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Viewing calendar

Brokerage module · Calendar

Property viewing calendar: every viewing, with its sheet and its follow-up.

A calendar shared by agent and by office, a PDF viewing sheet ready to sign at the door, and each prospect's history on their record. You know who showed what, to whom and what they thought, without asking in the group chat.

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Calendar by agent and office
PDF viewing sheet
14-day trial

The problem

Viewings are the heart of an agency and they almost never leave a trace.

Each agent keeps their calendar on their phone and the viewing sheets in the car. When a problem comes up, nobody can find the paper.

Calendars nobody else can see

Two agents book the same flat at the same time, or nobody knows who has the keys this afternoon.

Viewing sheets that go missing

If a buyer tries to close the deal behind your back, the viewing sheet is what shows that you showed them the property.

Feedback that never reaches the owner

The owner asks how the viewings went and the answer depends on what the agent remembers.

No data to manage by

Management does not know how many viewings each office does or how many end in an offer.

How FixrOS does it

A viewing calendar built for an agency, not for one person.

Shared calendar

By agent and by office, with each person's permissions.

Each viewing is created from the property or the contact, with date, time and agent. The office manager sees their team's calendar; management sees every office. Per-office permissions decide what each person sees and edits, so a new agent cannot get into another office's portfolio unless they should.

Viewings created from the property or the contact
View by agent, by office or the whole agency
Per-office permissions
From your computer or your phone

Viewing sheet

The PDF viewing sheet, filled in before you leave the office.

FixrOS generates the PDF viewing sheet with the viewing details: property, visitor, agent, date and time. Print it or take it on your phone, the visitor signs it and it is filed with the viewing. If months later you need to prove who showed the property, it is in the system, not in a folder in the car.

PDF viewing sheet generated for you
With property, visitor and agent details
Filed with the viewing and the property

Follow-up

What happens after the viewing gets recorded too.

Afterwards, the agent notes how it went: whether it suited the prospect, what objections they raised, whether they want a second viewing or to make an offer. Everything stays on the contact's and the property's record. When the owner calls, anyone in the office can tell them how many viewings their home has had and what visitors said.

Notes on every viewing
History on the contact and the property
Offers recorded as notes
Activity reports by office and agent

A viewing in FixrOS

From match to follow-up, in four steps.

Match

The prospect matches the property and you send them the listing.

Booking

You create the viewing with agent, date and time in the office calendar.

Viewing sheet

You generate the PDF, the visitor signs it and it is filed with the viewing.

Follow-up

You note how it went and decide the next step: another viewing, another listing or a reservation.

Practical guide

How to organise a real estate agency's viewings

What is a property viewing sheet and what is it for?

The viewing sheet is the document signed by the person who views a property accompanied by the agency. It records who visited, which property, when and with which agent. It does three things: it protects the agency if the buyer tries to close the deal directly with the owner, it organises sales follow-up and it lets you report to the owner on the viewings their home has had.

A useful viewing sheet usually records the visitor's identification details, the property address or reference, the date and time, the accompanying agent and the visitor's signature. Many agencies add a notes section and a reference to the agency's fees if the deal closes. You can start from our free viewing sheet template and adapt it with your adviser.

Five habits that keep the viewing calendar in order

One calendar per office. If each agent uses their own, keys, owner availability and clashes get handled by phone.
No viewing without a listing sent first. If the prospect has seen photos, price and details beforehand, wasted viewings go down.
Viewing sheet always signed. Even with acquaintances and trusted clients.
Feedback the same day. What the visitor said is forgotten within 48 hours.
Weekly report to the owner. An informed owner renews the mandate and is more open to a price review.

Viewings also count when reviewing the price

A property with many viewings and no offers usually has a price problem; one with no viewings, an exposure or listing problem. Because every viewing in FixrOS is tied to the property, the price review of stalled properties is based on your agency's data, not on impressions. And when an offer comes in, you move on to the reservation and the deposit with e-signature from the same place.

Rental viewings and what comes after

Rental viewings are concentrated in a few days, with many prospects per flat. The shared calendar stops two agents booking at once, and the notes help choose a candidate with the owner. If your agency then manages that rental, the Portfolio module picks up the tenant and the owner with the same details, to collect rent and pay the owner without switching software.

Quick reference

What each viewing document contains

Document	What it is for	Key details
Property listing	So the prospect knows what they will see	Photos, price, floor area, layout
Viewing sheet	Record that the viewing took place	Visitor, property, date, agent, signature
Viewing notes	Sales follow-up and owner reporting	Interest, objections, next step
Reservation document	Take the property off the market	Parties, amount, deadline for the deposit

Keep reading

Before and after the viewing

Viewing sheet template Free template ready to print. View Supply and demand matching Who to show each property to. View Mandates, reservations and deposits From offer to e-signature. View Digital property window More viewings from passers-by. View Brokerage module All the software for real estate agencies. View Rental management If you also manage the flats you let. View

FAQ

Questions about the viewing calendar

What should a property viewing sheet include?

Usually: visitor identification, property address or reference, date and time, accompanying agent and visitor's signature. Many agencies add notes and a reference to their fees if the deal closes.

Does FixrOS generate the viewing sheet automatically?

Yes. From the viewing you generate the PDF sheet with the property, visitor and agent details, and it is filed with the viewing.

Does each agent only see their own calendar?

It depends on the permissions you give them. You can organise the calendar by agent and by office, and use per-office permissions to decide who sees and edits what.

Can I use the calendar on my phone?

Yes. FixrOS works in the browser, including on your phone, so you can check the six o'clock viewing while out and about. There is also a FixrOS app for iOS and Android; in the demo we show you what it includes for the Brokerage module.

How do I report viewings to the owner?

Every viewing and its notes stay on the property's record. With that history, anyone in the office can tell the owner how many viewings there have been and what prospects said.

How much does the FixrOS viewing calendar cost?

It is part of the Brokerage module. Pricing depends on the size of your agency; we explain it in a demo, and you can try it for 14 days.

No viewing without a sheet, no sheet ever lost.

In 30 minutes we'll show you the FixrOS viewing calendar with your agency's offices and agents.

Request a demo info@fixrOS.com

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