The Listing Worksheet
The Listing Worksheet is the main driver for showings. Without basic showing 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.
It is split up into the following sections:
- ShowingTime Setup
- Appointment Settings
- Appointment Restrictions
- Access Information
- Additional Instructions
- Driving Directions
Showing Time for the MLS®
Allow Showing Agents to Request Appts Online?
This switch controls any & all forms of online scheduling, including appointment scheduling through Paragon.
Allow Showing Agent to Request Virtual Appointments?
- In-Person and Virtual Appts
This setting enables both in-person and virtual showings.
- Virtual Appts Only
You can decide to prevent in-person showings. This setting will only show showing appointment types like (Virtual Showing, Appraisal, Inspection, Photography) Access information will also be hidden.
- In-Person Appts Only
You can decide to prevent virtual showings. This setting will hide the virtual showing option. Agents will be able to request other appointments and inspections.
If you have additional details or information about these choices, you can add them in the Notes to Showing Agent section (explained further down).
These settings also exist in the ShowingTime app, located under the Advanced Information section of the mobile listing worksheet.
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.
Courtesy Call or Go and Show
Appointment requests are documented and immediately confirmed. Typically used for vacant homes on lockbox.
View Instructions Only
The buyer's agent will immediately see any notes provided by the listing agent. The buyer's agent will not be given a calendar to select an appointment date & time.
Is this an agent Accompanied Showing?
This switch controls whether or not agents have an opportunity to confirm or decline appointments before an owner or occupant.
The agent can select the template they wish to use, they can also use from a custom template that they have created. Please see Showing Time Support for information on creating a custom template.
Hovering over each of the option buttons will provide you with detailed information what happens if you activate certain buttons.
Text Message, also known as SMS (Short Messaging Service). These messages can be replied to with either a 'Y' to confirm a showing, or 'N' to decline a showing.
Email (Electronic Mail) is used as a base for most communications.
Push Notifications **
When you enable Push Notifications, you'll see showing requests, appointment statuses, and other messages related to showings or feedback in the top navigation bar of your smartphone so you are always up to date.
NOTE: The Push notification will only be available if the contact has installed the Showing Time App, or for clients they would install the "My Home" by Showing Time App.
ShowingVoice (Automated Phone Call) **
Calls marked to be handled by ShowingVoice are made instantly as an automated phone call to the number in the contact info.
The two sections that you can select for informing contacts are:
Can Confirm Appts By
This section allows you to configure any contact method of notification when appointments are scheduled. This option is only available when the appointment type Appointment Required is selected.
Notify of Confirmed/Cancelled Appts By
This section allows you to configure any contact method of notification when appointments have been confirmed or cancelled.
Share showing agent details with your clients?
- No, do not share
No information will be visible to the listing contacts. They will be shown a message telling them to contact the listing agent for more details.
Yes, share agent's company only
Only the agent's company information will be visible to the listing contacts.
Yes, share agent's name and company
The agent's name and the company will be shared with the listing contacts.
Yes, share all agent contact details
The agent's phone number, email address, name, and company information will be visible to the listing contacts.
Buttons at the bottom
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.
This button allows you to add a Co-Listing Agent to your listing. Agents will only be available if they are located in the same office.
This button allows you to add a seller or tenant to the listing.
No Same-Day Appointments:
- Appointments cannot be scheduled on the same day. This is the ideal solution for tenant-occupied listings or for instances where there needs to be previous-day notice for appointments.
- Required is a lead time that will prevent appointments from being scheduled if the requested appointment falls within that lead time.
- Suggested is a lead time that will allow appointments to be scheduled. Agents that schedule 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.
Minimum Appointment Length
You can optionally set a minimum appointment length on your listings to help your sellers understand what to do with a day full of appointments.
As a listing agent, this setting is available as a drop-down on the listing worksheet. The available options within the dropdown are None, 15 min, 30 min, 45 min, 1 hr, 1hr 30 min, and 2 hrs.
NOTE: When you schedule appointments on behalf of other agents, you will have the option to override the minimum or maximum appointment length for your own listings.
As a requesting agent, you will see the minimum and maximum appointment lengths when scheduling on desktop and mobile. You will only be able to select appointment lengths that match these settings when scheduling and/or rescheduling appointments.
The setting will complement the buffer time, the maximum number of overlaps, and maximum appointment length which already exists in ShowingTime.
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 Scheduling Overlaps
You have 3 options to choose from:
- Yes, No need to inform the buyer's agents
- Yes, Please tell the buyer's agent ahead of time
- No, Exclusive appointment requests only
If you select "No", a user will be unable to schedule appointments overlapping each other. At this point, you can also add in a Buffer Time, which automatically adds the selected time to the front and back of any confirmed appointments.
If you select "Yes" then you can also select the maximum number of concurrent appointments
When overlapping appointments are allowed, the listing agent can determine how many parties can be in the home at the same time. Options include 2-10 appointments maximum as well as no limit. Once the maximum number of overlapping appointments have been scheduled for a time slot, that time will show as blocked/unavailable on the scheduling calendar. However, the listing agent still has the option of scheduling on behalf of another agent in that time slot.
Add New Showing Restriction
Showing Restrictions can be created and managed in two places on the Listing Worksheet, in the Appointment Restrictions Section:
And in the Showing Time for the MLS® section near the top, under the Appointment Restrictions section, which will display in a list view.
On the Showing Restrictions tab, which will be organized in a calendar view, allowing you to dynamically see restrictions set in place by day, week, or month.
Click Add New Showing Restriction
Add a Restriction Reason
Note: Agents who try to schedule an appointment during a blocked time will be informed of the reason why they cannot schedule their appointment.
Choose the duration of your rule, Timed or All-day
Choose the rule date duration, One-time or Repeating. If a Repeating Rule has been chosen, select the day(s) for which the rule will apply
Click the Save Showing Restriction button to apply your rule
The time will now be blocked off and agents will be unable to request appointments during these time slots.
IMPORTANT NOTE: Lockbox, Access and Alarm Details
Access information will ONLY be provided to agents when an appointment has been confirmed. Options populated are specific to the access type selected.
Secure Access keeps showings on your listings more secure by allowing showing agents to see access details only during the confirmed appointment's Access Window. The Access Window is the time period before and after the confirmed appointment when showing agents can access details for your listing. For example, if the Access Window is set to 15 minutes, the showing agent can view access details for 15 minutes before and after the confirmed appointment time. This would include the CBS Code if one is being used.
- Gate code: A listing may require a gate code to be input before an agent can even reach the lockbox. As a listing agent, you can add this to the listing worksheet on mobile or desktop.
How can the agent access the home?:
Please select Supra iBox which will present additional options such as adding the serial number of the lockbox and its location on the property.
- If you’re using CBS codes, please include the Keybox’s CBS code in this location.
- Please view this page to learn how to setup your CBS for your Supra Keybox
- Location: Should be a word or two (back door, front door, etc.)
- Access Notes: Any specific details to help the Buyer's Agent to access the property can be added to this field. Access & Alarm information will only be provided to agents when an appointment has been confirmed or if the appointment type has been set to View Instructions Only.
The Call Before Showing (CBS) code is an additional way of controlling access to your client's property. It means that in order to access a Keybox a showing agent needs to contact the listing agent for the code, since only those with the actual code will be able to access the Keybox.
If you select yes that there is an Alarm on the property you will need to provide additional information
- 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 is needed in case of accidental alarm tripping.
- Alarm Notes
Usually used for location of the Alarm or any specific instructions about the alarm system.
Any notes that you would like provided to the buyer's agent "after" the appointment has been confirmed or provided automatically if the appointment type View Instructions Only has been selected.
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.
This section is useful to add directions to the property. A starting point from a well-known highway or point-of-interest is best.
Click Save Changes at the top of the page prior to closing the window, to ensure that all of your updated information is properly saved to the listing.