Viewings

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.

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

1. Navigate to the Viewings tab inside a listing.
2. If the phase is paused, a yellow banner appears — click Reactivate.
3. 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.

Set meeting point and contact person

1. Expand the Viewing details section on the page.
2. Enter the meeting point, contact person, and instructions, then save.
3. 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):

1. Click the Pause button in the top right.
2. Applicants with an active booking receive a cancellation email with an ICS cancel; their status changes to Paused.
3. Applicants without a booking are also set to Paused — without notification.
4. Reactivate resets all paused applicants to Scheduling.

End the viewing round (delete all slots, reset applicants):

1. In the Bookings tab → click End viewing round.
2. Enter an optional reason — it appears in the cancellation email.
3. Locari cancels all active bookings, soft-deletes future slots, and sets applicants to Slots requested.
4. As soon as new slots are created, the invitation round restarts automatically.

Final decision and close

Once you have chosen an applicant:

1. Approve the applicant in the applicant list (status Approved).
2. In the Bookings tab → Final decision → reject all remaining applicants.
3. Locari cancels open bookings, deletes remaining slots, and sends rejection emails to all non-approved applicants.

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).

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.

Related Pages

• Viewing Slots — create and manage
• Listing Appointments
• Applicant List and Filters
• Applicant Details
• Making Decisions