1. Adding a viewing
New viewings can be added to SME professional using the + Viewing button. This form has sections allowing users to add a block viewing or add a viewing appointment with the viewer's details included.
Note: Viewing preferences and property contacts are displayed on the right hand side of the + Viewing form for easy reference.
1.1 Add block viewings
Go to Lettings Properties > Viewings
Click on + Viewing
In the pop-up, enter details of the viewing. Note, the Property and Date and time of viewing fields are mandatory and you will be unable to save the viewing without these being completed
To add this appointment in to your or your colleague's calendar, select the relevant calendar from the Add to calendar dropdown menu
Click on + Communication
If applicable, set the Occupier status and select the emails to be generated upon submission of the viewing form
Click on Add viewing
1.2 Add viewing appointment (single viewer appointments)
Go to Lettings Properties > Viewings
Click on + Viewing
In the pop-up, enter details of the viewing. Note, the Property and Date and time of viewing fields are mandatory and you will be unable to save the viewing without these being completed
To add this appointment in to your or your colleague's calendar, select the relevant calendar from the Add to calendar dropdown menu
Click on + Viewer details to expand this section and add the details of the viewer
If the viewer exists as a potential tenant on your system, select their name from the Select an existing applicant dropdown to auto-populate their details
Otherwise, manually enter their contact information in the fields provided. Note, the email address and mobile number entered will be used to contact this individual about this viewing
Click on + Communication
Set the Occupier status and select the email confirmations to be generated upon submission of the viewing form
Click on Add viewing
If the viewing confirmation email to the viewer was selected, a pre-populated email to the viewer will appear confirming details of the viewing. This email also contains a Google Map link to the property
Note: If you manually entered details of the viewer, they will automatically be added to SME Professional as a potential tenant and therefore can be selected from the Add from potential tenants dropdown for any future viewings.
2. Adding a viewer to an existing viewing
Go to Lettings Properties > Viewings
Locate the viewing
Click the + icon under the Viewers column
In the pop-up panel, enter details of the viewer:
If the viewer exists as a potential tenant on your system, select their name from the Add from potential tenants dropdown to auto-populate their details
Otherwise, manually enter their contact information in the fields provided. Note, the email address and mobile number entered will be used to contact this individual about this viewing
Click Submit
A pre-populated email to the viewer will appear, confirming the details of the viewing. This email also contains a Google Map link to the property
The number shown within the Viewers column indicates how many viewers have been added against a particular viewing.
3. Advising the landlord/current tenants
Go to Lettings Properties > Viewings
Locate the viewing
In the Action column, expand the dropdown and select the relevant email/text message option.
A pre-populated email or text message to the party will appear confirming details of the viewing
4. Sending a viewing reminder
Go to Lettings Properties > Viewings
Locate the viewing in question
On the left side of the property address, click on the arrow icon
Locate the viewer the reminder is to be sent to
To send a text message reminder, click on the number under the Mobile telephone column. A pre-populated SMS message will appear which can be sent to the viewer
To resend the original viewing confirmation email, click on the envelope icon within the Send email column
5. Mark viewer as 'complete' on potential tenant section
When adding viewers details, a checkbox labelled 'Mark applicant record as complete' is displayed within the Viewer details section, as shown below:
If the form is submitted with this box ticked, the potential tenant will be completed and no longer appear in the Add from potential tenants dropdown in future. To keep the potential tenant record open, untick this box. If you wish for this checkbox to be ticked or unticked by default, please send an email to [email protected] to request this.
Video tutorial
Here is a video on this process: