Listing Worksheet Layout


The Listing Worksheet (Single Family)


The Listing Worksheet is the main driver for showing. 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.

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.

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.

  • 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.
Is this an agent Accompanied Showing?
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 to showing 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.

Enable Push Notifications
This switch controls whether or not push notifications will be sent to any one associated with this listing. For this to work you will have to have the switch set to Yes and you, your seller, and any associated occupants will need to have the ShowingTime App installed on their mobile device. Setting this option to No will opt everyone associated with this listing from this notification type. As a reminder, individual contact push notifications can be managed from the ShowingTime App.

Related Page: Mobile > Push Notifications





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.


Allows you to add a Co-Listing Agent to your listing. Agents will only be available if they are located in the same office.


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 a 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.
Notify of Confirmed/Cancelled Appts By 

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 to 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.


Lead Time:


  • Required is a lead time which 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 

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 showing agents
  • Yes, Please tell the showing agent ahead of time
  • No, exclusive showings only
Add New Showing Rule 

Allows you to add and manage showing restrictions on the listing if applicable. To learn more, please click the link below.

Related Page: Listing Worksheet > Appointment Rules





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 if 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 showing agent is required, it should be added to "Notes for Showing Agent" section.

Notes for Showing Agent
Any notes that you would like provided to the showing 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.


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