Calendar for property viewings
Who can make it — without the phone chain
Viewing, notary appointment, handover: the calendar knows participants, not just times. Each party gets its own link and submits when it can — no account, no app. The module intersects the entries; once every deciding participant has accepted, it confirms the appointment and sends a calendar file to all.
- 10:00 Besichtigung Musterstraße 1
- 14:00 Besichtigung Lindenweg 7
- Nachfassen Familie Aydin
- Notarvertrag vorbereiten
- 09:30 Telefonat Herr Kaya
- 16:00 Notartermin Amtsgericht
- 11:00 Übergabe Bungalow Ahornweg
What the module does
Three things, one view
Appointments, deadlines from cases and follow-ups sit side by side, colour-coded. Only real appointments can be moved.
Five appointment types
Viewing, notary appointment, handover, call, other — all-day possible, with location, note and a link to the case and property.
Participants with roles
Fourteen roles: current tenant, incoming tenant, owner, buyer, interested party, property management, notary, bank and more. The role stays next to every response.
Deciding or optional
By default every participant decides. A tick makes them optional: informed about everything, but never holding the appointment up — meant for a notary, bank or property manager.
One link per party
Each party receives a personal link without sign-up. It can be renewed or revoked — and passed on by hand when there is no email address.
Participants submit their times
In the link each party enters day, from, to and an optional note. Editable as long as the link is valid — and only the organiser sees those times.
Intersection instead of phone calls
From all entries the module computes the shared windows: weekdays between 7 and 21, from 60 minutes, at most three suggestions with their overlap.
Calendar file and subscription
Every confirmation carries an .ics file. A subscription link can be added to Outlook, Google or Apple — the calendar then fetches new appointments itself.
Excerpts from the module
Three places where the calendar works differently from a scheduling tool: the separation of sources, the response situation per participant, and the calculation from submitted times.
Week view
- 10:00 Besichtigung Musterstraße 1
- 14:00 Besichtigung Lindenweg 7
- Nachfassen Familie Aydin
- Notarvertrag vorbereiten
- 09:30 Telefonat Herr Kaya
- 16:00 Notartermin Amtsgericht
- 11:00 Übergabe Bungalow Ahornweg
Responses
| Role | Optional | Response |
|---|---|---|
| Current tenant | — | accepted |
| Interested party | — | Link sent, still open |
| Property management | — | not asked yet |
| Owner | ✓ | accepted |
Appointment state
Times partly submittedoptional 1/1
Submitted times
Suggestions
- Thu, 5 November · 14:00–15:30Overlap 90 Min. · based on 3 responsesSet as appointment
- Fri, 6 November · 09:00–10:00Overlap 60 Min. · based on 3 responsesSet as appointment
Views with sample data, built with the labels and colours of the module.
The flow in six steps
From an empty appointment to a confirmation for everyone involved.
- 1Create appointment
- 2Add participants
- 3Send links
- 4Times come in
- 5Pick a suggestion
- 6Confirm appointment
How the times come together
There is no list of slots to tick off any more: the invitation goes out without a proposal, the times come from the participants, and the module does the maths.
Send a link, not a list of slots
Each party receives a personal link. A search range is optional — without it, participants simply submit when it suits them.
Day, from, to — nothing more needed
In the link each party enters one or more windows, with an optional note. Only the organiser sees these entries, never another party.
The module calculates, you decide
All entries become shared windows, each with its overlap and number of responses. One click turns a window into the appointment — the other suggestions drop away.
What happens without you
Everyone deciding accepting confirms it
As soon as every deciding participant has accepted, the appointment switches to “confirmed” and each party receives an email with a calendar file. Optional participants are informed but never hold up the confirmation.
A deciding party declining cancels it
If a deciding participant or the organiser declines, the appointment counts as cancelled and the others are informed — by role, not by name. If only an optional participant declines, the appointment stays.
Reminder one day ahead
Twenty-four hours before the start, participants receive a reminder including the response link, so they can decline or ask for another time instead of simply not showing up.
No chasing by the minute
A resend per participant is possible only after two days. The appointment state is calculated from the responses — “awaiting reply” means invited, nothing submitted yet.
What the calendar costs
- Create an appointment, add participants
- 0 credits
- Create, send, renew links
- 0 credits
- Times, suggestions and appointment state
- 0 credits
- Confirmation with calendar file by email
- 0 credits
- Calendar subscription link
- 0 credits
- Reminders one day ahead
- 0 credits
Scheduling is part of the account and is not billed in credits.
Frequently asked questions
Do tenants and interested parties need an account?+
No. Each party receives a personal link. Through it they submit their time windows and can later accept, decline or ask for another appointment — without signing up or installing an app. The link expires automatically and can be revoked at any time.
What does the “optional” tick on a participant mean?+
By default every participant decides: the appointment is confirmed only once everyone has accepted, and a deciding participant declining cancels it. With the optional tick someone is merely informed and never holds it up — meant for a notary, bank or property manager who should be present without being the deciding vote.
How do the times come together?+
The invitation goes out without a time proposal. Each party enters one or more windows in the link, optionally with a note. From all entries the module computes the shared windows — weekdays between 7 and 21, from 60 minutes, at most three suggestions. You turn one of them into the appointment.
What if a deciding participant does not respond?+
Until they submit something, the appointment stays in “awaiting reply” and the missing entry is visible in the response list. Twenty-four hours before the start a reminder with the response link goes out automatically; a resend per participant is possible after two days.
How does the appointment get into my calendar?+
Two ways: every confirmation carries an .ics file for a one-off import, and a subscription link can be added to Outlook, Google or Apple so the calendar fetches new appointments itself. The link counts as a secret and can be renewed.
Do participants see who else was asked?+
No. Through the link a party sees its own entries and the number of acceptances, not other names or times. During scheduling the submitted times stay with the organiser only.
Does the calendar cost credits?+
No. Appointments, invitations, reminders and calendar files are not billed in credits.
Pricing and credits · Property file and listing · Selling without an agent: the process · Guide: organising viewing appointments