Viewing Slots

On this page you create the concrete time windows for property viewings. As soon as a slot is saved, Locari automatically invites all applicants who do not yet have an appointment or whose last offer has expired — without any further manual effort.

Common Tasks

• Create slots — step by step
• Generate multiple slots at once
• Clean up unbooked slots
• Understand slot statuses
• Re-invite applicants after a new slot round
• Create slots within the billing window

Back to the viewing phase overview: Viewings

How to

Create slots

1. Open the Slots tab in the Viewings section.
2. Click Add appointments — the slot generator opens.
3. Enter date, start time, duration, and maximum number of attendees. Example: Wed 14 May 2026 at 5:00 PM, 30 minutes, max 1 person.
4. Save — Locari saves the slot and automatically starts the invitation logic.

Generate multiple slots

1. Add multiple entries in the slot generator — it supports repetitions across different weekdays.
2. Example: Wed 14 May 2026 5:00 PM + Thu 15 May 2026 10:00 AM + Thu 15 May 2026 10:30 AM — save all at once.
3. Locari creates all slots in one step and triggers the invitation logic once for all new slots.

Validations on creation:

• Slots in the past are rejected (error message with date and time).
• Slots beyond the end of the billing window are rejected — Locari names the end date in the error message.

Clean up unbooked slots

When a viewing round is complete and empty slots remain:

1. Open the Slots tab.
2. Click Delete unbooked slots.
3. Locari soft-deletes all future slots with zero bookings — existing applicant offers remain visible to the chatbot.

Re-invite applicants

After a new slot round you do not need to do anything — Locari detects all applicants with status Scheduling or Slots requested and sends invitations automatically. An applicant receives a new invitation only if:

• they have no active booking, and
• their last offer has expired or been cancelled.

Example: The Müller family had their slot cancelled. As soon as new slots are saved, the Müller family automatically receives a new invitation — no manual action needed.

Slots within the billing window

Slots may only be created within the active billing period of the listing. Locari checks:

1. Whether the listing is active or in the grace period.
2. Whether the slot time falls before the end of the grace period.

If a slot lies outside this window, an error message with the exact end date is shown. To extend your subscription navigate to Billing and Subscription.

Views and Fields

Slots tab — table view

All slots for the listing, sorted ascending by date:

• Date and start time (timezone: Europe/Berlin)
• Duration in minutes
• Capacity: current bookings / maximum bookings (e.g. "1/2")
• Slot status (see reference below)
• Delete icon for individual slots without bookings

Slot status reference

Slot configuration when creating

Each slot has the following fields:

• Date (future only, within the billing window)
• Start time in HH:MM format (timezone Europe/Berlin)
• Duration in minutes (e.g. 30)
• Maximum attendees per slot (1 for individual, 2+ for group)

Bookings per slot

Click a slot to see its bookings:

• Applicant name, email, and phone
• Booking status
• Booking timestamp
• Cancellation reason (for cancelled bookings)

Audit and History

Every slot creation, modification, and deletion is logged server-side. At the applicant level, the History tab documents the full invitation and booking trail: invitation sent, slot booked, cancellation with reason.

Retention: Slot data (soft-deleted) is kept as long as the listing exists. It is permanently removed with the applicant record after the GDPR deadline (typically 6 months after closing).

Permissions and Multi-select

• Visible to: all team members of the owner account.
• Create slots: all members.
• Delete unbooked slots: all members.
• Delete slots with bookings: only possible after cancelling the bookings — all members can cancel.
• Create multiple slots at once: via the slot generator — all members.
• Filter applicant overview by appointment status: Applicant List — bulk reject, filter by phase and status, sort by score.

Related Pages

• Viewings — phase management and bookings
• Listing Appointments
• Applicant List and Filters
• Applicant Details
• Billing and Subscription