Setting Showing Preferences For a Listing

Before you start scheduling showings on a listing - it is best practice to set that listing's showing preferences. 

• Confirmation: Choose from the drop down menu who will be the main person confirming the Showings.
  

• Notify Seller : Select if the seller needs to be notified of any showings.
  

• Notify Listing Agent: Select if you would like to be notified of any showings.
  

• Instructions: Type in any instructions for the agent who is showing the home
  

• Directions:: Type in any geographical directions to the home.
  

• Notes: Type in any reminder about showing instructions (i.e. don’t let the cat out)
  

Once you have your Showing Instructions for this Listing Set, select Save in the upper right hand corner. 

• Showing Agent: Type in the name of the showing agent. If the showing agent has already been entered prior to this showing, their information will auto populate for you.
  

• Showing Request: Be sure to set the time and date of the showing, whether the showing is pending or confirmed, what type of showing this is, and if you would like a reminder or survey sent out.
  

Once all the details have been entered, press Save in the upper right hand corner and your showing will now appear on the Showing tab for this listing.

The three dot Action button associated with each showing will give you the option to Edit the showing, Cancel the showing, Confirm the showing, Decline the showing, Reschedule the showing or to Delete the showing.

Adding Showings to Multiple Listings (Showings Dashboard)

To get to the Showings Request Dashboard, select the Listings tab on the left side menu and then select Showings Requests. Here you can see all the showings that have been logged through the system. You can easily sort through these by showing type or status with the collapsible Filter Function towards the top of the screen.

To add a new showing select the +New button in the upper right hand corner. This will open up a screen where you can enter in the details of the showing.

• Showing Agent: Type in the name of the showing agent. If the showing agent has already been entered prior to this showing, their information will auto populate for you.
  

• Showing Request: Enter the property address, set the time and date of the showing, whether the showing is pending or confirmed, what type of showing this is, and if you would like a reminder or survey sent out.

Once all of the details have been entered, select Save in the upper right hand corner.

The three dot Action button associated with each showing will give you the option to Edit the showing, Cancel the showing, Confirm the showing, Decline the showing, Reschedule the showing or to Delete the showing.

Showings Request Link (Showings Portal for Outside Agents)

Every Listing that is in ClientBAY will have a Showings Request Link that you can utilize to make it easy for Buyer’s Agents to schedule a showing within the system. On the detail’s page of every listing, the Showing Request Link can be found in the upper right hand corner icons. 

Select the Showings Request Link icon and a box will appear with the URL for the Buyer’s Agent Showing Request Portal.

You can easily copy and paste this link into an email or into the MLS so when a Buyer’s Agent selects it, they will be taken to a Showings Request Portal where they can create an account and then schedule showings on that listing. 

Based on how you have the showings option set up for that listing under the Showings tab, when a Buyer’s Agent enters a showing request through the portal, the system will notify the appropriate party about the showing request. 

Showing Reports

You are able to run a showings request status report on all of your showings in ClientBAY. To run this report, select the Reports tab on the left hand side menu and then select Showing Requests. 

Select the Showing By Status report by clicking on it, or by utilizing the three dot Action button and selecting Run.

This will pull up your Report Filters page. 

Here you can name your report, chose a date range of when the showing occurred, the statuses of showings you want to pull and the Property Type. 

Once you have your filters set, press the Run button. This will pull up a report for you to view. You will see your selected filters at the top of the report. In the upper right hand corner of the page, you are able to Print, Email or Export this report. If you need to change the filters on this report, select the Filters button and it will take you back to the Report Filters Page.

To save a Showing Report, select the Save button on the Report Filters page once you have all of your filers set the way you want them for that Saved Report. This will then appear on the right hand side of this screen for you to easily access as well as under the Saved Report tab at the top of the page.