Calendar settings give you more granular control over your calendar setup to ensure that your AI Assistant is booking tours according to your preferences. To review and adjust these settings, navigate to Settings > Calendar and Tours in the AI portal. You can also access these settings from the Calendar page by clicking the gear icon in the top right and selecting Calendar Settings.
Under Organization Defaults, you can set default settings for your organization. To customize settings for an individual community, select the community from the list. Any changes made to the community settings will override the default organization settings for that community.
Community-Level Tour Settings
Toggle the tour types you'd like to offer to on, and then drag and drop the tour types so that the order reflects how you want your AI Assistant to prioritize booking tours. For example, if in-person tours are preferrable, your AI Assistant will try to book this type of tour for a prospect first before moving onto other tour types in your list.
Then, for each tour type, you can customize additional settings from either the bulk settings table or the individual community settings. To access the settings, click on the tour type you'd like to edit to open its menu.
Booking Method
How should your AI Assistant schedule each type of tour?
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In conversation
Your AI Assistant will offer and confirm tour times in conversation with the prospects -
Link
Your AI Assistant will share a link that can be used to schedule a tour (for live virtual tours only) -
Whereby (live virtual tours only)
Your AI Assistant will send prospects a Whereby link to join their guided virtual tour upon appointment confirmation
Tour Duration
How long should a tour be booked for?
This must be entered in intervals of 15. For example, 15 minutes, 30 minutes, 45 minutes, etc.
Advance Notice for Appointment
The minimum amount of notice you would like your agents to have prior to a tour.
For example, if you enter 30 minutes, your AI Assistant will not book tours less than 30 minutes before the tour time.
Concurrency
If your community is able to run concurrent tours of different types, you can enter those types in this box.
Booking Type
Should yours be booked at the building level or the agent level?
Building-level calendars will book tours without an agent assigned so they can be handled by whoever is available.
Agent-level calendars will allow your AI Assistant to use smart scheduling to assign a specific agent to the tour. Please reach out to our support team to set up agent availability
Appointment Hours
Choose a start and end time, 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 timeslot.
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.
Advanced Settings
Follow these instructions to adjust advanced tour scheduling settings for a community.
- Click Advanced Settings in the page's top right corner.
- Select a community from the page's left sidebar.
- Use the Advanced Tour Settings page to configure the following:
- Showing Policy: Allow your AI Assistant to schedule tours for units that are not rent-ready. This may apply to pre-lease communities still in development.
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Alternative Tour Options: Determine what your AI Assistant does when a prospect's preferred unit layouts are not available for tours. Your AI Assistant can:
- Offer tours for other available units.
- Offer tours showing your whole community and its amenities,
- Offer tours for model units,
- Avoid offering or scheduling another tour.
General Settings
Under the tour types on the Tour Settings tab of your community-level settings, you can set up key tour details that your prospects will need to know. These settings will apply across your community regardless of tour type.
- Appointment Directions: What does a prospect need to know to get to your community or leasing office?
- Parking Instructions: Where should a prospect park for their tour?
- Meeting Location: What address should a prospect arrive at for their tour?
- Media Tour Link: Where can a prospect view your media tour?
Be sure to revisit these settings if there are changes to your calendar or tour preference to prevent scheduling mishaps and so that your AI Assistant can continue to properly book tours for your team.
Leasing Office Hours
On the Leasing Office Hours tab of your community-level settings, you can adjust the office hours for your community. Leasing office hours determine when there will be live agents available in office to answer calls or chat live about the community. These hours are separate from the touring hours you set for each tour type.
Note that hours are displayed in the building's timezone.
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.