Viewings
Start the viewing phase, manage bookings, pause or end the round, and close with a final decision — Locari coordinates scheduling automatically.
In this section you control the entire viewing phase for a listing. You create time slots, see at a glance who has booked and who still needs an invitation, reschedule or cancel appointments, and close the round with a single click — without manual emails.
What Locari does automatically here: Invite qualified applicants as soon as slots are available; send booking confirmations and 24-hour reminders; accept cancellations and offer alternatives; automatically re-invite applicants without an active booking when new slots are created. What you decide: Which slots to create, when to pause or end the phase, whether to explicitly exclude or prioritise individual applicants.
Common Tasks
- Start or reactivate the viewing phase
- Set meeting point and contact person
- Create and manage slots
- Pause or end the phase
- Make a final decision and reject all remaining applicants
- Bookings and slots at a glance
Viewing appointments are managed within a listing. The general appointment overview per listing is also available under Listing Appointments.
How to
Start or reactivate the viewing phase
- Navigate to the Viewings tab inside a listing.
- If the phase is paused, a yellow banner appears — click Reactivate.
- Locari resets all paused applicants to Scheduling and automatically sends invitations.
Example: The Müller family has status Paused. After reactivation they receive a new invitation email with the currently available slots within minutes.
What Locari checks: Whether an applicant already has an active booking or a still-valid pending offer — only applicants without either receive a new invitation. What you decide: When to reactivate and whether to add new slots afterwards.
Set meeting point and contact person
- Expand the Viewing details section on the page.
- Enter the meeting point, contact person, and instructions, then save.
- Optional: use the dialog to ask Locari to notify all applicants with a confirmed appointment about the change.
Example: Meeting point "Main entrance Examplestreet 12, ring Müller", contact "Thomas Meier, +49 170 123 456 78".
Pause or end the viewing phase
Pause (temporary — invitations are stopped):
- Click the Pause button in the top right.
- Applicants with an active booking receive a cancellation email with an ICS cancel; their status changes to Paused.
- Applicants without a booking are also set to Paused — without notification.
- Reactivate resets all paused applicants to Scheduling.
End the viewing round (delete all slots, reset applicants):
- In the Bookings tab → click End viewing round.
- Enter an optional reason — it appears in the cancellation email.
- Locari cancels all active bookings, soft-deletes future slots, and sets applicants to Slots requested.
- As soon as new slots are created, the invitation round restarts automatically.
Final decision and close
Once you have chosen an applicant:
- Approve the applicant in the applicant list (status Approved).
- In the Bookings tab → Final decision → reject all remaining applicants.
- Locari cancels open bookings, deletes remaining slots, and sends rejection emails to all non-approved applicants.
The final decision requires at least one approved applicant. Without an approval Locari blocks the action.
Views and Fields
Phase status banner
At the top of the page — visible only when the phase is paused:
- Icon and text: "Viewing phase paused"
- Explanation of what happens to applicants in this phase
- Reactivate and (when active) Pause buttons
When the phase is active, only the compact Pause button appears at the top right.
Viewing details
Configurable per listing — included in invitation and confirmation emails:
- Meeting point (e.g. "Rear entrance")
- Contact person (name, phone)
- Instructions (e.g. parking notes, door buzzer)
Statistics tiles
At the top of the page — overview without switching tabs:
- Total slots / upcoming / past
- Total bookings / confirmed / pending confirmation / cancelled
- Available slots / fully booked slots
Bookings tab
All applicants with a current or past booking:
- Applicant name, email, and phone
- Booked slot: date, time, duration
- Booking status (booked / pending confirmation / cancelled)
- Calendar icon: trigger a soft reschedule
- Checkboxes for bulk actions
Slots tab
All created time slots:
- Date, time, duration
- Capacity: current bookings / maximum bookings
- Slot status: available / fully booked / past / deleted
- Add appointments button: opens the slot generator
Full slot management guide: Viewing Slots
Audit and History
All appointment-related events are documented in the History tab on the applicant detail page: who sent an invitation, when the applicant booked, who cancelled and why. Each entry shows the actor (team member by name or "Locari AI"), timestamp, and status change.
Retention: Booking and cancellation history is kept until the selection process is complete and then deleted in line with the GDPR deadline (typically 6 months after closing).
Ending the viewing round and the final decision cancel active bookings and send ICS cancellations — these steps cannot be undone.
Permissions and Multi-select
- Visible to: all team members of the owner account.
- Create and delete slots: all members.
- Cancel and reschedule bookings: all members.
- Pause / reactivate / end the phase: all members — the action affects all applicants and is partially irreversible.
- Final decision (bulk reject): all members — requires at least one approved applicant; rejections are irreversible.
- Multiple bookings at once: activate checkboxes in the Bookings tab and use the action bar at the bottom.
- Applicant overview filtered by appointment status: Applicant List — bulk reject, filter by phase and status, sort by score.