Showings Overview
The ClientBAY platform provides a comprehensive Showing Management system. This tool allows you to set clear instructions, automate notifications, and provide professional activity reports to your sellers.
🛠️ Setting Showing Preferences
Before accepting requests, configure the listing's "ground rules" to ensure smooth communication.
Navigate: Go to the Listings tab and select Listings.
Select Property: Click on the listing you wish to configure.
Open Showings Tab: Select the Showing tab at the top of the details page.
Configure Preferences:
Confirmation: Designate who has the authority to approve showings.
Notifications: Toggle alerts for the Seller and/or Listing Agent.
Instructions: Provide entry details for the buyer’s agent.
Directions: Add specific geographical cues to find the property.
Notes: Add critical reminders (e.g., "Pet on premises," or "Please remove shoes").
Save: Click Save in the upper right-hand corner.
📅 Adding and Managing Showings
You can log showings for an individual property or manage your entire inventory at once.
Option A: For a Single Listing
Within the listing's Showing tab, click +New.
Enter the Showing Agent's name (auto-fills for existing contacts).
Set the date, time, and status (Pending/Confirmed).
Pro Tip: Select "Send Survey" to automatically collect feedback from the buyer's agent after the showing.
Option B: For Multiple Listings (Dashboard)
Go to Listings > Showings Requests.
This central dashboard displays all scheduled showings. Use the Filter function to sort by status or type.
Click +New to log a showing for any of your properties from one screen.
💡 Management Tip: Use the three-dot action button ($...$) next to any showing to Edit, Cancel, Confirm, Decline, or Reschedule.
🔗 The Showings Request Link
Make it easy for outside agents to book appointments by using your unique Showings Portal Link.
Find it: On any Listing Details page, click the Showings Request Link icon in the top right.
Share it: Copy the URL and paste it into the MLS Private Remarks or your email signature.
Benefit: Buyer’s agents can click the link, create a quick account, and request times based on your preferences. The system will then notify you or the seller automatically.
⚠️ Request a Showing Lead Form on your Property Website
There is a Request a Showing lead form on each Property Website.
When this is filled out, you will receive a lead notification and you will be able to see the lead who requested a showing in your CRM.
Please note: This will not create a Showings Request under the Listing—this will create a lead in your CRM, and from there you can get in contact with that lead to schedule a potential showing.
📊 Showing Reports
Generate professional reports to keep your sellers updated on market interest.
Run a Report: Go to Reports > Showing Requests.
Filter: Select Showing By Status and click Run. You can filter by date range, property type, and status.
Distribute: In the top right, choose to Print, Email, or Export the report.
Save for Later: Click Save on the filter page to keep this configuration for future use. It will appear on your Saved Reports tab for one-click access.
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