Calendar and Tours Settings give you granular control over your calendar setup to ensure your AI Assistant books tours according to your preferences.
To access your Calendar and Tours settings, click Settings in the AI Portal's left sidebar, then click Calendar and Tours in the settings dropdown menu.
You can also access these settings from your Calendar page by clicking the gear icon in the top right and selecting Calendar Settings.
Navigate to each section of this article with the links below:
Community Settings Table
By default, your Calendar and Tours settings page opens to your Community Settings Table. The table provides a tour settings overview of all the communities you can access on EliseAI. You can view and adjust settings for each community.
See the Community Settings Table Guide for detailed instructions.
Organization-Wide Settings
Click Organization Defaults in the page's left sidebar to access your organization-wide settings. Use this page to set up default holidays that apply to ALL communities in your organization. When you enable a holiday for your organization, your AI Assistant will not schedule tours for any of your communities on that day.
You can decide which US public holidays to observe on your calendar by toggling them on/off.
Click the Create Custom Holiday button in the top right corner to create custom holidays for your organization. This opens a window where you can input the holiday name and date.
Note that you cannot adjust tour settings and leasing office hours at the organization level. You must adjust these settings at the community level. See the Community-Level Settings section below for instructions.
Community-Level Settings
To customize settings for an individual community, select the community from the page's left sidebar.
Tour-Specific Settings
Note: By default, EliseAI will offer tours even when no units are currently rent-ready, as the AI is configured to offer tours for the lead to get a sense of the property. If you’d prefer to disable this behavior or customize the alternative tours offered in these situations, please submit a support ticket HERE.
Click the Tour Settings tab at the top of the page to access a community's tour settings. (This may already be selected by default.)
The Tour-Specific Settings section lists three types of tours:
- In-Person
- Self-Guided
- Live Virtual
You can enable or disable each tour type for your community by toggling the switches on the right side.
Drag and drop the tour types in the order you want your AI Assistant to prioritize booking tours. For instance, if you place In-Person at the top of the list, your AI Assistant will try to book In-Person tours for prospects before moving on to other tour types
Click on a tour type's entry to access its settings. The sections below describe each setting.
- NOTE: Your ability to edit these settings in the AI Portal may depend on your external CRM, if applicable.
Select Your Booking Method
- In-Conversation: Your AI Assistant will offer tour times and book tours in conversations with prospects.
-
Link: Your AI Assistant will offer an external (non-EliseAI) link that prospects can use to self-schedule tours.
- If you select Link, a Tour Scheduling Link box appears. Copy and paste link that prospects can use to self-schedule tours.
- Whereby (live virtual tours only): Your AI Assistant will offer tour times and book tours in conversations with prospects. Once a prospect confirms their tour, your AI will send a generated Whereby link for the prospect to join a virtual tour meeting room with an agent.
If you select In-Conversation as your booking method, you can adjust the following tour settings:
Appointment Duration
The length of each tour appointment in minutes.
You must enter this in intervals of 15 minutes: 15, 30, 45, and so on. If you want to add a buffer or space in between tours, you can increase your appointment duration.
Valid Appointment Start Times
Choose when on the hour your AI Assistant can schedule tours. You can choose between:
- On the 15 (:00, :15, :30, :45)
- On the 30 (:00, :30)
- Top of the hour only (:00)
Advanced Notice for Appointment
This is the minimum amount of time before the first available tour slot.
For instance, if you set your advanced notice to 120 minutes and the current time is 12 PM, the earliest tour slot available for the community will be 2 PM.
Concurrency: Different Tour Types
If your community can run different types of tours at the same time (e.g., In-Person, Self-Guided, Live Virtual), you can enter those types in the Concurrency Shared By box.
Note: This setting only applies to different tour types. It does not control how many tours of the same type (e.g., two In-Person tours at once) can be scheduled. To adjust the maximum number of concurrent appointments, see Appointment Hours and Concurrent Appointments.
For instance, if you can run all three tour types at the same time, you can enter In-Person and Self-Guided in the Concurrency Shared By box of your Live Virtual settings. This allows your AI Assistant to schedule concurrent tours of all three types.
To prevent your AI Assistant from scheduling concurrent tours of different types, leave this box empty in all your tour settings.
Note that your AI Assistant's ability to schedule concurrent tours may also depend on settings in your external CRM, if you use one. Double-check that any relevant concurrency settings in your CRM match those in the AI Portal.
Booking Type (In-Person Only)
This determines the level at which your AI Assistant schedules tours:
- Select Building to schedule tours for building or community level.
- Select Agent to schedule tours at the agent level; that is, with specific live agents.
See Agent-Level Calendar Setup for more information.
Tour Access Issues (Self-Guided Only)
Type in instructions for prospects to use in case they encounter access issues during self-guided tours.
Appointment Hours and Concurrent Appointments
These are the general hours in which tours can be scheduled. Choose start and end times, as well as the number of concurrent appointments that are allowed on each day. Hours are displayed in the building's timezone.
For example, if concurrent appointments (the rightmost dropdown) is set to 2, your AI Assistant will book up to 2 appointments per time slot.
Note that you can have different appointment hours for different tour types. For example, you may want to offer in-person tours until 5:00 PM, but self-guided tours until 8:00 PM.
You can adjust these settings if use an the AI Portal calendar. If you use an external calendar system, you may need to adjust your appointment hours there instead of the AI Portal; a notice states this when you hover over the hours.
Tour Stacking (In-Person Only)
Tour Stacking allows your AI Assistant to book multiple in-person tours for an agent's time slot. This means multiple prospects can tour a community with a single agent at the same time. Use this feature to schedule group tours and open houses for your community.
You can use this feature if:
- You use Agent as your booking type; that is, your AI Assistant books tours of your community at the agent level instead of the community level.
- You use EliseCRM as your primary CRM.
Enable the switch to allow stacked tours. Set the maximum possible number of stacked tours in the menu below Max Stacked Tours. Set the number to zero to allow unlimited stacked tours per time slot.
General Settings
Scroll down on the tour settings page to view the General Settings section. These settings apply across your community regardless of tour type.
- Appointment Directions: Directions to an in-person tour location. Type in what the prospect needs to know when they arrive, such as where to meet the agent, or how to get into the leasing office.
- Parking Instructions: Instructions for where and how to park for a tour.
- Meeting Location: The address of the tour starting point.
- Media Tour Link: Copy and paste the link to a 3D tour or pre-recorded video tour, if applicable. Contact Support to enable your AI Assistant's ability to send this link.
Be sure to revisit these settings if there are changes to your calendar or tour preferences. This prevents scheduling mishaps and ensures your AI Assistant can properly book tours for your team.
Leasing Office Hours
Click the Leasing Office Hours tab at the top of the page to adjust a community's office hours.
Leasing office hours indicate when live agents are available to answer calls and messages about the community. These hours are separate from the touring hours you set for each tour type.
Note that hours are displayed in the community's timezone.
You can use this page to set your leasing office hours UNLESS EliseAI syncs these hours from your external PMS or CRM. If we sync your hours from elsewhere, you will see a notice at the top of the page that states where we pull these hours from.
Holiday Settings
Click the Holiday Settings tab at the top of the page to adjust a community's holiday settings.
A community's Holiday Settings tab uses the same interface as your organization's holiday settings page.
Any changes made to a community's holiday settings override the default organization settings. For instance, if your organization does not observe Black Friday, you can still enable Black Friday in your community Holiday Settings. This stops your AI Assistant from scheduling tours of the community on Black Friday.
AI-Guided Tours
If your community uses our AI-Guided Tours product for your self-guided tours, you will need to manage extra settings in addition to those listed here. You can find a link to these settings under the Self-Guided tour type, or you can navigate to Settings > AI-Guided Tours.
If you are interested in learning more about AI-Guided tours, you can request a demo directly from your AI portal. You can also reach out to your Customer Success Manager.