Chapter 28 - Scheduling Showings

Helpful Hints

Showing events are entered via the Showings Tab of the listing

To enter an event:

1. Click New Showing button (Inserts cursor in Date field)
2. Double click mouse and select appropriate date for event
3. Double click in From and To fields to enter appropriate time for the event
4. Click in Showing Agent  field
5. Search for agent:

• Enter agent name, select if in list
• If showing agent is not in list, click New Agent button

Search for the office of the agent using the Quick Find drop down or click New Office button to add a new office (Important to enter an office phone #)

Once office selected or added, Enter showing agent details down below

[Agent Name, Phone, Alt Phone, Email address, Notes]

E-mail address is critical for showing feedback response

Click the Continue button

Select status for the event:

1. Must establish own rule for status assignment (what constitutes confirmed)
2. May need to view showing instructions to determine status assignment
3. Can enter additional status options if needed (Pro Gold XP Main Menu=> Setup Tab=> Change Company Info Icon=> Lists Tab=> Appt Status block)

Click Book icon to insert/view notes for the event (Two options :)

1. Public Notes (VML): Viewable by seller on VML (Can use Add Note button to insert User ID and date/time of note)
2. Private Notes:  Only visible to VML agent (Can use Add Note button to insert User ID and date/time of note)

Can use Copy Showing button (cursor must be in a field of the showing event to be copied)  to search and retrieve another listing and the Paste Showing button to enter identical event in a different listing

Showing instructions will be displayed at the bottom of the showings tab (Note: They are entered via notes field in the properties tab of the property record)

Synch button:  Synchronize event to VML: 

1. Sends notification e-mail to listing agent to alert that a showing event has been scheduled
2. Sends text message to pager if agent has setup VML account for text messaging
3. Transmits information to Showings Tab of listing agents VML account

Can use Print button to print a list of the events entered in the listing

Can use Add/Edit Agent and Add/Edit Office buttons to edit/update agent/office data

Showing agent information can be entered three ways:

• Via the showing event during transaction entry
• Via the office record under Office Setup icon on the main Properties Tab
• Pro Gold XP Main Menu=> Properties Tab=> Office Setup Icon
• Enter agent information in the Co-Op Agents List area
• Can enter multiple agents for a particular office
• Via an MLS import that provides showing agent information (Requires purchase of MLS import)