Record a buyer's showing on your seller's CRM record, get the other side to confirm the time by WhatsApp or email, and have everything you need on the doorstep.
When another agent, or a buyer, wants to see one of your seller's homes, you log the showing on the seller's record in the CRM. From there you confirm the time with the other side, it lands in your calendar, and afterwards you record how it went.
Keeping showings on the seller's record means every viewing, confirmation and outcome is in one place when you report back to the owner.
Before you start
- The seller in your CRM, linked to the listing being shown.
- The buyer's name, and their agent and brokerage if they are represented.
- A proposed date and time, and a phone number or email for whoever needs to confirm it.
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Open the seller and add a showing
Open your seller in the CRM. Under Showings & feedback you see how many showings are upcoming and how many are completed. Click Add Showing.
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Log the showing
Under Log a showing, pick the date and time. Add the buyer, their agent and brokerage, and any notes such as who holds the keys.
Tick Follow-up required if you want a reminder the next day. Click Log showing.
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Adjust the time if it moves
Under Confirm a showing, each showing lists its address, the people involved and directions. If the time changes, edit it and click Save time. Your calendar entry moves with it. The NLS never creates a second copy.
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Ask the other side to confirm
Click Ask by WhatsApp. It opens your own WhatsApp with a message and a confirm link ready to send to the buyer's agent. If you would rather use email, click Ask by email.
When they tap the link, the showing is marked confirmed and you are notified. If they confirm by phone instead, click Mark confirmed yourself.
Note The confirm link does the confirming. Do not paste the time into a separate message and skip the link, or you will be marking it confirmed by hand.
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Turn up with what you need
The confirmed showing sits in your calendar with the details for the doorstep: who you are meeting, their phone number, the address and a map link. A follow-up task is created for the next day.
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Record how it went
Afterwards, open Viewings to see every appointment and its outcome. Choose the showing and record what happened: how interested the buyer is, whether they may offer or want a second viewing, and what they said about the price. Click Save the outcome.
Your seller can now be told what buyers thought, and every outcome counts in your reports. Record how a viewing went covers this in more detail.
Good to know
- Log it even if it is your own buyer. The seller's record should show every showing, not only the ones other agents bring.
- Change the time, do not re-log. Editing and clicking Save time keeps one calendar entry and one history.
- Use the follow-up task to ring the buyer's agent for feedback the next day. Their answer goes straight into the outcome.
- Private listings work the same way. The showing details go to the people you add, not to the listing page.
Questions about this
How do I log a viewing of one of my seller's homes?
Open your seller in the CRM. Under Showings and feedback, click Add Showing. Under Log a showing, pick the date and time, add the buyer, their agent and brokerage and any notes, tick Follow-up required for a reminder, and click Log showing.
Watch how · 0:22 in the tutorial Viewings and showing confirmation35 · Viewings and showing confirmationRead the guide: Log and confirm a showing of your listingRead the guide: Record how a viewing wentCopy link
How do I get the other agent to confirm a showing?
Under Confirm a showing, click Ask by WhatsApp or Ask by email; it sends a confirm link. When they tap it, the showing shows as Confirmed in your CRM and calendar. If they confirm by phone, click Mark confirmed. If the time moves, change it and click Save time; your calendar updates without making a second copy.
Watch how · 1:04 in the tutorial Viewings and showing confirmation35 · Viewings and showing confirmationRead the guide: Log and confirm a showing of your listingCopy link
