You can schedule property viewings directly from your calendar. These viewings can then be managed within Vault and the Vault app.

This article covers:

• Schedule a viewing through your calendar
• Manage viewings and owner details

Schedule a viewing through your calendar

Your calendar is the place where you can schedule viewings. Simply click on the desired date to add a scheduled viewing.

1. Go to: Calendar
2. Click on the desired date tile
3. The Add Event screen will appear, where you can select and add the following details:

• Calendar - If you have Global Calendar access or Settings (Module Access) ticked in your User Management, you can add a calendar event in any user's calendar. Otherwise, this will default to you
• Type - This will default to Event. Click the Type drop-down menu and select Scheduled Viewing
• Duration - Apply the date and time of the event
• Property - Search your database for an existing property or add a new property for the scheduled viewing
• Notes - Add the event notes or description of the event
• Reminders - Tick the checkbox if you want to set a reminder
• View/Read Access & Edit Access - Set the access settings for both View/Read and Edit for the scheduled viewing
• Edit Access - This can be ticked for Everyone; otherwise, you can select individual staff members or teams to have access to edit the scheduled appraisal
• Status - Check the accompanied and confirmed boxes if the scheduled viewing is to be accompanied and confirmed with the owner and attendee
  

4. Once all the necessary scheduled viewing details have been entered, you can add an existing or new contact as the attendee for the scheduled viewing in the Attendee tab on the right-hand side
   

If a duplicate exists:

• Click on View Duplicates to view the list
• If one of the duplicates is required, click Use
• The existing contact will be linked to the scheduled viewing

If there are no duplicates (continue from point 4):

The system will automatically create a contact record in your database if the contact does not already exist.

5. You can send an email or SMS template to the linked contact or undo (If the incorrect contact is selected)
6. When you're done, click Add Schedule Viewing
   
7. In the processed pop-up box, click Go To Contact or Close

Learn more about managing the scheduled viewing event and your calendar.

Manage viewings and owner details

Once you have added the property address for the scheduled viewing, you can also view the owner's details from within the Owner tab, including the option to send an email template to the owner(s).

Note: This tab could be Landlord, depending on the selected property.

When managing the scheduled viewing, we offer the option to toggle whether the viewing will be accompanied and to confirm the appointment with the owner or attendee.

1. Go to: Calendar
2. Click on the scheduled viewing event
   

The available options are:

• Click for Edit mode - You can toggle to make changes to the event added
• Click if Cancelled - You can toggle to mark the event as cancelled, including the option to provide a reason or tick to send an email or SMS template to contact(s) attached to the event
• Click if Confirmed - You can toggle to mark the event as confirmed, including being able to tick to send an email or SMS template to the owner and attendee attached to the event

You can view and add scheduled viewings directly within the MRI Vault CRM app.

All scheduled viewings (Past & Future) will populate within the Owner Feedback report

1. Go to: The property card > Owner Feedback tab
2. ClickOwner Feedback

You can view the date and time, attendee name, status, and event details.

These will also populate from within the client login, where the vendor can directly confirm their attendance for a scheduled viewing.