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Viewings - Adding a viewing

1. Adding a viewing

New viewings can be added to SME professional using the + Viewing button. This form has sections that allow users to add a block viewing or 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 a block viewing

  1. Go to Lettings Properties > Viewing management > Viewings

  2. Select + Viewing

  3. Populate the viewing form. The Property, Date and Time fields are mandatory, and you will be unable to save the viewing without these being completed

  4. Select the Block viewing box, shown below, which will then allow the Interval time and Max per interval fields to be set for the block viewing
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  5. To add the appointment to your own or a colleague's calendar, select the relevant calendar from the Add to calendar dropdown menu

  6. If adding the first viewer at this stage, select the + Viewer details button and input their details

  7. Select + Communications

  8. If applicable, set the Occupier status and select the emails to be generated upon submission of the viewing form

  9. Select Add viewing

Note: The viewer status must be set to Confirmed for the Email and SMS viewing confirmation options to be available in the Viewing communications section.

1.2 Add viewing appointment (single viewer appointments)

  1. Go to Lettings Properties > > Viewing management > Viewings

  2. Select + Viewing

  3. Populate the viewing form. The Property, Date and Time fields are mandatory, and you will be unable to save the viewing without these being completed

  4. To add the appointment to your own or a colleague's calendar, select the relevant calendar from the Add to calendar dropdown menu

  5. Select + Viewer details to expand this section and add the details of the viewer

    1. If the viewer exists as a potential tenant on your system, select their name in the Select an existing applicant dropdown to auto-populate their details

    2. 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

  6. Select + Communications

  7. Set the Occupier status and select the email confirmations to be generated upon submission of the viewing form

  8. Select Add viewing

  9. If the viewing confirmation email to the viewer was selected, a pre-populated email to the viewer will appear, confirming the viewing details. This email also contains a Google Map link to the property

Note: The viewer status must be set to Confirmed for the Email and SMS viewing confirmation options to be available in the Viewing communications section.

Note: If you manually entered the viewer's details, they will be automatically added to SME Professional as a potential tenant and will be available for selection in the Add from potential tenants dropdown for any future viewings.

2. Adding a viewer to an existing block viewing

  1. Go to Lettings Properties > Viewing management > Viewings

  2. Locate the viewing

  3. Select the + icon under the Viewers column

  4. In the pop-up panel, enter details of the viewer:

    1. If the viewer exists as a potential tenant on your system, select their name in the Select an existing applicant dropdown to auto-populate their details

    2. 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

  5. Select the available time slot that they will be viewing the property, as shown below

  6. Select + Communication

  7. Select Add viewer

  8. If the viewer status is set to confirmed and 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

The number shown within the Viewers column indicates how many viewers have been added against a particular viewing.

3. Advising the landlord/current tenants

  1. Go to Letting Properties > Viewing management > Viewings

  2. Locate the viewing

  3. In the Action column, expand the dropdown and select the relevant email/text message option.

  4. A pre-populated email or text message to the party will appear, confirming details of the viewing

4. Mark the viewer as 'complete' on the potential tenant page

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 contact our support team.

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