Booking a viewing via the diary

Booking a viewing from the Diary creates the appointment at the time you select and links it to the property and applicant, so it shows in both records.

You can also book a viewing from the property or the contact. When you start from the Diary, the Viewing window opens.

Booking an unconfirmed viewing

Start by booking the appointment into the diary as an unconfirmed viewing. You'll confirm it in the next section.

1. Click Diary on the main navigation bar
2. Using the calendar, click the intended date for the appointment
3. In the diary, click and drag to select the start time and duration required for the appointment
4. The Schedule Appointment window appears. Click Viewing
5. The Viewing window opens. On the viewing bar, you can set the appropriate details. The viewing will be in the name of the record from the Diary. Click the name shown to amend it, if required
6. Click the date and times to amend them, as required
7. Click Reminder if you wish to set an on Screen reminder, an SMS reminder, or Both
8. The viewing may be set as Unaccompanied. Click the dropdown menu and click either Meet at Office or Meet at Property, as required
9. In The Property section, use the search bar to find and click the relevant property (Alto will detail whether the property is For Sale or To Let)
10. In the Applicant(s) section, use the search bar to find and click the relevant applicant. The results show each applicant's email address alongside their name and address, and hovering over a name shows more detail - their Client type, Intention, Position, and Mobile number - so you can be sure you're linking the right person
    
    1. You can add several applicants to the same viewing. Once you have selected at least one applicant, click + Add alongside the applicants name
    2. If the applicant doesn't yet exist in Alto, click Add New. Then, complete the Quick-Add Contact form by adding their details and selecting their Marketing Preference consents
11. Click Save Viewing
    

Confirming the viewing

The steps above book the appointment as an unconfirmed viewing. To confirm it, complete the Tasks that were added when you booked it. You can complete these from within the Viewing window.

1. Click the Planned Tasks to expand the tasks list
2. Tick Confirm viewing with Applicant
3. Tick Confirm viewing with Vendor/Landlord
4. Once complete, you can confirm the viewing by email or text message. You can ignore this and print or email a letter instead, if preferred

Email/text options

Once the viewing is confirmed, you can send an email or text confirmation and set up reminders for the viewing.

• If the contact has both an email address and a mobile number, the confirmation is sent by both methods by default
• If the contact only has an email address, email is the default. Click the tick to remove the option
• If the email address and/or mobile number isn't in the contact record, add it in the relevant box to send the confirmation and reminder

Reminders can be sent even if the confirmation email or text wasn't sent.

If a viewing or market appraisal is cancelled, the scheduled Reminder is cancelled and a cancellation message is sent in its place.

• Related Help Centre articles that you may find useful.

  Set up SMS text or email reminders for viewings and market appraisals

  Changing a viewing

  Cancelling, deleting or reinstating a viewing