Viewing process

This page shows the whole path of a viewing: invitation, booking, calendar entries, reminders, briefing and the question afterwards. Most of it happens by itself. Where Locari asks you, it says so.

Common Tasks

• Understand how an applicant gets their appointment
• Check calendar entries and reminders
• Know what an applicant can trigger themselves
• Read the briefing before the appointment
• Answer after the viewing
• Cancel, reschedule or offer an appointment

How to

Invitation and booking

1. Locari writes to the applicant by email and first offers one free appointment. If it does not fit, Locari suggests up to 3 others, after several rounds up to 5.
2. Only free appointments of this flat with a free place that start in at least 4 hours are offered.
3. The applicant replies to the email. They are booked as soon as their reply arrives and the appointment is still free, up to 2 hours before the start. Whoever replies first gets the place.

The offer has no deadline as long as the appointment is free and at least 2 hours away. Locari does not remind about an unanswered offer. If the offered appointment is taken, deleted or past, the applicant is offered other free appointments they have not had yet. If there are none, they wait, and Locari asks you for new appointments (appointment request).

Example: The Müller family books Saturday 11:00. They receive the booking confirmation and, right after, a second email with the calendar entry. You see the booking in your notifications, by WhatsApp and by email with a calendar entry.

Calendar entries and reminders

1. The applicant receives the calendar entry as an attached file. Title "Viewing: flat", location with meeting point, duration and notes are included. Their calendar reminds 1 day, 2 hours and 30 minutes before.
2. Locari also reminds by email: 24 hours before, asking them to reply "Yes, I'm coming" or "Not after all", then 4 hours and 30 minutes before. If someone books less than 24 hours ahead, the first email is skipped. All contain a link to cancel and cannot be unsubscribed.
3. You and your team receive a short entry: viewing, address, the applicant's name and a link to their profile. The entry goes to whoever conducts the viewing and to everyone who set "All appointments in the team". If nobody is assigned, everyone receives it.

When an appointment moves, an updated entry replaces the old one. When it is cancelled, both sides receive a calendar cancellation as a file. Whoever opens it can remove the appointment from their calendar. If someone leaves the team, they receive a calendar cancellation for their future appointments.

What an applicant can trigger themselves

Their appointment always stays until something new is safely booked or they cancel themselves.

1. Cancel via the link in the reminder or by email, even at short notice and without your approval. Locari clarifies what they want: a new appointment (they are offered your free appointments), keep the application (the appointment is cancelled, the application stays) or no interest any more (the application ends, their place becomes free and waiting applicants move up if at least 4 hours remain before the start).
2. Ask for a different time: If the requested time is exactly free and at least 2 hours remain, Locari rebooks them itself. Otherwise Locari suggests up to 3 free appointments. With less than 2 hours you receive a card with the buttons Yes and No.
3. Be late: Up to 15 minutes you only receive a notice. For more (for example 30 minutes) a card asks whether they may come later the same day. If you do not answer, the card expires at the requested start and the booked appointment stays.
4. Withdraw the application: The appointment is cancelled with a calendar cancellation, they receive a confirmation and no further mail.

Example: Erna writes at 15:00 that she will be 30 minutes late for 17:00. You receive a card with name, old and new time and tap Yes. Locari moves the appointment.

During a pause or a reservation Locari books nobody new, except the reserved person. Whoever wants a new appointment receives a reply with the reason and waits, their application stays. A request for a different time reaches you as a card.

The briefing before the appointment

1. About 30 minutes before the start Locari sends the briefing by WhatsApp, to the same people as the calendar entry.
2. It names appointment and meeting point, whether the person confirmed they are coming, the household, job and income, the comparison with your requirement profile (per item met, not met or missing), the number of documents and notes from the correspondence. Contact details are not included.
3. If you have not written to Locari in the last 24 hours, only a template with the button Show short info arrives first. One tap and the briefing follows.

Answer after the viewing

1. As soon as the appointment is over, Locari asks you per person by WhatsApp and in the app: "How was your impression? How should it continue?" You can add your impression as a note.
2. Choose Request documents (see Request documents), Reject, No-show or Decide later. For No-show Locari asks further: Reject, New appointment or Do nothing.
3. If you do not answer, Locari reminds you once after 2 hours. After that the question stays open in the app, and Locari reminds you after 1, 3 and 7 days.

For group appointments you answer the question for up to 20 people at once. The question does not appear if the documents were already requested before the appointment. The applicant is not asked about their interest after the appointment.

Maintain the details for the invitation

1. In the Viewings tab of the letting, click the pencil at a value in the card Details for the invitation.
2. Change meeting point, contact person or travel notes and save.
3. To the question "Notify applicants?" you answer Yes, notify or No, don't notify.

Example: Meeting point "Main entrance Musterstraße 12", note "Parking in the courtyard".

Who conducts, and subscribing to the calendar

1. When creating free appointments you choose a team member in the field Who's conducting?. Later you assign in the day plan, for several appointments with Assign person. Booked applicants learn the name, but no phone number.
2. Connect your own calendar: User settings → Calendar → Connect your calendar. On the iPhone "Calendar connected." only appears once your calendar has really fetched the address. The calendar refreshes about every 4 hours.
3. Regenerate address invalidates the old address, End subscription stops it immediately.

Views and Fields

Viewings tab

• All applicants with a booked or earlier appointment: name, date, time, duration
• Booking status: Booked, Pending, Reschedule requested, Cancelled, Completed
• Attendance: "confirmed" or "no reply"; "cancelled" you see in the app
• Menu Actions for this viewing at the appointment (see Cancel, reschedule, offer appointments)
• Button Pause viewings or Activate viewings (see Pause viewings)

Appointments tab

• All free appointments by date, filter Upcoming, Today, Past, All
• Single appointment with one place, group appointment with up to 50 places, booked and maximum places
• Button Create free appointments (see Free appointments)
• Views Overview, Week and Month from 768 px width

Audit and History

Every event is in the person's history: invitation, booking, reminder, cancellation, rebooking, with actor (team member or Locari AI) and timestamp.

Retention: The history stays until the decision. Locari deletes the data of the other applicants as you choose when completing the letting (see Complete the letting).

Permissions and Multi-select

• View and edit: Only members of your team with access to the letting. Anyone with read-only access sees the cards without the pencil.
• Approve: Anything that writes to an applicant or deletes something happens only after you tap the button, identically in the app, by WhatsApp and via MCP.
• Several appointments at once: In the Viewings tab select several appointments and use Reschedule or Assign person. For applicants use the Applicant List — invite, reject, filter by phase and status.

Related Pages

• Cancel, reschedule, offer appointments
• Pause viewings
• Free appointments
• Making Decisions
• Locari via WhatsApp