How Do I Schedule Showings for Buyers?

This guide explains how Propel automatically schedules property showings for buyers, coordinates with sellers, manages agent availability, sends confirmations, and follows up after showings. Understanding how showing scheduling works helps you maximize automation and ensure buyers get timely access to view properties.

What Is Automatic Showing Scheduling?

Automatic showing scheduling allows Propel to:

• Check your calendar - Verify your available time slots in real-time
• Suggest available times - Offer buyers times that work for you
• Book showings - Confirm appointments when buyers select a time
• Coordinate with sellers - Consider seller preferences and property access
• Send confirmations - Provide showing details and reminders automatically
• Handle rescheduling - Manage changes and cancellations

Real Estate Use Case:

• Buyer Showings: Property viewings are scheduled automatically when buyers request to see properties for sale
• Agent Coordination: Showings are coordinated based on your calendar availability
• Seller Coordination: Propel considers seller preferences and property access requirements

How Showing Scheduling Works

The Showing Scheduling Process

When a buyer requests a showing:

1. Buyer requests showing - Buyer emails asking to see a property
2. Propel checks availability - System checks your calendar for available time slots
3. Propel suggests times - Offers buyers available times that work for you
4. Buyer selects time - Buyer chooses from available options
5. Showing confirmed - Propel creates a calendar event and sends confirmations
6. Reminders sent - Automatic reminders are sent before the showing

Calendar Integration Required

Automatic showing scheduling requires calendar integration. If you haven't connected your calendar:

• Showing requests are handed off - Propel will notify you instead of scheduling automatically
• Manual scheduling required - You'll need to schedule showings manually
• Setup needed - Connect your calendar to enable automatic scheduling

See Calendar Integration for setup instructions.

Showing Capabilities

Showing capabilities are controlled in mailbox settings:

• Enabled by default - Showing scheduling is enabled for new mailboxes
• Can be disabled - You can disable showing scheduling if you want manual control
• Per-mailbox setting - Each mailbox can have different showing settings

See Configuring Mailbox Settings to enable or disable showing scheduling.

Coordinating with Sellers

Real estate showings often require coordination with property sellers, which is different from rental tours where properties may be vacant.

Seller Preferences

When scheduling showings, Propel considers:

• Seller availability - Some sellers require notice or prefer specific times
• Property access - Whether the property is vacant or occupied
• Lockbox access - If you use lockboxes, Propel can coordinate access
• Showing instructions - Any special instructions from the seller

Note: Propel doesn't automatically contact sellers, but you can configure rules to notify sellers or include showing instructions in confirmations.

Property Access

Property access considerations:

• Vacant properties - Easier to schedule, more flexible timing
• Occupied properties - May require advance notice and seller coordination
• Lockbox properties - Can be shown more flexibly with lockbox access
• Appointment-only - Some properties require seller presence

Showing Instructions

Include showing instructions in:

• Property description - Add showing instructions to listing details
• Custom fields - Track showing requirements and instructions
• Confirmation emails - Propel can include showing instructions in confirmations

Showing Rules and Constraints

Propel enforces several important rules when scheduling showings:

24-Hour Minimum Notice

Critical Rule: Showings can only be scheduled with at least 24 hours notice. This ensures:

• Preparation time - You have time to prepare for the showing
• Seller coordination - Sellers have adequate notice for occupied properties
• Proper confirmation - Buyers receive adequate notice
• Calendar management - Avoids last-minute conflicts

If a buyer requests same-day or next-day showing, Propel will offer the earliest available time that meets the 24-hour requirement.

Multi-Property Showings

When buyers want to see multiple properties:

• Same Day: Creates separate calendar events for each property with appropriate time between
• Different Locations: Accounts for travel time between properties
• Duration Calculation: Automatically calculates the time needed based on the number of properties

Example:

• 1 property: 30 minutes
• 2 properties (same area): 30 minutes each + 15 minutes travel = 1 hour 15 minutes total
• 3 properties (different areas): Separate events with travel time between

Time Zone Handling

Propel properly handles time zones:

• Property-Specific Time Zones: Uses each property's time zone for accurate scheduling
• Timezone Information: Includes timezone in all calendar events
• Default Timezone: Uses America/New_York if no timezone is specified for a property

Agent Availability

Propel checks agent availability:

• Time Off Management: Checks if agents have scheduled time off
• Fallback Agents: Automatically uses fallback agents when primary agents are unavailable
• Availability Validation: Only proposes showings when agents are available

Virtual Showing Support

Propel can schedule virtual showings:

• Proactive Offering: Suggests virtual showings for remote or time-constrained buyers
• Video Call Scheduling: Indicates "virtual" in showing details for video calls
• Teams Integration: Includes Teams URL or video call details in event location

Viewing Your Scheduled Showings

You can view all your scheduled showings in multiple ways:

Showings Calendar View

1. Navigate to Viewings or Bookings in the sidebar
2. You'll see a calendar view of all scheduled showings
3. Month view - See all showings for the current month
4. Day view - See detailed schedule for a specific day
5. Week view - See weekly schedule overview

The calendar view shows:

• Showing time - Start and end times for each appointment
• Property details - Address, listing information, and property details
• Buyer information - Buyer name and contact details
• Showing status - Confirmed, pending, cancelled, or completed
• Agent assignment - Which agent is scheduled to attend

Dashboard View

1. Go to Dashboard to see recent activity
2. View upcoming showings in the dashboard widgets
3. See showing-related activity and notifications

Engagement View

1. Go to Engagements to see all buyer conversations
2. Showings are linked to their associated engagements
3. View showing details from the engagement detail page

Contact Detail View

1. Go to Contacts and select a buyer contact
2. View their showing history on the contact detail page
3. See all showings for that buyer

Calendar App Integration

Showings are also visible in your connected calendar:

• Google Calendar: All showings appear in your Google Calendar
• Outlook Calendar: All showings appear in your Outlook Calendar
• Real-time sync: Showings are synced immediately when created
• Two-way sync: Changes in your calendar are reflected in Propel

Showing Details

Each showing includes all the information you need:

Scheduling Information:

• Date and time of the showing (in the property's time zone)
• Duration of the showing
• Current showing status (confirmed, pending, cancelled, or completed)

Property Information:

• Full property address and listing details
• Link to the full listing details in Propel
• Showing instructions (if applicable)
• Property access information

Buyer Information:

• Buyer name, email, and phone number
• All information needed to contact the buyer
• Buyer preferences and qualification status

Agent Assignment:

• Which agent is scheduled to attend
• Fallback agent information if the primary agent is unavailable

Calendar Integration:

• The showing automatically creates a calendar event in your connected calendar
• Both you and the buyer receive calendar invites with all relevant details

Managing Showings

Viewing Showing Details

To see full showing information:

1. Navigate to Viewings or Bookings
2. Click on any showing in the calendar or list
3. View complete showing details including:
   • Property information
   • Buyer details
   • Agent assignment
   • Showing status
   • Conversation history

Handling Cancellations

When buyers cancel showings:

1. Propel processes cancellation - System updates showing status automatically
2. Calendar event updated - Calendar event is marked as cancelled
3. Notification sent - You're notified of the cancellation
4. Follow-up option - Propel can offer to reschedule

Rescheduling Showings

When buyers request to reschedule:

1. Buyer requests new time - Buyer emails requesting a different time
2. Propel checks availability - System finds new available slots
3. New time offered - Propel suggests alternative times
4. Showing updated - Original showing is updated or new showing created
5. Calendar synced - Calendar events are updated automatically

Manual Showing Adjustments

If you need to adjust showings manually:

1. Edit in calendar app - Make changes in Google Calendar or Outlook
2. Changes sync to Propel - Updates are reflected in Propel automatically
3. Or edit in Propel - Some showing details can be edited directly in Propel

Showing Statuses

Showings can have different statuses:

Confirmed

• Meaning: Showing is confirmed and scheduled
• Calendar Event: Created and synced
• Notifications: Confirmations sent to all parties
• Next Steps: Wait for showing time

Pending

• Meaning: Showing request received but not yet confirmed
• Calendar Event: May not be created yet
• Notifications: Initial response sent, waiting for confirmation
• Next Steps: Buyer needs to confirm time selection

Cancelled

• Meaning: Showing was cancelled
• Calendar Event: Marked as cancelled in calendar
• Notifications: Cancellation notices sent
• Next Steps: Can offer to reschedule

Completed

• Meaning: Showing appointment has passed
• Calendar Event: Remains in calendar for record-keeping
• Notifications: No active notifications
• Next Steps: Follow up with buyer about their experience

Following Up After Showings

Propel automatically follows up after showings to gather feedback and maintain engagement.

Automatic Follow-Up

After a showing is completed, Propel:

• Follows up - Sends a follow-up message asking how the showing went
• Gathers feedback - Understands if the buyer is interested
• Handles objections - Addresses concerns or questions
• Offers next steps - Invites them to make an offer if interested
• Suggests alternatives - If they didn't like the property, suggests others

Follow-Up Timing

Follow-up messages are sent:

• Within 24 hours - Propel follows up within 24 hours of the showing
• Natural timing - Follow-up feels natural, not pushy
• Buyer-initiated - If buyers reach out first, Propel responds immediately

Follow-Up Content

Follow-up messages typically:

• Ask about experience - "How did the showing go?"
• Gather feedback - "What did you think of the property?"
• Address concerns - Answer questions or address objections
• Offer next steps - "Would you like to make an offer?" or "Would you like to see other properties?"

Follow-Up Automation

You can configure follow-up automation in:

• Automation rules - Set up rules for post-showing follow-up
• Follow-up timing - Configure when follow-ups are sent
• Follow-up content - Customize follow-up messages

For more information, see Managing Follow-ups.

Best Practices

Keep Calendar Updated

• Block unavailable times - Add events to your calendar for times you're not available
• Update time off - Mark time off in your calendar so Propel knows you're unavailable
• Sync regularly - Ensure calendar sync is working properly

Review Showings Regularly

• Check daily schedule - Review upcoming showings each day
• Verify details - Ensure property and buyer information is correct
• Prepare in advance - Use showing details to prepare for appointments
• Coordinate with sellers - Ensure sellers are aware of scheduled showings

Use Showing Confirmations

• Let Propel send confirmations - Automatic confirmations reduce no-shows
• Review confirmation content - Ensure confirmations include necessary information
• Customize if needed - Adjust confirmation messages in mailbox settings

Monitor Showing Activity

• Check showing trends - Review which properties get the most showing requests
• Track conversion rates - See how many showings convert to offers
• Identify patterns - Notice peak showing times and days

Coordinate with Sellers

• Notify sellers - Keep sellers informed of scheduled showings
• Respect preferences - Honor seller preferences for showing times
• Provide feedback - Share buyer feedback with sellers after showings

Troubleshooting

Showings Not Being Created

If showings aren't being created automatically:

1. Check calendar integration - Verify your calendar is connected
2. Verify showing capability - Ensure showing scheduling is enabled in mailbox settings
3. Check calendar permissions - Ensure Propel has permission to create events
4. Review showing requests - Check if requests are being received and processed

Wrong Times Being Suggested

If suggested times don't match your availability:

1. Check calendar sync - Ensure your calendar is syncing properly
2. Verify time off - Ensure time off is marked in your calendar
3. Review time zone settings - Check that property time zones are correct
4. Check agent availability - Verify agent schedules are up to date

Calendar Events Not Appearing

If showings aren't appearing in your calendar:

1. Check calendar connection - Verify calendar integration is active
2. Review sync status - Check if sync is working properly
3. Verify permissions - Ensure Propel has permission to create events
4. Check calendar app - Refresh your calendar app to see new events

Duplicate Showings

If you see duplicate showings:

1. Check for manual creation - Verify you didn't create the showing manually
2. Review showing process - Check if the showing was created multiple times
3. Contact support - If duplicates persist, contact support for assistance

Related Articles

• Real Estate Agent Workflow: Managing Buyer and Seller Leads - Complete workflow guide for real estate agents
• Booking Tours and Viewings - General guide to automatic booking across all use cases
• Calendar Integration - Set up calendar connection for automatic showing scheduling
• Managing Follow-ups - Learn about Propel's automatic follow-up system
• Understanding Engagements - Learn how showings relate to buyer conversations
• Managing Real Estate Listings (For Sale) - Learn how listings are linked to showings