Adding follow-up notes and feedback for viewings

When a viewing is booked, Alto creates two Tasks: one to remind you to contact the applicant for their feedback and notes, and one to remind you to pass that feedback on to the vendor or landlord. You can access these Tasks from the Dashboard on the Home screen side menu. 

Feedback can be given verbally, sent by email to the vendor or landlord, and shared on PropertyFile. When you add viewing feedback you can record notes the owner can see, and separate notes that are for internal use only.

You can add feedback notes from any of three places - the Dashboard, the property record, or the contact (applicant) record.

Entering feedback notes via the Dashboard

Use this route when you're working from your task list.

1. Click the Alto Logo (Home tab) on the main navigation bar
2. Click Dashboard on the Home screen side menu
3. In the Tasks widget, click Viewings 
4. In the list, find the entry relating to the appointment that you are looking for. Click Viewing
5. The Viewing window opens. In the Viewers Feedback tab, type the notes that you do want the owner to see, in the Feedback field
   1. Click Send feedback to Owner(s) to immediately send the owner the feedback
6. Type the internal notes that you don't want the owner to see, in the Internal Notes field
7. Click Save Viewing

Entering feedback notes via the Property record

Use this route when you're already in the property.

1. Click Properties on the main navigation bar
2. Select the relevant property from Recent & Favourite Properties
   1.  Alternatively, find the property using the Search Properties bar in the top right
3. The property Overview displays. Click viewings (The number indicates the amount of viewings that have been made on the property)
4. The property Timeline displays. In the Viewing column, click the date and time of the appointment
5. The Viewing window opens. In the Viewers Feedback tab, type the notes that you do want the owner to see, in the Feedback field
   1. Click Send feedback to Owner(s) to immediately send the owner the feedback
6. Type the internal notes that you don't want the owner to see, in the Internal Notes field
7. Click Save Viewing

Entering feedback notes via the Contact record

Use this route when you're already in the applicant's contact.

1. Click Contacts on the main navigation bar
2. Select the relevant contact from Recent & Favourite Contacts
   1.  Alternatively, find the contact using the Search Contacts bar in the top right
3. The contact Overview displays. Click viewings (The number indicates the amount of viewings that they have made)
4. The contact Timeline displays. In the Viewing column, click the date and time of the appointment
5. The Viewing window opens. In the Viewers Feedback tab, type the notes that you do want the owner to see, in the Feedback field
   1. Click Send feedback to Owner(s) to immediately send the owner the feedback
6. Type the internal notes that you don't want the owner to see, in the Internal Notes field
7. Click Save Viewing

• Related Help Centre articles that you may find useful.

  Making an offer on a property

  Changing a viewing

  Cancelling, deleting or reinstating a viewing