On this page you create the concrete time windows for property viewings. As soon as a slot is saved, Locari automatically invites all applicants who do not yet have an appointment or whose last offer has expired — without any further manual effort.
What Locari does automatically: After saving new slots, Locari checks which applicants in the viewing phase have neither an active booking nor a valid pending offer. Those applicants receive an invitation with the new slot options automatically. What you decide: Date, time, duration, and capacity for each slot. Whether a slot allows group bookings (multiple attendees) is determined by the maximum bookings field.
Common Tasks
- Create slots — step by step
- Generate multiple slots at once
- Clean up unbooked slots
- Understand slot statuses
- Re-invite applicants after a new slot round
- Create slots within the billing window
Back to the viewing phase overview: Viewings
How to
Create slots
- Open the Slots tab in the Viewings section.
- Click Add appointments — the slot generator opens.
- Enter date, start time, duration, and maximum number of attendees. Example: Wed 14 May 2026 at 5:00 PM, 30 minutes, max 1 person.
- Save — Locari saves the slot and automatically starts the invitation logic.
What Locari checks after saving: Whether the viewing phase is active; if it was paused, it is implicitly reactivated. Locari then checks all applicants in the viewing phase: anyone without an active booking and no valid pending offer receives an invitation. What you do: Set the date and capacity. Locari fully handles which applicants to invite.
Generate multiple slots
- Add multiple entries in the slot generator — it supports repetitions across different weekdays.
- Example: Wed 14 May 2026 5:00 PM + Thu 15 May 2026 10:00 AM + Thu 15 May 2026 10:30 AM — save all at once.
- Locari creates all slots in one step and triggers the invitation logic once for all new slots.
Validations on creation:
- Slots in the past are rejected (error message with date and time).
- Slots beyond the end of the billing window are rejected — Locari names the end date in the error message.
Clean up unbooked slots
When a viewing round is complete and empty slots remain:
- Open the Slots tab.
- Click Delete unbooked slots.
- Locari soft-deletes all future slots with zero bookings — existing applicant offers remain visible to the chatbot.
Re-invite applicants
After a new slot round you do not need to do anything — Locari detects all applicants with status Scheduling or Slots requested and sends invitations automatically. An applicant receives a new invitation only if:
- they have no active booking, and
- their last offer has expired or been cancelled.
Example: The Müller family had their slot cancelled. As soon as new slots are saved, the Müller family automatically receives a new invitation — no manual action needed.
Slots within the billing window
Slots may only be created within the active billing period of the listing. Locari checks:
- Whether the listing is active or in the grace period.
- Whether the slot time falls before the end of the grace period.
If a slot lies outside this window, an error message with the exact end date is shown. To extend your subscription navigate to Billing and Subscription.
Views and Fields
Slots tab — table view
All slots for the listing, sorted ascending by date:
- Date and start time (timezone: Europe/Berlin)
- Duration in minutes
- Type: individual or group
- Capacity: current bookings / maximum bookings (e.g. "1/2")
- Slot status (see reference below)
- Three-dot menu per slot: Delete slot for slots without bookings, Cancel slot for slots with bookings
Use the Upcoming / Today / Past / All filters to narrow the list; slots are grouped by date.
Slot status reference
| Status | Meaning |
|---|---|
| Available | Free capacity, date in the future |
| Fully booked | All places taken |
| Past | Start time has passed |
| Cancelled | Slot was cancelled (e.g. together with its bookings) |
Soft-deleted slots are not shown in the list — they are only blocked internally for new bookings.
Slot configuration when creating
Each slot has the following fields:
- Date (future only, within the billing window)
- Start time in HH:MM format (timezone Europe/Berlin)
- Duration in minutes (e.g. 30)
- Maximum attendees per slot (1 for individual, 2+ for group)
Bookings per slot
Bookings are shown in the Viewings tab (see Viewings). For each booking you see:
- Applicant name, email, and phone
- Booking status (Booked / Pending / Reschedule requested / Cancelled / Completed)
- Booked appointment (date, time)
- Cancellation date (for cancelled bookings)
Audit and History
Every slot creation, modification, and deletion is logged server-side. At the applicant level, the History tab documents the full invitation and booking trail: invitation sent, slot booked, cancellation with reason.
Retention: Slot data (soft-deleted) is kept as long as the listing exists. It is permanently removed with the applicant record after the GDPR deadline (typically 6 months after closing).
Slots with active bookings cannot be deleted directly — cancel the booking first, then delete the slot. Soft-deleted slots are blocked for new bookings; existing offers remain visible to the chatbot.
Working with several slots at once
- Create multiple slots: save several entries in one pass via the slot generator.
- Delete multiple slots: in the Slots tab, activate the checkboxes of free slots and use the action bar at the bottom of the screen. Slots with bookings must be cancelled first.
For an overview of all applicants and their appointment status, see the Applicant List.