If you’re juggling property viewings and tired of double bookings, missed follow-ups, and endless admin, this guide’s for you. Whether you’re a letting agent, sales negotiator, or admin support, you need a system that keeps things moving—without you losing track or losing your mind. Here’s how to actually get the most out of Reapit when it comes to scheduling and managing property viewings.
1. Get Your Basics Right: Clean Data, Clean Calendar
Before you even think about sending invites or booking appointments, make sure your Reapit system is tidy:
- Check your property and applicant records. Out-of-date phone numbers or missing details will trip you up later.
- Sync your work calendar. If your diary in Reapit doesn’t match your real-life availability, you’re setting yourself up for hassle.
Pro tip: Spend 10 minutes each week cleaning up your data. It’s boring, but it’ll save you hours fixing mistakes later.
2. Scheduling a Viewing: Step-by-Step
Here’s how to actually book a viewing without getting stuck or creating more work for yourself.
Step 1: Find Your Property
- Use the search bar or navigate to the relevant property in Reapit.
- Double-check the property’s viewing status—sometimes it’s already under offer or unavailable but hasn’t been updated.
Step 2: Add the Applicant
- From the property record, select “Book Viewing.”
- Search for the applicant (buyer or renter). If they’re not in the system, add them now—don’t fudge it with a placeholder, or you’ll regret it when you try to follow up.
Step 3: Pick the Date and Time
- Reapit will show you available slots based on your calendar and property access.
- If you have keys or access issues (tenants in situ, for example), flag this early. Don’t bank on the landlord or current tenant picking up the phone at the last minute.
Step 4: Confirm With Everyone
- Use Reapit’s email/SMS tools to confirm with both the applicant and the property contact (owner, current tenant, etc.).
- Don’t rely on the default templates—tweak the message if there are unusual instructions (parking, pets, “cat will try to escape,” etc.).
What to ignore: You don’t need to use every field in the viewing booking form. Stick to what’s needed to get the viewing done and communicated—notes about the property, special access codes, and applicant contact details.
3. Managing Multiple Viewings Without Losing Your Cool
It’s easy to get overwhelmed when you’ve got a packed diary. Here’s how to keep things manageable:
- Batch your viewings. Try to book back-to-back appointments in similar locations. Reapit’s map view can help, but don’t expect miracles—it’s not Google Maps.
- Set realistic travel times. The system isn’t perfect at factoring in traffic or parking. Add buffer time yourself.
- Use color-coding or tagging (if your version supports it). Mark hot prospects or VIP clients, so you know where to over-communicate and where to keep it simple.
Honest take: Reapit’s mobile app is decent for checking your diary on the go, but it’s not as fast as using your phone’s native calendar. Don’t ditch your phone calendar just yet.
4. Handling Cancellations and No-Shows
You’ll never avoid last-minute cancellations completely, but you can make them less painful:
- Cancel or reschedule directly in Reapit. This automatically updates everyone (if you use their communication tools). Don’t just send a text and forget—update the system.
- Add notes to the applicant’s record. If someone is a serial no-shower, you want to know for next time.
- Re-send confirmations the day before. Reapit can do this automatically if set up, but a manual check never hurts.
What doesn’t work: Chasing every single no-show for feedback. Prioritize your time—focus on real prospects.
5. Following Up After the Viewing
This is where deals are made or lost. Don’t leave it to chance.
- Log feedback immediately. While it’s fresh in your mind, add applicant comments and your own notes to the viewing record.
- Automate follow-up emails—if they’re actually useful. Use Reapit’s email templates, but personalize them. “What did you think of the property?” beats a bland automated message.
- Schedule next steps. If the applicant wants to make an offer, set a reminder in Reapit. Otherwise, mark them as “not interested” and move on.
Skip: Don’t drown in pointless admin. If an applicant ghosted you, don’t waste hours chasing—log it and focus on active leads.
6. Reporting and Tracking What Matters
You’ll need to show what you’ve done—either for your boss, your client, or yourself.
- Run viewing reports. Reapit can spit out lists by property, negotiator, or date. Use these for weekly reviews.
- Track conversion rates. How many viewings turn into offers? If your ratios are low, look at your applicant quality—not just your volume of viewings.
- Ignore vanity metrics. “Number of viewings booked” looks good but means nothing if your applicants aren’t serious.
Pro tip: Use your report findings to tweak your process. If one property is getting tons of viewings but no offers, something’s off—price, marketing, or access.
7. Common Pitfalls (and How to Dodge Them)
Let’s be honest: No system is perfect, and Reapit has its quirks.
- Double bookings: If you don’t keep your calendar up to date in Reapit, you’ll step on your own toes. Sync it daily.
- Data entry fatigue: Avoid copy-pasting the same applicant details over and over. Use Reapit’s quick-add features, but check for duplicates.
- Mobile limitations: The mobile app is handy but slow if your connection is spotty. Have a backup plan (e.g., PDF diary or printed list for busy days).
- Over-complicating things: Don’t fall for the trap of logging every tiny detail. Stick to what helps you close deals and keep clients happy.
8. Pro Tips for Staying Efficient
- Keep templates updated. Tweak your viewing confirmation and follow-up templates every few months—they get stale fast.
- Bulk actions are your friend. Use batch communication tools for confirmations and reminders, but always personalize where it matters.
- Invest in training. Spend half a day on a Reapit training session. You’ll pick up shortcuts that aren’t obvious.
- Feedback loops. Ask colleagues what’s working for them in Reapit—sometimes the best tricks aren’t in the manual.
Keep It Simple and Iterate
Don’t let the software run your life. Use Reapit to handle the grunt work of scheduling and record-keeping, but don’t let it get in the way of good client service or your own sanity. Start simple, clean up as you go, and adjust your process as you learn what works. The goal is to spend less time wrestling with your diary and more time closing deals. Good luck.