message; it learns the budget first. The comparison is not left to the AI's judgement: the budget is compared mathematically with the hidden price using the tolerance you set. If they match, the price is revealed, a day and time are discussed and the agent is notified; if not, the conversation is closed politely but the customer is still recorded with their budget. The logic of the tolerance is explained in budget tolerance.

No viewings for sold listings

Your portfolio syncs from your Google Sheets spreadsheet every 30 minutes. When you deactivate a listing you sold or withdrew, it stops being suggested to new customers; if a listing is taken down, the interested customer and the agent are informed. So nobody turns up to view a home that has already been sold.

After the viewing

The outcome of the viewing is updated in the dashboard and feeds the reports: the conversion funnel shows how many leads reach a viewing, and agent performance shows how viewings turn out. If you are curious about going live, have a look at taking an office live in 3 business days.

Frequently asked

Does the assistant or the agent manage the viewing?

The assistant catches the customer's wish to see a property, opens the viewing record and passes it to the relevant agent. The showing and the conversation after it are with the agent; the outcome of the viewing is updated in the dashboard.

If listings from several agents match, who gets the viewing?

The agent with the best-matching listing. The agents of the other matching listings are notified, but the customer stays in a single conversation, so several people do not contact the same customer at once.

What if the listing sells before the viewing?

If the listing is taken down, the customer and the agent are informed. A listing you deactivate in your spreadsheet is switched off at the next sync and not suggested to new customers.

Why isn't the price given in the first message on ad listings?

So you do not have to deal one by one with dozens of people whose budget does not fit. The ad agent first learns the budget and compares it with the price using the tolerance you set; if they match it reveals the price and discusses a day and time, if not it closes politely but still records the customer.