How to book viewings and get viewing forms signed

Schedule property viewings, record client feedback and have buyers sign a viewing form on a phone, with a PDF copy kept on the contact.

This article shows you how to schedule a viewing, record how it went, and have the client sign a viewing form that proves your agency showed them the property — useful protection for your commission.

How do I schedule a viewing?

Open the client’s contact page or the listing’s page and press Schedule in the Activity panel, or go to Calendar and press New.
Choose Viewing as the type, then set the Date, Time and Duration.
Pick the Client and the Listing. Leave Location empty to use the listing’s address.
Under Assigned to, choose the agent who will show the property.
Keep or change the Email reminder (viewings start with 30 minutes before) and save.

The viewing appears on the calendar, the client’s timeline and the listing’s timeline. To send the client a confirmation, open the viewing again and press Confirm viewing: the message is prepared for WhatsApp, SMS or e-mail.

How do I record the client’s feedback?

After the viewing, open it and tick Done. Choose an outcome — Interested, Made an offer, Not interested or No show — and write what they thought. Interested or Not interested also updates the client’s match for that listing, so your matches stay accurate.

How do I get a viewing form signed?

Open the client’s contact page and find Viewing forms.
Press New form. The listings the client viewed recently are ticked already, and you can add listings you sent them or that they liked.
Press Make form.
Either hand over your phone and press Sign on this device, or press Send link and choose Copy link, WhatsApp, SMS or E-mail.

The client reads the list of properties and the declaration, types their full name, signs with a finger or mouse and ticks that they agree. The form is written in the client’s language (English, Greek or Russian).

Once signed, the form shows Signed with the signer’s name and time, a PDF button appears, the client receives a copy by e-mail if they have an address, and a note is added to their timeline. An unsigned link works for 7 days, and you can Withdraw it before then.

Can I change the wording of the form?

Yes. The agency owner can edit the text under Agency settings → Viewing form wording, in each language. Have your lawyer check it. Changes apply to new forms only. Signed forms keep the wording they were signed with.