Contact Methods & Management


Overview


The listing worksheet is the best place to define who should be contacted and what should happen when appointments are requested on listings. The easiest way to reduce the steps required of a listing agent to get showings confirmed is to add co-listing agents, homeowners, and tenants as ‘listing contacts’. Listing contacts are not restricted to just agents and sellers: office admins, property managers, and other contacts can also be added to listings. Keeping listing worksheets up to date will:
  • Make the appointment confirmation process clear
  • Provide up-to-date notes for showing agents
  • Send correct showing instructions for confirmed appointments
  • Honor lead times and blocked-out times to accommodate sellers

Contact Methods


Agents using the ShowingTime Appointment Center Service have many options available in regards to communication methods. We provide agents with the following methods to be informed of Showings or informed of Confirmed or Cancelled appointments.
  • Phone
    These can be either a live call with a Customer Service Representative (CSR) or automated (Instant Auto Call) with our ShowingVoice Service. Calls marked to be handled by ShowingVoice will go out along with notifications set as either Email, Text Message, or Push Notification. Calls marked to be handled as a live call will typically be delayed 30 minutes to allow any form of automated notification to be replied to, if ShowingTime has not received a response within the 30 minute wait time, then live calls will be placed.

  • Email **
    (Electronic Mail) is a service that was introduced in 1993. ShowingTime uses email as a base for almost all of our communications.

  • Text Message **
    Also known as known as SMS (Short Messaging Service) has been a vital communications tool since it's introduction in 1992. All ShowingTime Appointment Center Customers will have 2-way SMS. Notifications of appointments & status are sent instantaneously, these messages can be replied to with either a 'Y' to confirm a showing, or 'N' to decline a showing.

  • Push Notification
    Push Notifications are a style of Internet-based communication. Push notifications allow ShowingTime to send requests, status' of appointments, as well as any other message pertaining to a showing or feedback, directly to your phone to keep you informed.
Related Page: Mobile: Push Notifications

Contact Management




Can Confirm Appts By
This section allows you to configure any contacts method of notification when appointments are scheduled. Options are dependent on the appointment type selected.
  • Confirm Appointments
    This allows you to configure contact notifications for which the contact needs to be part of the confirmation process.

  • Send FYI
    Allows you to configure any contact to receive notification of a scheduled appointment for which the contact is not needed for the confirmation process

  • Send nothing for new requests
    Allows you to configure the contact to not receive any form of notification when appointments are requested.
Notify of Confirmed/Cancelled Appts By
This section allows you to configure any contacts method of notification when appointments have been confirmed or cancelled.

Buttons

A quick explanation of how contacts will be handled with the current configuration

Advanced notifications alert selected listing contacts when an appointment request is in danger of being missed, declined, or cancelled.

Allows you to add a Co-Listing Agent to your listing. Agents will only be available if they are located in the same office

Allows you to add a Seller or Tenant to the listing.

Management Buttons

These buttons are used for moving contacts to adjust the call order when the Appointment Center calls for confirmation.

 

Used to deleted contacts from a listing or an exception. Contacts can only be removed from the listing if they are not associated with an exception.
 

Used to edit a contact's details. See the Editing Contacts section below.
 

Used to move contacts between units for listings configured as multi-unit.
 

Editing Contacts




ShowingTime will always call contacts in the order that their phone numbers are listed on this form.

Approval/Confirmation

In some markets, the ability for the listing agent to accompany the showing agent will exist. In these markets, the listing agent can choose to confirm or deny a request before an owner or occupant is made aware of it. The listing agent can choose to allow the contact to be first in line to approve these requests or to wait until the agent is sure the showing will fit into their schedule.

Enabling & Disabling Text Messaging

Text Messaging options will only show when a contact has a phone number and the phone type has been changed to "Mobile Phone"

Enabling & Revoking ShowingTime App Access

Mobile App access can only be provided to sellers or tenants if we have a valid email address on file due to the authentication process involved. Once they have used the authentication links provided in the email, their devices will show up under the Devices section. Sellers & tenants are not restricted to the number of devices they can have authenticated at one time. It should be known that if there are multiple contacts for a listing, it's better that each contact is listed independently so proper logging is associated with that contact with any action they take to confirm, cancel, or decline appointments.

In order to revoke access to a specific device, click on the Remove ShowingTime Access For This Device button.

** - When scheduling on multi-unit listings, ShowingTime will keep you informed of an appointment status every time we have obtained confirmation or cancellation for an individual unit. If this is not a desired option you can always change this setting in your profile.

Feedback and Knowledge Base

Our support team is available from:

Monday–Friday, 8am–9pm CST
Saturday–Sunday, 8am–5pm CST

Phone: 800-379-0057
Email: support@showingtime.com

We’re ready to help via call, email or




Schedule appointments and view instructions on the go with the ShowingTime Mobile App.