Listing Worksheet Layout
The Listing Worksheet (Single Family)
The Listing Worksheet is the main driver for appointments. 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.
You can also perform these steps on your mobile device with the ShowingTime app.
Resource: Office Instruction Form > Listing Worksheet
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.
Allow Appt. Center to Take Appts?
This optional switch allows the ShowingTime Appointment Center to take appointments on this listing.
The setting Allow Showing Agent to Request Virtual Appointments? has three choices.
Click the image for the full size.
These settings also exist in the ShowingTime app, located under the Advanced Information section of the mobile listing worksheet.
Related Page: 3rd Party Integration
Appointment Type
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.
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 will not be shared with buyer's agents.
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.
Can Confirm Appts By
You can also perform these steps on your mobile device with the ShowingTime app.
Resource: Office Instruction Form > Listing Worksheet
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.
Allow Appt. Center to Take Appts?
This optional switch allows the ShowingTime Appointment Center to take appointments on this listing.
The setting Allow Showing Agent to Request Virtual Appointments? has three choices.
Click the image for the full size.
- In-Person and Virtual Appts
- Virtual Appts Only
- In-Person Appts Only
This setting enables both in-person and virtual showings.
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.
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.
These settings also exist in the ShowingTime app, located under the Advanced Information section of the mobile listing worksheet.
Related Page: 3rd Party Integration
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. - Courtesy Call
Appointment requests are documented and immediately confirmed. A phone call will need to be placed to designated listing contacts informing them of the confirmed appointment. Typically used with homes whose occupants are very flexible. - Auto Confirm (Go and Show)
Appointment requests are documented and immediately confirmed. No additional calls will need to be made. Typically used for vacant homes on lock-box. - Refer to Listing Agent
Log the details of the appointment request, inform the caller that the listing agent manages all showings for this listing, and provide the caller with the listing agent’s contact details. The system will prompt you to transfer the caller to the listing agent directly. Typically used for listings with complex showing instructions.
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.
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 will not be shared with buyer's agents.
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.
From the Listing Worksheet, you can choose to share the buyer's agent details with all of the contacts on the listing. You will have four options to display or hide this information.
- No, do not share
- Yes, share agent's company only
- Yes, share the agent's name and company
- Yes, share all agent contact details
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.
Only the agent's company information will be visible to the listing contacts.
The agent's name and the company will be shared with the listing contacts.
The agent's phone number, email address, name, and company information will be visible to the listing contacts.
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 canceled.
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.
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.
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 with the listing.
Advanced Notice
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.
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.
Lead Time:
- 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 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.
Maximum Appointment Length allows you to apply a limit on the length of scheduled showings. Please be aware that if the option has been set to None, agents will be open to schedule appointments longer than the 2-hour maximum 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 buyer's agents
- Yes, Please tell the buyer's agent ahead of time
- No, exclusive showings only
In some markets when Allow Overlapping Showings is set to no, a user will be unable to schedule appointments back-to-back. This is known as buffer time. You can set the length of this time in your profile or on the listing worksheet when the setting is enabled.
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.
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.
When both a minimum appointment length and maximum appointment length are used, the minimum length cannot be greater than the maximum appointment length.
As an 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. 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.
Settings for Minimum and Maximum Appointment length do not apply to Inspections, Walk-Throughs and Appraisals.
Add New Showing Rule
Allows you to add and manage the showing restrictions on the listing if applicable. To learn more, please click the link below.
Related Page: Listing Worksheet > Appointment Rules
Access Details that inform the agent of how they can enter the home can be entered and saved on the listing worksheet.
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.
Access Notes: Any specific details to help the Buyer's Agent to access the property can be added to this field.
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
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 have a key reserved when scheduling if a key is available.
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.
Notes for Appt. Staff
Any notes that are staff-specific and are meant to stay internal. If conveying a note to the buyer's agent is required, it should be added to the "Notes for Showing Agent" section.
Notes for Showing Agent
Any notes that you would like provided to the buyer's 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.
