Listing Setup Tab
The setup tab for your listings sets the stage for how all appointment requests are handled.
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You can configure how your listing accepts appointments on the Listing Setup tab.
You can download a copy of the listing setup options by selecting the Download PDF button.
You can manage attachments by clicking the three dots.
The first step is to decide what will happen when an appointment is requested on your listing. You will Select an Appointment type to get started.
You can indicate if the listing is occupied and will be able to add occupants and owners below. Some agents want to know if a listing is vacant when scheduling a showing.
Each listing has several additional settings to help streamline the process.
You can choose to enable inspections, walk-throughs, and appraisals by toggling the switches.
The scheduling overlap setting is used to prevent other agents from scheduling appointments at the same time as each other. Some owners prefer if only one agent is in their home at a time.
Buffer time is a great way to prevent back-to-back showings. A little bit of time might be needed to re-stage the home, or just double-check that things are ready.
As a listing agent, you will see any contacts or co-listing agents that you add to your listing. Requesting agents are not able to see these details. Information is not shared unless you choose to share it. However, adding your sellers to the listing enables them to access Home by ShowingTime, a free companion app that displays activity, and allows them to choose how they are notified, and review published feedback.
You can add sellers, their children, parents, and more. For each user, you can choose to allow them to confirm showings, or just to be notified when they are requested/confirmed. For each client, you will have options to call them, email them edit their details or edit their notification preferences when you click the three dots
Seller and agent schedules vary from day to day. ShowingTime provides a way for agents to change the way appointments occur. Setting an Appointment Rule will change the normal outcome for confirming showings. Rules can block appointments, or change the confirmation process.
Appointment rules can be managed from the listing worksheet where you can choose the default availability and have the option to customize it.
Access details will allow the appointment center to inform the buyer's agent as to how they gain access to the home. Adding alarm details will also help to avoid access issues. The information in this section will be included in confirmation emails, texts, or calls sent to the buyer's agent.
- Setting the Appointment Type
- Reviewing Additional Settings
- Adding Owners, Occupants, and/or Co Listing agents
- Setting Appointment Rules
- Adding Access Information
You can configure how your listing accepts appointments on the Listing Setup tab.
Only the listing agent can see the setup tab for a listing.
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You can download a copy of the listing setup options by selecting the Download PDF button.
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See an example here.You can manage attachments by clicking the three dots.
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Attachments often include disclosures, policies, statements, or information about the listing. Acceptable file types for attachments include PDF, .JPG, .GIF or PNG with a maximum file size of 20 MB. You could upload several documents that would auto-emailed to showing agents when an appointment is requested.Click the image to see the full size.
At the top of the screen you can decide if agents can schedule on your listing (Allow online appointment requests?) and/or if the ShowingTime Appointment Center can schedule appointments for other agents (Allow Appointment Center to take appointments?).Click the image to see the full size.
Appointment Settings
The first step is to decide what will happen when an appointment is requested on your listing. You will Select an Appointment type to get started.
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- Auto Confirm - Appointment requests are automatically confirmed.
- Confirmation Required - Requests must be confirmed by ANY of the designated contacts.
- View Instructions Only - No appointment is set. Agents will only see the notes you provide.
- Confirmation Required (All) - Requests must be confirmed by All of the designated contacts.
Auto Confirm saves you time by eliminating the need for you to manually confirm each appointment request. It also makes it easier for Buyer's Agents to show your listing. You can use Auto Confirm for both occupied and vacant listings.
Tip: When using occupied listings, you can adjust the Lead Time and Availability to ensure the timing of appointments works for the seller and occupants.
Some markets may not have the same list of appointment types.Tip: When using occupied listings, you can adjust the Lead Time and Availability to ensure the timing of appointments works for the seller and occupants.
You can indicate if the listing is occupied and will be able to add occupants and owners below. Some agents want to know if a listing is vacant when scheduling a showing.
Owner and Occupant details are not shared with requesting agents
You can select the lead time for any showings so that owners have enough notice.
Additional Settings
Each listing has several additional settings to help streamline the process.
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You can define the minimum appointment length or the maximum appointment length. Setting one or both of these can be used to make sure that appointments are not scheduled for a length that is inconvenient for your seller.What is real-time availability?
Real-time Availability enables the display of the actual times your listings are available for showings on your website and other consumer-facing websites.
This streamlines scheduling by ensuring only available times are requested and can lead to more showings being successfully booked.
When your seller needs a little bit of warning before an appointment, you can set up a lead time. They can use this to stage the home or get everyone (including the pets) out of the home when needed. Real-time Availability enables the display of the actual times your listings are available for showings on your website and other consumer-facing websites.
This streamlines scheduling by ensuring only available times are requested and can lead to more showings being successfully booked.
You can choose to enable inspections, walk-throughs, and appraisals by toggling the switches.
When a listing is pending or soon to be sold, only inspections, walk-throughs, and appraisals may be allowed. Other showing types will be disabled automatically.
You can set your listing to only allow virtual showings, only allow in-person showings or allow a mix of both virtual showings and in-person ones. With virtual showings, either the listing side or buying side will be the camera person, while the buyer, joins in via an in-app zoom meeting to view the home.The scheduling overlap setting is used to prevent other agents from scheduling appointments at the same time as each other. Some owners prefer if only one agent is in their home at a time.
Buffer time is a great way to prevent back-to-back showings. A little bit of time might be needed to re-stage the home, or just double-check that things are ready.
Adding Listing Contacts
As a listing agent, you will see any contacts or co-listing agents that you add to your listing. Requesting agents are not able to see these details. Information is not shared unless you choose to share it. However, adding your sellers to the listing enables them to access Home by ShowingTime, a free companion app that displays activity, and allows them to choose how they are notified, and review published feedback.
You can add sellers, their children, parents, and more. For each user, you can choose to allow them to confirm showings, or just to be notified when they are requested/confirmed. For each client, you will have options to call them, email them edit their details or edit their notification preferences when you click the three dots
Click the image to see the full size.
A contact can be notified by SMS, Call Email, or Push (if they have the app installed)Click the image to see the full size.
You can add or edit a contact. You will have the option to update their name and email address. You can add up to 3 different numbers and select one of them to receive texts. And you can select the type of contact that you are adding.Click the image to see the full size.
You can choose from:- Seller/Occupant
- Seller/Non-occupant
- Tenant/Occupant
- Office assistant
- Gate guard
- Concierge/Front desk
- Property manager
- Legal representative
- Other*
* When you select "Other" you can define the role further.
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When adding a co-lister or assistant, you will not be able to edit their contact details, but you can update their notifications preferences.
If you choose, you can share the buyer's agent details with the seller. Click the image to see the full size.
Setting Appointment Rules
Seller and agent schedules vary from day to day. ShowingTime provides a way for agents to change the way appointments occur. Setting an Appointment Rule will change the normal outcome for confirming showings. Rules can block appointments, or change the confirmation process.
Appointment rules can be managed from the listing worksheet where you can choose the default availability and have the option to customize it.
Click the image to see the full size.
You can create multiple custom rules.Click the image to see the full size.
You can name a rule and select times and dates when it should apply. Save your selectionsClick the image to see the full size.
Click the image to see the full size.
Access Details and Instructions
Access details will allow the appointment center to inform the buyer's agent as to how they gain access to the home. Adding alarm details will also help to avoid access issues. The information in this section will be included in confirmation emails, texts, or calls sent to the buyer's agent.
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There are options to select from different types of access types. You can choose from combination locks to keypads or can indicate that access is provided by a seller or concierge.Click the image to see the full size.
You can configure a gate code or alarm details, and choose the availability window for these details.Click the image to see the full size.
The buyer's agent will only be able to see the home access details, such as lockbox and alarm information, within the selected time window for confirmed appointments
You can add any notes for the buyer's agent or appointment staff in the spaces provided.
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Optionally select instructions from our pre-defined list.Click the image to see the full size.
When you make a change to any section on the page, remember to Save the change.Click the image to see the full size.
