Diary Overview

Diary

The Diary is the shared record of who is doing what and when. Its value comes from booking appointments through the correct Standout workflow so the appointment remains linked to the relevant customer/property.

Use the right kind of appointment

Use linked workflows for:

• valuations;
• property viewings;
• rental inspections;
• staff visits;
• tasks/reminders where a task is more appropriate.

Use a generic appointment for meetings or events that do not belong to a property/customer workflow.

Booking a valuation

The recommended route is:

1. Open/create the property at the valuation stage.
2. Choose Book Valuation.
3. Select the agreed diary date/time.
4. Confirm the staff member and notification/letter options.
5. Create the appointment.

See Sales Valuation to Instruction or Adding a new Rental Property.

Booking a viewing

Use the property's Book Viewing workflow so the diary entry knows which property and viewer it belongs to. See Booking and Managing Viewings.

Creating another appointment

Use + New for a general appointment. Enter a meaningful subject, location, branch, staff member, category, start and end time.

Use Private only where appointment details genuinely need to be restricted. Use Tentative when the time has not yet been confirmed.

Looking at the diary

Switch between day/week views and staff/team selections to plan workload. Include unaccompanied viewings where you need a complete view of property activity.

Office 365 integration

Where a staff member is signed in to Office 365, Standout can create appropriate appointments in Outlook as well. Do not assume an Outlook entry replaces the Standout diary record; Standout remains the CRM record connected to the customer/property.

Before finishing with an appointment

After it happens, record the outcome in the relevant workflow. For example:

• valuation: confirm valuation/advice and next status;
• viewing: record feedback and any offer;
• inspection: record the result/action;
• meeting: add any important note/task arising from it.

An appointment with no recorded outcome leaves the next member of staff guessing.

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Detailed screen and field reference

The sections below restore the detailed operating instructions that were present in the earlier full version of this page. The workflow summary above reflects the newer Standout navigation and processes. Where terminology differs, use the current screen names shown in Standout.

Office 365 Integration

If you have logged into Office 365 (by clicking the login button on your Dashboard) you will see "Appointments will be also created in your Office 365 calendar" below the date. Any appointment created by yourself will be created in your Outlook Calendar, if you've created an appointment for a colleague, and they use Office 365, they will have the appointment created automatically, it will also be created in your calendar, in the notes, it will tell you that you are not required.

Diary actions

Download this week for Outlook / Calendar  download a file to import into another Calender

Print this week                                                print weekly diary appointments

Print today                                                      print todays appointments

Print today (with directions)                          print todays appointments with directions to appointments and/or viewings

Upload .ics file                                                import appointments from a different Calendar

Diary viewing options

Day/Week                   viewing options

<- Today ->                  move back and forward in diary view, reset view to today

(7) Next 7 days            jump 7 days from the selected day

Options

Include unaccompanied viewings      show those viewings where no staff are accompanying

Include deleted                                   show deleted appointments/entries

Username dropdown                         select yourself, other or teams to view their appointments

+ New              create a new appointment

Padlock           Mark as Private – only you and the recipient will only be able to see the details

(?)                    Mark as Tentative

Edit / View      open the highlighted appointment

Add an appointment

Subject                        name of the appointment

Location                      where is the location of the appointment

Branch                         which branch does this appointment belong to

For                               for which staff member

Category                     category for the appointment (configured in Administration/Diary)

Start Date                    on which date (or start date)

Start Time                   what time is the appointment

All Day                         if it is an all day event

End Date                     on which date (or end date)

End Time                     how long is the appointment for (configured in Administration/Diary)

Recurring                    to create recurring events, will be available when the category is set to Uncategorised or Personal

Reminder                    do you want to be reminded about this appointment

Notes                          additional notes regarding the appointment - When creating a Contact Appointment, please read Note 1 below

Private                         is this appointment private

Tentative                     is this appointment tentative

Close                           close the appointment without saving

Create appointment   save the appointment into the Calendar

If you have logged into Office 365, any appointment you create will also be created in your calendar. Please note, only edit appointments in Standout, edits will be reflected in your calendar. If you create an appointment for another member of staff, it will show in your calendar, in the notes, it will tell you that you are not required.

Notes

1) When creating a Contact Appointment (by editing a contact, choose More Actions / Create Appointment), Notes are used to inform the contact about the appointment. We would advise if this was to be used to discuss mortgage or rental information, that you enter a detailed description making the contact fully aware of why they've an appointment with your agency.

Creating a Valuation Appointment

Open a property that is at Pre Valuation to create the appointment, once open, click “More actions then Book Valuation. You will automatically be transferred to the Diary, double click on the day/time that you have booked

Standout will populate the appointment, if you require no changes, click Create appointment. You can tick the “Email owner” and the owner will be notified by email about the appointment. Alternatively, you can select a Valuation Letter and either send that in the post or email.

Default letters are

Potential Listing Sheet                        Valuation Pre Marketing Sheet

Rental Take On/Valuation Checklist   Before start of rental checklist

Valuation Appointment                      Book Valuation Letter

Any of the above letters may be chosen and either downloaded to print from Word or emailed.

If you have SMS credits, 2 hours before an appointment, if configured, reminders are sent automatically.

Book a viewing

Open a property that is Available to create the appointment, once open, click “More actions then Book viewing

If you have not entered the potential buyer, at this point you can create a new contact (opens in a new browser tab to allow you to enter their details)

Once you start to enter their name, they will appear where you can then click on them, then click Book viewing

Again, double click on the date/time for the appointment

Standout will populate the appointment, there will place ticks in both Email owner and Email viewer – you can untick if you do not wish to email either party. If either of the contacts have already confirmed this appointment, you can tick those. If you're logged into Office 365, any appointments created, will also be created in your Outlook Calendar.

Click Create appointment. In Property and then Viewings / offers tab the appointment will show

In the diary, the appointment will show as

Notifications

Standout will add appointments to remind you in the Notifications at the top of the screen

You can just hover over the past notifications to remove them, once completed.

My Move viewing requests

Buyers and prospective tenants can request a preferred viewing date and time through My Move.

A My Move viewing request is written into the normal Standout diary as a tentative viewing appointment linked to the customer and property. Staff should review the appointment, confirm availability with the relevant parties and then confirm, rearrange or cancel the appointment using the normal Diary workflow.

The customer sees the live appointment state in My Move after staff update it. This avoids maintaining a separate portal-only booking status.