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
• 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 phase (delete all slots, reset applicants):

1. In the Viewings tab, click End viewing phase.
2. Enter an optional reason — it appears in the cancellation email to applicants.
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.

The button only appears while there are still confirmed bookings or upcoming slots.

Reject applicants and close

Once you have chosen an applicant, you make the selection on the applicant list, not here:

1. Approve the chosen applicant on the Applicant List.
2. Reject the remaining applicants there individually — Locari sends the rejection emails.
3. Then use End viewing phase (see above) to clear out remaining bookings and slots.

More on this under Making Decisions.

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)

Inline statistics in the tab bar

On the right of the tab bar you see the current state at a glance — without switching tabs: "X Slots · Y Bookings · Z available" (upcoming slots, confirmed bookings, and still-bookable slots). In addition, each of the two tabs carries a count badge.

Viewings tab

All applicants with a current or past booking:

• Applicant name, email, and phone
• Booked slot: date, time, duration
• Booking status: Booked / Pending (awaiting confirmation) / Reschedule requested / Cancelled / Completed
• Calendar icon on booked appointments: trigger a soft reschedule
• Checkboxes for multi-select actions (reschedule several appointments at once)
• Top right of the tab: End viewing phase button (only with active bookings or upcoming slots)

Slots tab

All created time slots, grouped by date (filters: Upcoming / Today / Past / All):

• Time, duration, type (individual or group)
• Capacity: current bookings / maximum bookings
• Slot status: Available / Fully booked / Past / Cancelled
• Three-dot menu per slot: Delete slot (without bookings) or Cancel slot (with bookings)
• 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).

Working with several appointments at once

In the Viewings tab (for bookings) and the Slots tab (for slots) you can select multiple entries via checkboxes. An action bar at the bottom of the screen then bundles the relevant multi-select action — for example, rescheduling several bookings together or deleting several free slots together.

For an overview of all applicants and their appointment status, see the Applicant List.

Related Pages

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