Multi-Family Listings


The Listing Worksheet (Multi-Family)


The Listing Worksheet is the main driver for showings. Without basic instructions, showings cannot take place. When a listing worksheet has been properly configured, it requires minimal updates and provides a solid basis for how showings will take place. There are 2 types of worksheets available in regards to multi-unit listings:


Note: Multi-unit listings work differently than single-family listings. Notification of appointment status (e.g. Unit 1 has confirmed, Unit 2 has declined, Unit 3 has confirmed, so you can only show 2 of the possible 3 units.) will not be sent to the showing agent until all units have provided some sort of acknowledgement about the showing, whether it be confirmation or declination of their request. When an agent schedules an appointment on a muli-unit listing they will only be allowed to request a unit if it is available for the date and time selected. If a unit is not available for the date or time selected a request will not be made on that unit. If ShowingTime still has not received appointment status for any unit and the requested appointment time is approaching, (start of the requested appointment time) then ShowingTime will automatically decline any unresponsive units so that the showing agent is properly notified.


Main Listing Worksheet


Resource: Office Instruction Form > Main Listing Worksheet




Non-Completed Unit Instructions Warning

This warning will only show if you have a unit which has instructions that have not been completed. Any unit that does not have completed instructions will not be scheduled on, as ShowingTime is not sure how to handle a showing on a unit that has not been configured to completion. This message will not be shown when every unit added to your listing has completed instruction.



Allow Appt. Center to Take Appts?

This switch controls whether or not The ShowingTime Appointment Center is allowed to schedule showings on this listing. If an agent tries to use the Appointment Center to schedule a showing on this listing and this setting has been set to No, then the Appointment Center will refer all agents to schedule online.

Allow Showing Agents to Request Appts Online?

This switch controls any & all forms of online scheduling, including appointment scheduling through the MLS and any 3rd party integrations.

Related Page: 3rd Party Integration

Is this a listing agent Accompanied Showing? 

This switch controls whether or not agents have an opportunity to confirm or decline appointments prior to an owner or occupant.

Note: Accompanied Showings is an optional feature. This setting may not appear on your Listing Worksheet. Accompanied Showings requires that an owner or occupant is added to the listing worksheet.



Appointment Type
The Appointment Type set here only affects Listing Agents and Owners.
  • All Units Acknowledged
    Appointment requests will be confirmed when all units have acknowledged the request.

  • Accompaniment
    In addition to all units acknowledging the request, permission must be obtained from any configured agent or owner. The functionality is much like the "Appointment Required confirm with ALL" option. Notification to the showing agent, of their appointment requests status, will not be sent unless all occupants associated with the listing have provided acknowledgment of their appointment request & any agent or owner configured to be part of the process has confirmed the showing. Any agent or owner configured in this way will ultimately be the deciding factor. If an agent or owner has declined the overall request, signifying that they will not be able to accompany, then the appointment as a whole will be declined. This option should be used for agents and owners who want to be part of the confirmation process and will be there to accompany the showing.
Send Feedback Requests?
This switch controls whether or not feedback is sent to agents who have shown this listing. If this is set to No then agents will not be sent a feedback request after showing this listing.

Enable Push Notifications
This switch controls whether or not push notifications will be sent to anyone associated with this listing. For this to work you will have to have the switch set to Yes and you, your seller, and any associated occupants will need to have the ShowingTime App installed on their mobile device. Setting this option to No will opt everyone associated with this listing from this notification type. As a reminder, individual contact push notifications can be managed from the ShowingTime App.

Related Page: Mobile > Push Notifications



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 to the listing. Anyone considered an occupant shouldn't be added here, they should be added to a specific unit


For New Requests Send
This section allows you to configure any contacts method of notification when appointments are scheduled. Options are dependent on the appointment type selected.
  • Accompaniment Confirmation
    This options will only show when Accompaniment has been chosen as your appointment type. This allows you to configure contact notifications for which the contact needs to be part of the confirmation process as they will be accompanying the showing

  • Send FYI
    Allows you to configure any contact to receive notification of scheduled appointments 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.

Related Page: Listing Worksheet > Contact Methods & Management



Allow Inspections & Allow Appraisals
These switches control whether or not you would like the Appointment Center to handle Inspections or Appraisals. If either of these switches has been set to No then anyone trying to schedule that type of appointment will be referred to contact the listing agent associated to the listing.

Maximum Appointment Length
Maximum Appointment Window that you would like agents to schedule. Please be aware that if the option has been set to None, agents will be open to schedule appointments which may seem abnormally long as agents view the length of the appointments in two ways, as a time frame for a showing or as an appointment arrival window.

Allow Overlapping Appointments
You have 3 options to choose from:
  • Yes, No need to inform the showing agents
  • Yes, Please tell the showing agent ahead of time
  • No, exclusive showings only


Manage Key Sets
This option should be turned to Yes if keys for the building are not located at the listing itself and are located at the listing office or a remote location. Agents who have scheduled appointments through the Appointment Center will be reserved a key if available.



Notes for Appt. Staff
Any notes that are staff specific. Information entered in this field is not necessarily required for the CSR to convey to the agent, and will only be conveyed if they have determined it applies. If conveying a note to the showing agent is required, it should be added to "Notes for Showing Agent" section on the unit's worksheet for which it applies.

Add From Predefined Notes
A selection of commonly used notes, ranging from notes associated with pets, access information, or general listing information. Notes can easily be added by selecting the checkbox next to the note. Once all needed notes have been toggled click on Add to populate the notes to that desired section.

Create Temporary Notes

First, choose the date for when you would like the note to expire. Temporary Notes added will override any previously added notes. If existing notes are still needed, then select the Paste these notes into the Temporary Notes button.

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Unit Specific Listing Worksheets


Resource: Office Instruction Form > Unit Listing Worksheet



Non-Completed Unit Instructions Warning

This warning will only show if the unit your working on has instructions that have not been completed. Any unit that does not have completed instructions will not be scheduled on, as ShowingTime is not sure how to handle a showing on a unit that has not been configured to completion.




Appointment Type
  • Appointment Required, Confirm With Any
    Permission must be obtained from ANY of the designated listing contacts (Owner(s)/ Occupant(s)/ Listing Agent(s)) before the appointment request can be confirmed. Typically used for occupied homes.

  • Appointment Required, Confirm With All
    Permission must be obtained from ALL designated listing contacts (Owner(s)/ Occupant(s)/ Listing Agent(s)) before the appointment request can be confirmed. Typically used for multi-dwelling listings or accompaniment situations.

  • Appointment Required, Confirm With Listing Agent
    The Listing Agent will be responsible for confirming or declining appointments for this unit. Other contacts may be added and notified as configured by a listing representative.

  • Courtesy Call
    Appointment requests are documented and immediately confirmed. A phone call will be placed to designated listing contacts informing them of the confirmed appointment. Typically used with homes whose occupants are very flexible.

  • Go and Show
    Appointment requests are documented and immediately confirmed. No additional calls will be made. Typically used for vacant homes on lockbox.
Unit

This is where you add the unit number for the unit you are working on. By default, a unit number will be populated, but unless changed to the specific unit for which the instructions apply, an agent might not know what unit number they can show.

Requires Spanish-speaking staff?

This switch controls whether or not Spanish speaking staff will be needed to handle appointment requests.

Is the property occupied?

This switch controls whether or not the property is occupied or vacant. Information provided here is only used for Appointment Center staff and will not be provided to showing agents.



Buttons


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


Allows you to add a Tenant to the listing. Anyone considered an owner shouldn't be added here, they should be added to the main listing worksheet


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 scheduled appointments 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.

Related Page: Listing Worksheet > Contact Methods & Management



Required Lead Time
Required Lead Time is a lead time which will prevent appointments from being scheduled if the requested appointment falls within that lead time.

Suggested Lead Time
Suggested Lead Time is a lead time which will allow appointments to be scheduled, agents scheduling will be notified that the owner or occupant prefers the time set but it will not inhibit appointments from being requested if the requested time falls within that lead time.

Add New Showing Restriction
Please go to the section below for more information

Related Page: Listing Worksheet > Restrictions & Exceptions



Lockbox & Access Details
Access information will only be provided to agents when an appointment has been confirmed. Options populated are specific to the access type selected.

Related Page: Listing Worksheet > Access Types

Alarm Details
Alarm Information will only be provided to agents when an appointment has been confirmed.
  • Alarm Disarm Code
    The code needed to disarm the alarm system. Even if the disarm code is the same as the arm code please add it here.

  • Alarm Arm Code
    The code needed to arm the alarm system. Even if the arm code is the same as the disarm code please add it here. If no code has been added agents will assume that they don't need to rearm the alarm system when leaving.

  • Alarm Passcode
    The verbal code needed in-case of accidental alarm tripping.

  • Alarm Notes
    Usually used for location of the Alarm or any specific instructions pertaining to the alarm system.

For Security Reasons: If an agent calls the Appointment Center in regards to an alarm that is going off, ShowingTime will not provide any alarm details to the agent unless they have a confirmed appointment in the system. If the status of their appointment is canceled, declined, requested or they don't have a scheduled appointment logged in the ShowingTime system then they will be referred directly to the listing agent.


Notes for Showing Agent
Any notes that you would like provided to the showing agent "after" the appointment has been confirmed.

Add From Predefined Notes
A selection of commonly used notes, ranging from notes about showing restrictions, appointment windows or notice and notes associated with pets, access information, or general listing information. Notes can easily be added by selecting the checkbox next to the note. Once all needed notes have been toggled click on Add to populate the notes to that desired section.

Create Temporary Notes
First, choose the date for when you would like the note to expire. Temporary Notes added will override any previously added notes. If existing notes are still needed, then select the Paste these notes into the Temporary Notes button.


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.