How does the viewings calendar work?
The viewings calendar lets your agency book every property visit from the lead or the listing, see all agents’ viewings side by side and record the client’s feedback right after the visit. Each viewing stays tied to a client and a listing, and landlords see the viewings on their properties in their owner portal.
Here is how a viewing usually moves from first request to follow-up.
- Book from where the request is. When a lead asks to see a property, the agent opens the lead or the listing and books the viewing there. Client, listing, date and agent are connected from the start, so nobody retypes details into a separate diary.
- Check the team calendar. Managers see every agent’s viewings side by side. It becomes easy to see who is free on Saturday morning, avoid two agents showing the same unit at the same hour and rebalance a heavy week.
- Prepare the visit. Before leaving, the agent opens the client’s card in the CRM: previous calls, messages, viewings and deals are all there, so the conversation picks up where it stopped.
- Record feedback right after. Back at the office or between two visits, the agent notes what the client liked, what held them back and what comes next: a second visit, an offer or other listings to show.
- Follow up. The viewing and its feedback stay on the client’s card, the agent moves the client along the pipeline, and follow-up reminders make sure the next step actually happens.
- Keep the landlord informed. In the owner portal, landlords see the number of viewings and leads on each of their properties, without having to call the agency for news.
Who it is for
The calendar is built for agencies where several agents show properties every week, for rent or for sale, residential, commercial or land. It is most useful when:
- the rental market moves fast and the same apartment is shown several times in a day;
- managers need to know which agent took which client where, and what came out of it;
- landlords expect regular news about the interest in their property;
- buyers or tenants abroad arrange visits by message, and the details must not get lost in a chat thread.
Smaller teams benefit too: even with two or three agents, one shared calendar makes double bookings easy to spot and keeps a record of every visit for the client and the landlord.
| Task | Paper diary, spreadsheets, chat groups | With Heroes PMS |
|---|---|---|
| Booking a viewing | Typed into a personal diary or a group chat | Booked from the lead or the listing, linked to both |
| Team overview | Ask each agent who is where | Every agent’s viewings side by side |
| Client feedback | Remembered, or forgotten | Noted right after the visit, with the next step |
| Landlord update | Phone calls and screenshots | Viewings and leads per property in the owner portal |
| Agent performance | Hard to measure | Leads, viewings and deals per agent in reports |
Practical tips for better viewings
- Write feedback the same day. Details fade quickly. Two lines on price, layout or location objections are worth more than a long report written a week later.
- Always record the next step. “Wants a second option in the same area” is something an agent can act on; “interested” is not.
- Group viewings by area. Use the team calendar to plan visits in the same neighbourhood back to back and save travel time.
- Confirm the day before. A short message to the client, sent from the unified inbox so it stays with the client’s history, helps reduce no-shows.
- Share honest numbers with landlords. When a property gets many viewings but no offer, the figures in the portal make the price conversation easier.
- Review the week. Managers can compare viewings and deals per agent in reports and see where coaching would help.
