Staff visits

Staff Visits

When you editing a property, then click “Book viewing”, you are able to select Contact or Staff. This overview is specifically for Staff bookings.

You can book a staff viewing/appointment for either yourself or other members of your branch.

Book viewing

Click on the “Book viewing” from within a property

Choose the staff member that will be visiting the property, then either choose the date and double click the time slot or click “Book staff viewing” to then enter all the dates manually.

Viewing details

Subject            can be amended to read a more meaningful subject, for example “Inspction

viewing at ‘address’”

Location          the address of the property (if applicable)

Branch             the branch associated with the appointment

Category         can be chosen from the following options “Inspection / Inventory / Measure

                       Up / Photos / Staff visit. Note: each option will be displayed in the diary with

                       Its own colour assigned to it

Start Date        Start date for the visit

Start Time       Time for the visit

All day             tick if it is an all-day event

End Date         End date for the visit (usually the same as the Start Date)

End Time         by default, 30 minutes

Reminder        None by default but can be configured to pop up x minutes prior

Notes              a consolidation of the staff / property

Email owner    Send an email to the owner/landlord that an appointment has been

arranged.

Email tenant   IF the property is tenanted, you can send the tenant an email that an

                       Appointment has been arranged.

SMS tenant     IF the property is tenanted AND Mobile number has been entered, finally,

you will need to have SMS credits to send the tenant a text message.

Click “Create appointment

Email Templates

To amend an email template, choose “Administration” then “Email templates”.

The “Master” versions will be available as:

Property inspection appointment (Staff)

Property inspection appointment (Tenant)

Property inspection appointment (Vendor/Landlord)

Property inventory appointment (Staff)

Property inventory appointment (Tenant)

Property inventory appointment (Vendor/Landlord)

Property measure up appointment (Staff)

Property measure up appointment (Tenant)

Property measure up appointment (Vendor/Landlord)

Property photo appointment (Staff)

Property photo appointment (Tenant)

Property photo appointment (Vendor/Landlord)

Property staff visit appointment (Staff)

Property staff visit appointment (Tenant)

Property staff visit appointment (Vendor/Landlord)

Staff emails

The general text for an email to a staff member is

Hi {FirstName}

A property inspection appointment has been booked for you to attend, the details of which can be found below.

Tenant emails

The general text for an email to a tenant is

Dear {Title} {Surname},

A property inspection appointment for the property you are renting has been booked, the details of which can be found below.

Vendor/Landlord emails

The general text for an email to the Vendor/Landlord

Dear {Title} {Surname}

A property inspection appointment for your property has been booked, the details of which can be found below. This email is normally sent to inform you of an inspection, and as such, requires no action on your part. However, should you wish to query this, please contact our office.