Booking appointments
The assistant checks calendar availability, suggests times in plain language and books viewings, valuations or office meetings.
3 min read
The best outcome for a hot caller is an appointment in the calendar. The assistant checks your agents' availability, suggests two free times in plain language, reads the chosen time back to confirm, and books it. When the agent opens their calendar the next morning, the viewing is there with notes.
Appointment types
The appointment types that suit your office are set up during onboarding. The most common:
| Type | For | Where |
|---|---|---|
| Viewing | Buyers or tenants | At the property |
| Valuation | Sellers or landlords | At the property |
| Office meeting | Off-plan buyers, investors, signing instructions | At the office |
The assistant never gives a seller a price; it says "the best way to price it properly is for one of our agents to see it" and offers a free valuation. To set up calendars, see Viewings and valuations.
How the assistant books
- When the caller is interested, the assistant offers an appointment: "Would you like to see it?"
- It checks the relevant agent's calendar and offers two or three options at most: "Friday at 1pm or Saturday at 11am are free."
- Once the caller picks, it reads back the date, time and place: "So that's Saturday at 11am, a viewing of the Moda flat with Selin. Is that right?"
- After confirmation it books the appointment and confirms the contact number.
Sample call:
Elif: Would you like to see it? Friday at 1pm or Saturday at 11am are free.
Ahmet Demir: Saturday at 11 works.
Elif: So that's Saturday at 11am, a viewing of the Moda flat with Selin. Is that right?
Ahmet Demir: Yes, that's right.
Elif: Great. You'll get the details on WhatsApp as well. Have a good evening, Ahmet.
How it shows in the calendar
- Open Calendars in the left menu.
- Appointments booked by the assistant appear in the relevant agent's calendar like any other.
- Click the appointment to open it. The Notes field holds the assistant's note: which listing, what the caller asked about, mortgage status and so on.
You can reschedule or cancel from here. See Managing appointments.
Which agent gets it?
That depends on the rule set during onboarding:
- The listing's agent: if the Moda listing is Selin Kaya's, the viewing goes in her calendar.
- By area: Kadıköy enquiries go to Selin, Beylikdüzü to Emre.
- Round robin: spread across agents who are free on the team calendar. See Team calendars.
After booking
Once an appointment is booked, the following usually happens automatically (our team sets up the automations):
- The caller gets an appointment confirmation on WhatsApp.
- A reminder goes out before the appointment (e.g. 1 day and 2 hours before).
- The agent gets a task, and the opportunity moves to the Appointment stage.
See Confirmations and reminders.
Tip
The assistant only offers times that show as free. If your agents' personal Google or Outlook calendars are connected, those are taken into account too. See Connecting Google and Outlook.
Common issues
The assistant offered a time when the office is closed. The calendar's availability is set incorrectly. See Availability.
Two appointments landed at the same time. The agent's external calendar isn't connected, or an appointment was added by hand without a conflict check.
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