Skip to main content

Viewings Tab

Updated

Introduction

The Viewings tab provides a complete overview of every viewing related to a lettings property. It helps negotiators track requests, approvals, scheduling, rescheduling and completion, and includes tools to manage viewings efficiently from one place.

This article covers situations where viewing requests require only the listing agent’s approval, or no approval at all.

 

Summary

 

Accessing the Viewings Tab

You can access the To Let Property's Viewings tab in two ways:

  • From the Overview tab in property detail page, click the Viewings metric inside Property Analytics

  • Or manually switch to the Viewings tab at the top of the page

A red notification dot will appear on the Viewings tab whenever a new viewing request is created. The red dot disappears for all property negotiators once any negotiator opens the Viewings tab.

The Viewings count shown in Property Analytics reflects all viewings across all statuses.

 

Viewings Tab Layout

Header Sections

The header shows three key numbers:

  • Viewings with Reschedule Request : Displays the number of viewings that currently have reschedule request.

    • Pending Viewings

    • Upcoming Viewings

  • Today’s Viewings : All viewings scheduled for the current day.

  • Total Viewings

    • Pending Viewings

    • Past Due Viewings : Viewings that were scheduled to end over an hour ago but remain in Pending or Upcoming status.

Viewing Lists

Across all viewing statuses (All, Pending, Upcoming, Completed, Cancelled), these table headers are shown:

 

Viewing Approvals

Pending viewings display an approval progress indicator showing:

  • Number of approval participants required

  • Number who have approved

  • Number who have rejected

Approval progress is visible to all CRM users.

 

Reschedule Request

Participants may request a new viewing time. These requests appear:

  • In the Viewings list

  • In the Viewing Detail Page

  • In the Contact Detail Page’s viewing list

Reschedule requests are visible to:

  • Primary and secondary negotiators

  • Company owners/admins

Each request displays:

  • Who made the request (Viewer / Owner / Agent)

  • Proposed new time

  • Reason (if provided)

  • Accept button

Accepting a request

When Accept is selected, a confirmation message explains that the viewing will be moved to the proposed time. After confirmation:

  • The viewing time is updated

  • The requester is marked as Approved

  • Other approval statuses follow the viewing instruction rules

A request is removed automatically when:

  • The viewing status changes

  • The organiser updates the viewing time or type

  • The requester is no longer a participant

 

Arranging a Viewing

Click + Arrange Viewing at the top right of viewings list to book a new appointment. This button appears when the property status is: Instructed，Available or Let Agreed.

Booking Details

You can select:

  • Contact (searchable drop-down)

  • Viewing type (In-Person or Virtual)

  • A viewing slot from the availability calendar

Available time slots follow the property’s Viewing Instruction.

Notice: There's a Meeting Link for “Virtual Tour” Viewing Type and it's required for confirmation.

Viewing status after booking

A new viewing becomes:

  • Upcoming

    • When the creator is a negotiator or admin and only negotiator approval is required

    • Or when approval is not required

  • Pending

    • In all other cases

 

Managing Existing Viewings(Actions)

Approve

Changes a participant status in the viewing to Approved and adds a log. Email notifications are sent.

Mark as Completed

Marks the viewing as Completed and records an activity log.

Edit

Allows editing the viewing, same as arranging viewing.

Reject

Changes a participant status in the viewing to Rejected and adds a log. Email notifications are sent.

Cancel

Allows entering a reason and changes the status to Cancelled. Notifications are sent and logs include the cancellation reason.

 

Questions?

If you have any questions about this topic or anything else, please get in touch with our Support Team. You can email us at <Support@LoftyWorks.com> or call us on +44 330 321 3500.

Comments

0 comments

Please sign in to leave a comment.