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Add A New Listing

TABLE OF CONTENTS

Introduction

The Realtracs Showing Service is available as part of the Realtracs listing management system, removes the complications of setting up showing details and requesting appointments in another system, and is available to all licensed agents and brokers at no additional cost.

With this service, you'll be able to:

  • Set up the showing availability details for your listings
  • Enable showing requests via a link in the listing report 
  • Easily track all future and past appointment details
  • Allow your seller to stay on top of showing appointments
  • Automatically receive notifications for appointment requests/cancellations and manage showing feedback
  • Manage showings from the Realtracs mobile app

Please Note: This new service is developed as part of the Realtracs application and does not include call center capability.


Using the Realtracs Showing Service

To select the Realtracs Showing Service for your listing, go to the Office & Showing section of your listing and select the Realtracs button.  



Available Showing Settings

The following showing settings are available:

  • 15, 30, and 60 minute appointment increments: Appointments are available between 8:00AM - 10:00PM
  • Listing Agent Notification Preference: Designate how you'd like to receive automated notifications. The primary email and phone number included on the listing agent's user profile is used to support these.
  • Auto Accept New Requests: New appointment requests auto acceptance aka “Go and Show”
  • Overlap Showing Times: This allows multiple showing appointments to occur at the same date/time.
  • Request Feedback: Automatically request feedback from buyer's agents
  • Seller Text Notifications and Showing Portal: Add a seller to the listing so they receive text messages about new requests and can see all appointment activity
  • Seller Contact Details: Add contact information for the property owner if they would like to be informed or manage showing appointments
  • Showing Notes: Include showing details, e.g. how to access the property, that the buyer's agent will receive after their showing appointment request is accepted
  • Showing Availability Start and End Times: Choose a time range for showings to occur (applies to all days of the week)
  • Showing Schedule Restrictions: Prevent showings for a whole day or for a specific time range on a day

 When Seller Text Notifications and Showing Portal is selected, the contact identified will receive showing request notifications that link to their Showing Portal.


Requesting an Appointment

Select the Schedule Showing link in a listing report to schedule a showing appointment. If the Realtracs Showing Service is in use, an appointment scheduler will open immediately. If the Realtracs Showing Service is not in use, the buyer's agent will see a warning that they are about to leave Realtracs to go into another system.



Once the appointment scheduler is open, buyer's agents can choose from the list of available dates and corresponding times. Selecting the Save button submits the request for the appointment.



Listing Agent's Showing Activity

The listing agent uses the Showing Activity page to manage all pending and accepted appointments. If the listing has an assigned co-listing agent from the same office, they may also view and manage the showing appointments.


Seller Showing Portal

A seller can view and/or manage appointments in the Seller Showing Portal when they are set up as a seller contact in the listing. They can quickly access their portal via the secure link that is sent to them with every new appointment request text message notification. The seller won't be required to sign into Realtracs.


Email Communications and Text Messaging

When a new appointment request is saved, the following occurs:

  • The Listing Agent gets a text and/or email message with a link to their showing activity
  • The Seller -- who is identified as a contact that can see showing requests -- gets a text message that includes a link to their seller showing portal
  • The Buyer's Agent gets an email letting them know their request was sent


Throughout the process, the buyer's agent will receive the following communications via email: 

  • Confirmation that the appointment request was sent to the listing agent
  • Appointment acceptance with showing instructions or appointment decline
  • Cancellation of previously accepted appointment 


All buyer's agent email communications include summary listing info, appointment date/time, and listing agent contact details.


Please see a comprehensive list of all notifications, including examples, at the bottom of this article.


Buyer's Agent Interactions

Add Showing Appointments to a Calendar

The buyer's agent can easily add the accepted showing appointment to their personal or work calendar -- including Gmail and Outlook -- by selecting Add to Calendar. Their calendar entry will include appointment location, start/end times, showing notes, and listing agent contact details.


Cancel Your Appointment

Reference the Showing Accepted email and select Cancel This Appointment at the bottom to take yourself off of the showing schedule. This action alerts the listing agent (also the co-list agent and seller contact, if applicable) to the cancellation.


Showing Feedback

To collect important input regarding the property and assist the seller in ensuring the best possible outcome, there is an automated feedback process. When Request Feedback is ON, the feedback process is enabled for the listing.


Following a showing appointment, the buyer's agent is sent an email with a link to a short form survey for showing appointment feedback. 


The Feedback tab in the listing agent's Showing Activity page displays both requested and completed feedback.

Showing feedback is not automatically shared with the seller at this time.


Listing Status Changes

The system auto-cancels previously approved future appointments and declines pending appointments when:
  1. A listing changes from a status where appointments can be requested (Coming Soon, Active or Under Contract Showing) to a status where showings are no longer occurring (UC Not Showing, Closed, Expired, Withdrawn)
  2. The Coming Soon ‘Make Active On’ date is pushed out (Note: appointments that are after the new Make Active On date are not affected)



All Notifications with Examples

 

Notification

Listing Agent

Seller (when identified)

Buyer’s Agent

Example

New Showing Appointment Request

Text

with link to Showing Activity

Text

with link to Seller Portal


Graphical user interface, text, application, chat or text message

Description automatically generated

New Showing Appointment Request

Email

with link to Showing Activity



Graphical user interface, text, application, email

Description automatically generated

Request to Show Submitted



Email

Showing Appointment Accepted



Text

 

Text, application

Description automatically generated

Showing Appointment Accepted

Text

 

with link to Showing Activity

Text

 

with link to Seller Portal

 

 

Graphical user interface, text, application, chat or text message

Description automatically generated

Showing Appointment Declined



Text

Text

Description automatically generated

Showing Appointment Accepted



Email


with Showing Notes and Add to Calendar button

Showing Appointment Declined



Email

with Reason comment

Showing Appointment Cancelled



Text

Text, application

Description automatically generated

Showing Appointment Cancelled

 

Text

 

Graphical user interface, text, application

Description automatically generated

Showing Appointment Cancelled



Email

with Reason comment

Request for Feedback



Email


with link to feedback survey



Still need assistance?  Contact our Support Team!

Realtracs Support
Mon - Fri: 8am - 5pm
Sat: 10am - 4pm
support@realtracs.com
p: 615.385.0777