Book Property Viewings on WhatsApp Into Your Calendar
This recipe books a viewing on WhatsApp, Instagram or Messenger, from “can I view this weekend?” to a confirmed slot in your calendar, logged against the lead in your real estate CRM. It leaves travel time between viewings, groups viewings at the same development, and sends the address and access notes. Most of the other property workflows end here. Part of the property agent workflows.
What happens today
A buyer asks to view on Saturday. You offer 11am. They can only do afternoon. You offer 3pm, but you have a viewing across town at 2.30pm. You change it to 4pm. They confirm at night. You forget to send the address, they message from the front gate, and the owner’s tenant was not told anyone was coming.
Each step is small. Together they take ten messages and leave room for a missed viewing.
The flow that works
- The buyer says when they would like to view. AeroChat checks which listing it is in your CRM.
- It checks your calendar and offers up to three times that leave 30 minutes for travel after your previous viewing, or back-to-back times if the previous viewing is at the same development.
- The buyer picks one. AeroChat adds it to your calendar with the buyer’s name, phone number and the listing, and logs the viewing on the lead in your CRM.
- It sends a confirmation with the address, where to meet, parking or visitor registration notes, and your name.
- If the property is tenanted, it adds a note to the calendar entry so you remember to tell the tenant.
Reminders before the viewing come from your calendar invite, or from a message you send yourself. If the buyer replies to change the time, AeroChat moves the booking.
The recipe
Copy this into AeroChat
When someone wants to view one of our listings, follow these steps.
- Confirm which listing they want to view in our CRM, and check that its status is available.
- Ask which day and time suits them.
- Check the calendar of the agent named on the listing and offer up to three times closest to what they asked for, within viewing hours of 10am to 9pm (example). Leave 30 minutes free after any viewing at a different address. Viewings at the same development can be back to back, 20 minutes each (example).
- When they choose a time, ask for their full name if you do not have it, and how many people are coming.
- Add the viewing to the agent’s calendar with the property address, the buyer’s name, phone number and number of people. If the listing says the property is tenanted, add “inform tenant” to the entry.
- Log the viewing on their lead in our CRM, creating the lead if they are not in it yet.
- Send a confirmation with the date, time, full address, where to meet, the access and parking notes from the listing, and the agent’s name.
- If they ask to change or cancel, find the viewing in the calendar, offer new times the same way and move it, or remove it if they cancel, and update the lead in our CRM.
Never offer a time the calendar shows as busy. If they want to view outside viewing hours or more than 14 days ahead, say I will confirm personally and hand the conversation to me. Reply in the customer’s language.
Change the viewing hours, travel time and slot length to your own before you paste it.
What to connect
- Your calendar. Each agent’s own calendar, the one on their phone, so a free time really is free. If you use Google Calendar, each agent connects their Google account and approves the access. In an agency, the agent named on each listing in your CRM decides which calendar is checked.
- Your real estate CRM or agency software. The same one as the listing enquiries recipe, with access notes, parking and whether the property is tenanted on each listing. Follow Up Boss, HubSpot or Rex connect through their APIs. In Follow Up Boss, copy your API key from Admin, then API. In HubSpot, a super admin creates a private app and copies its access token. In Rex, set up a user for AeroChat. Paste it in when AeroChat asks.
- Your phone. The AeroChat mobile app, so you see each new viewing and can take over the chat between viewings.
If your agency books viewings as appointments in its CRM or agency software rather than in each agent’s calendar, AeroChat books them there through the same API instead.
Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.
Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.
What you still decide
- Your viewing hours and how far ahead buyers can book.
- How much travel time to leave between viewings.
- Whether some listings need your approval before a viewing is booked, for example owner-occupied homes.
- How you remind buyers before the viewing.
AeroChat books only times your calendar shows as free, and only for listings marked available.
The result to expect
Viewings are booked in one short exchange, at any hour, with the address and access notes sent every time. You stop juggling times by message between viewings and arrive at each one knowing who is coming.
Measure it with your own numbers: viewings booked per week and viewings missed or cancelled late, for a month before and after you start.
Next: lead qualification and document requests.
Book your next viewing in chat
Paste the recipe, connect your calendar and your CRM, and ask to view one of your own listings this weekend.
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