Property viewing appointments: Less chaos, no no-shows

The Daily Appointment Tetris in the Broker's Everyday Life

A good property attracts dozens of inquiries. And that starts the big puzzle for you: coordinating the viewing appointments. You juggle the wishes of the interested parties, the availability of the owners, and your own logical route planning. The result is often an endless back and forth via email and phone – a process that costs an enormous amount of time and nerves.

But the biggest annoyance is not even the elaborate planning itself. It is the moment when you stand on time at the property, wait, and the interested party simply does not show up. A "no-show" is more than just annoying; it is a pure waste of time and money.

The Core Problem: Lack of Commitment in the Process

Why don’t interested parties cancel? Often it is because the process was too non-binding. An appointment quickly promised over the phone carries little weight. At the same time, several other appointments are often made. Your appointment is just one of many and is quickly forgotten or dropped when something seemingly better comes up.

The solution, therefore, is to design the appointment scheduling process in such a way that it creates a higher level of commitment from the very beginning and makes it very easy for the interested party to cancel – because a timely cancellation is a thousand times better than a no-show.

Your Digital Appointment Coordinator That Ensures Commitment

Imagine your calendar filling up with less effort and the no-show rate drastically decreasing. You can achieve this through a structured, automated process that relies on clear confirmations and reminders.

A digital assistant like Safina can act as your personal appointment coordinator here. Not only does it take the call from the interested party, but it also initiates the crucial next steps that ensure commitment:

1. Professionally record appointment requests: The assistant records the interested party's desired appointment or checks it against your available time slots in the calendar.

2. Send confirmation via SMS: Immediately after the conversation, the system can send an SMS with the appointment confirmation (date, time, address) to the interested party. The appointment is now documented in writing and appears more official.

3. Automatic reminder with a request for confirmation: This is the crucial step. 24 hours before the appointment, the system automatically sends a second SMS, for example with the following text: "As a reminder: Your viewing appointment tomorrow at 2:00 PM at Musterstraße 1. Please respond with YES to confirm the appointment or call us briefly if you need to cancel."

This small nudge works wonders. It forces the interested party to actively confirm and drastically lowers the threshold for a cancellation. The result: your appointments are kept by genuinely interested persons. You end the appointment chaos and put an end to unnecessary trips and waiting times.

See how the phone assistance for brokers works