The Book Viewing Wizard lets you register a buyer and book their viewing in one guided flow, while they're still on the phone. Instead of creating the contact, finding the listing, building a match profile and opening the calendar on separate screens, you work through four steps on a single screen: Listing, Applicant, Details and Confirm Appointment.
By the time you click Done, Rex will have:
- Registered the person as a contact (or linked an existing one) and as an applicant
- Created their home address as a property record and linked them as owner or tenant
- Recorded their Motivation & Position
- Built a match profile from the listing they enquired on, ready for automatic alerts
- Booked the viewing in the right negotiator's calendar and, if you choose, sent confirmations to the applicant and vendor
Opening the Book Viewing Wizard
You can book a viewing from a few places in Rex, but there are two quick routes into the wizard. Both run the same four steps.
- From the Global Add (+): Click the + button at the top of the screen and choose Book Viewing. Use this when someone has phoned, emailed you outside of Rex or walked into the office. You'll enter all the details yourself.
- From a Lead: Click into the lead, then choose Book Viewing on the left hand side. Rex pre-fills the listing they enquired on and their contact details from the enquiry, so you just check everything is correct.
The steps below follow the Global Add route, where every field is filled in from scratch.
Step 1: Listing
Start by finding the listing the person wants to view.
- Type the address into the listing search, for example 17 Fulham Park Gardens.
- If you have more than one listing for the same property, use the type (Residential Sale, Commercial Sale, Rental) and the advertised price shown in the results to pick the right one.
- Once selected, you can open the listing in a new tab if you need to check its details.
- Add the Enquiry Source so you can report on where this applicant came from.
Step 2: Applicant
Next, register the person booking the viewing.
- Search for the contact first. If they already exist, select the existing record to avoid duplicates.
- If they're new, choose to add a new contact and enter their title, name, email address and phone number.
- Registering a couple? Click to add an additional person and enter their details too.
- Add their current address using the postcode finder, then select the address from the drop-down list.
- Choose whether they own or rent this address. Rex creates a property record for it and links the applicant as owner or tenant, so a future vendor or landlord lead is already in your database.
Step 3: Details
This step captures what's driving the move and what they're looking for.
Motivation & Position
- Record their motivation, for example Upsizing.
- Add their timeframe, for example 1–3 months.
- Add their position, for example Mortgage required. If they have a property on the market, you can record that here too, along with any notes.
- Complete any custom qualifying questions your agency has added.
Match profile
Rex automatically creates a match profile from the listing they enquired on, so you only need to adjust it rather than build one from scratch.
- Click the three dots on the match profile and choose Edit.
- Update the locations (for example, add London as a city plus any other areas), the property type, and the bedrooms, bathrooms and price range if they differ from the listing.
- Before saving, set the Campaign so the applicant receives alerts automatically (immediately, daily or weekly, depending on your setup). In most cases you'll want Media Alerts, which emails them a templated listing whenever a new matching property is published.
- Click Save.
Tip: From this screen you can also run a manual match to see which listings you already have that suit them, and email those straight to the applicant.
Step 4: Confirm Appointment
Finally, book the viewing itself.
- Rex shows suggested available dates and times, with a view of the calendar alongside.
- If you're booking on behalf of a colleague, switch to their calendar first.
- Pick or adjust the date and time, then click Confirm and Book.
- If the viewing is already agreed, tick Guest confirmed and Vendor confirmed. Rex will then prompt you to send confirmation messages to both. You can choose to send them or skip this.
Once it's booked, click Done to finish, or Start another to go straight back into the wizard for your next caller.
Booking a valuation from the same call
If the applicant's Position shows they have a property to sell, the viewing confirmation screen will offer Book valuation. Click it to open the Book Valuation Wizard with their details and home address already filled in, so you can book the viewing and the valuation on one call without re-keying anything.
Good to know
- The valuation link works one way. You can go from a booked viewing into a valuation, but not from a valuation back into a viewing.
- Set the campaign every time you register an applicant. Without it, they won't receive automatic listing alerts.
- Need to resend a confirmation? See How to Resend Viewing Confirmation?
Video walkthrough
Watch the full flow: How to Book a Viewing in Rex