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
- Capacity: current bookings / maximum bookings (e.g. "1/2")
- Slot status (see reference below)
- Delete icon for individual slots without bookings
Slot status reference
| Status | Meaning |
|---|---|
| Available | Free capacity, date in the future |
| Fully booked | All places taken |
| Past | Start time has passed |
| Deleted | Soft-deleted — blocked 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
Click a slot to see its bookings:
- Applicant name, email, and phone
- Booking status
- Booking timestamp
- Cancellation reason (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.
Permissions and Multi-select
- Visible to: all team members of the owner account.
- Create slots: all members.
- Delete unbooked slots: all members.
- Delete slots with bookings: only possible after cancelling the bookings — all members can cancel.
- Create multiple slots at once: via the slot generator — all members.
- Filter applicant overview by appointment status: Applicant List — bulk reject, filter by phase and status, sort by score.