Real estate · Sample scenario
Property viewing scheduling
Preferred times are extracted from the viewing request, the agent, client and owner calendars are matched, and the viewing is booked once all three confirm.
Problem
Agent, client and owner schedules clash, viewings get moved several times, and sometimes one party does not show up.
How it works today
The agent messages each party separately, matches times by hand, books the calendar personally and can forget the reminder.
What this scenario changes
Preferred times are extracted from the client’s request, matched against the agent’s calendar and the owner’s availability, and the proposed time is sent to both parties. Once all confirmations are in, the viewing is booked and a reminder is scheduled through the consented channel.
The process step by step
- Viewing request: The client wants to see a property
- Time preference extracted: Time window from free text
- Calendars matched: Free time of the agent and owner
- Confirmations collected: Client, owner, agent
- Are all three confirmations in?: All participants agree
- Added to the calendar: CRM and agent calendar
- Reminder scheduled: Through the consented channel
- Viewing confirmed: Parties get the final time
Exception path
- Agent contacts the owner: The missing confirmation is obtained
- Viewing on hold: The client is told it is being confirmed
The role of AI
Extracts specific time windows from the client’s free-text request (“Saturday afternoon”).
Human approval and exceptions
If one party has not confirmed, the viewing is not finalized and the agent contacts that party.
Frequently asked questions
What if the owner’s calendar is not in the system?
The owner gets a short message asking for available times, or the agent records them by hand; no viewing is booked without confirmation.
Who receives the reminder?
All viewing participants, only through the channel they consented to.
What happens if a viewing is canceled?
The calendar entry is updated, scheduled reminders are stopped and the reason is logged in the CRM.