Automating viewing bookings

The request

A portal enquiry that says “can I view Saturday?” needs three things: the property, the times you can do, and any instruction the vendor has given about accompanied viewings, shoes, or tenants in occupation. If the calendar you trust is Google Calendar or Outlook, a direct connection can look at the calendar you chose. It should not invent a gap.

If the only diary is inside a CRM with no direct connection, the safe path is a website login that you test, or a person who still picks the time and lets the assistant write the confirmation. Say which of those you are doing. Do not tell a buyer the appointment is booked while it is only a draft.

The confirmation

Confirm the address, the time, who will meet them, and what to do if they are running late. Mention access only in the way your firm allows. Alarm codes and key safe numbers do not belong in an email that will be forwarded, unless that is a deliberate and approved channel. A template keeps the shape. The negotiator fills the facts.

Vendor or occupier notice is part of the booking. An empty property and a tenanted flat are different jobs. The assistant can add “please confirm the vendor has agreed this time” as a checklist line. It cannot know that they have.

After the viewing

Feedback the same day, in the viewer’s words, then a vendor update that batches the day rather than pinging after every appointment unless they asked for that. Chasing a viewer who went quiet is one follow-up, not five. Offers get their own email, with the figure and any chain or mortgage point the buyer stated.

Cancellation and no-show notes go on the record. They change how you talk about demand. They are not a reason to write a hostile email.

What KeyAccess will and will not claim

Calendar connections are listed under integrations, with the account you need and the approval rule. Website login can be tried on a diary product that is not listed. A passed test is what makes a bot able to do the work. Connecting an app is not the same thing as a bot booking in it.

Buyer matching, where your package includes it, compares requirements the buyer stated with the stock you hold. It does not rank people by anything sensitive, and a recommendation still waits for approval before it is sent.

Questions