Organize a Mass Viewing Without Losing Control

The workable form of a mass viewing is not one appointment for everyone, but an appointment series with a participant limit: several consecutive slots with a fixed cap per slot, all bookable through the same link. You take the same number of prospects through the apartment, but in groups you can control – and you know beforehand who is coming.

You set the interval and the group size yourself; whoever knows the apartment knows better than any rule of thumb how many people can sensibly fit in at the same time. An example: six to eight slots at 20-minute intervals, with four to six people each. If you want to avoid any overlap in the stairwell, add a buffer time to each slot via the Appointment Types – then there is guaranteed to be a gap between two groups.

Here is how to set it up:

1. Create an appointment series for the viewing day, at the interval you want.
2. Set the number of participants per appointment.
3. Set the address release to "24 hours before the appointment".
4. Send all prospects the same booking link. You reply once with one link instead of proposing appointments individually forty times; each prospect picks a free slot from it on their own.

Why the one big appointment is so expensive

Eighty enquiries for a rental apartment, one appointment on Saturday at 2 p.m. – and then forty people are standing in the stairwell at the same time. Three things go wrong, and all three cost you more than the time you saved:

• You lose track of who was there. In a crowd you cannot tell who is seriously interested and who just wanted a look – and the documents you need afterwards are missing.
• The neighbours notice. A crowd outside the front door is the most visible annoyance of the entire marketing process for owners and tenants alike.
• You never get to fill vacated spots. Anyone who drops out of a group viewing usually doesn't cancel at all.

Timed groups solve all three problems without you spending more time on site.

What you need in timum for this

Appointment series instead of single appointments. You create all of a day's appointments in one go, at the interval you choose (Recurring Appointments) – not the same form eight times.

Participant limit per appointment. You decide how many people can book a slot; once it is full, it disappears from the selection. Participants cannot see one another (Group Appointments).

Address only shortly beforehand. The exact property address is sent automatically 24 hours before the appointment to everyone who has made a binding booking – it does not appear in the listing (Address Release). This protects vacant and occupied apartments alike.

QR code for the day of the viewing. Every public booking link is also available as a QR code (QR Codes). At the notice or on the apartment door, stand-by prospects use it to book themselves into a free later slot instead of writing their details on a slip of paper for you. On the PROFESSIONAL plan you can place your own image behind the QR code if the notice should match the property.

On the day of the viewing

For each slot you have a participant list with contact details, not a handwritten attendance sheet. Anyone who did not turn up appears in the same overview – the basis for seeing, once the marketing is done, how many appointments you actually needed per closed deal (Appointment Statistics).

If you want to know more about the prospects before the viewing, switch the booking channel to request-based instead of direct booking (Three Booking Paths). For properties for sale this is the norm; for rentals it costs speed and is mainly worthwhile when demand clearly exceeds capacity.

Next step

Set up your next viewing day as an appointment series with a participant limit and send out a single link. Try it free – 30 days, no credit card.