Viewing Appointments

On this page you define the time windows for apartment viewings and see at a glance who has already booked, who still needs an invitation and which slots are still available. Locari handles scheduling coordination by email — you decide when slots go live and when the phase ends.

Common Tasks

• Create viewing slots
• Invite applicants to viewings
• Reschedule or cancel an appointment
• Pause or end the viewing phase
• Overview of bookings and slots
• Track appointment history

For multiple applicants at once, switch to the Applicant List — bulk reject, filter by phase and status, sort by score.

How To

Create Viewing Slots

1. Open the Slots tab — click Add Appointments in the top right.
2. Enter date, time, duration and maximum number of participants in the slot generator. Example: Tue 10 June 2026, 2:00–2:30 pm, max. 2 people.
3. Generate multiple slots at once — the generator supports recurring slots across several weekdays.
4. Save — Locari automatically sends invitations to all applicants who do not yet have an appointment.

Invite Applicants

Applicants in the viewing phase are invited automatically as soon as slots are available. For a manual individual invitation:

1. Open the Bookings tab.
2. Find the applicant — e.g. the Müller family — in the list.
3. Navigate to the applicant detail page via the applicant link and trigger an invitation from there.

For bulk invitations after a new round of slots: create new slots — Locari identifies all applicants with status Scheduling or Slots Requested and sends invitations automatically.

Reschedule or Cancel an Appointment

Reschedule a single booking (soft reschedule):

1. Bookings tab → select a booking → click the calendar icon.
2. Choose new slot options.
3. Locari sends the applicant an email with the alternatives — the existing booking remains active until the applicant selects a new slot.

Cancel a booking:

1. Bookings tab → select booking(s) using the checkbox → click Cancel.
2. Optional reason — Locari includes it in the cancellation email.
3. Locari sends a calendar cancellation (ICS) and notifies the applicant by email.

Reschedule multiple bookings at once (bulk):

1. Bookings tab → check the boxes for several bookings.
2. Floating action bar at the bottom → choose Reschedule.
3. Select target slots, confirm — Locari notifies all affected applicants.

Pause or End the Viewing Phase

Pause (temporary — scheduling coordination is stopped):

1. Click Pause in the viewing phase section.
2. Applicants with a confirmed booking are warned — bookings may be cancelled in the process.
3. Locari sets all applicants in the viewing phase to Paused.
4. Reactivate moves all paused applicants back to Scheduling — invitations go out automatically.

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

1. Bookings tab → click End Viewing Round.
2. Enter an optional reason — this appears in the cancellation email.
3. Locari cancels all active bookings, soft-deletes future slots and sets applicants to Slots Requested.
4. Once new slots are created, the invitation round starts automatically again.

Views and Fields

Tab: Bookings

All applicants who have or had a booking — sorted chronologically, active first:

• Applicant name, email and phone
• Booked slot: date, time and duration
• Booking status (see reference below)
• Calendar icon (for active bookings): trigger a soft reschedule
• Cancellation date (for cancelled bookings)

Checkboxes enable bulk actions (reschedule, cancel) for multiple bookings at once.

Tab: Slots

All created time windows, future and past:

• Date and time
• Duration in minutes
• Capacity: booked / maximum places
• Slot status: available, fully booked, past, deleted
• Add Appointments button: opens the slot generator

Delete unbooked slots removes all future slots without a booking in one step.

Appointment Configuration

Configurable when creating a slot:

• Date (future only, within the billing window)
• Start time
• Duration in minutes (e.g. 30 min)
• Maximum participants per slot (e.g. 2 for group viewings)

Booking Status Reference

Applicant Phase Status in the Viewing Phase

Audit and History

The History tab on the applicant detail page logs all appointment-related events: who sent an invitation, when the applicant booked, who cancelled an appointment and why. Each entry shows: actor (team member by name or "Locari AI"), timestamp and status change.

Retention: Booking and cancellation history is retained until a decision is made in the selection process. After the GDPR retention period (typically 6 months after completion), applicant data is deleted.

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 / end the viewing phase: all members — the action affects all applicants and is partially irreversible.
• Reschedule or cancel multiple bookings at once: activate checkboxes in the Bookings tab — floating action bar appears at the bottom.
• Applicant overview with filter by appointment status: Applicant List — bulk reject, filter by phase and status, sort by score.

Related Pages

• Applicant List and Filters
• Define Selection Criteria
• AI Communication
• Applicant Details
• Making Decisions