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Applying Calendar Blackouts

  • Updated

To prevent your AI Assistant from scheduling tours at a particular time, you can add a blackout to your leasing calendar. Use blackouts to block off both one-time and repeating events, such as staff meetings or holidays when on-site teams will not be available to host tours.

NOTE: See Scheduling Tours and Events for detailed instructions on manually scheduling tours and internal events. 

 

AI Portal

  1. Navigate to the Calendar page in your AI Portal.

  2. Click Create in the top left corner of the page. This opens the Create New Event window. 00 Blackout Event.png

  3. Fill in the following fields:

    1. Select Blackout Event in the top dropdown menu.

    2. Type in an Event Name.

    3. Select a community in the Building dropdown, if applicable. 

    4. Set a date and start/end times.

    5. Check the Don't schedule agent tours box.

    6. Check the Don't schedule Self-Guided tours box, if applicable. 

    7. Set Repeating Times (Daily, Weekly, or Monthly) if applicable. 

  4. Click Save and confirm the event appears on  your property calendar

 

Turn an Internal Event into a Blackout Event

If needed, you can turn an internal event into a blackout event by following these steps:  

  1. Hover your mouse over the event entry on your leasing calendar.
  2. Click the pencil icon in the pop-up window. This opens an edit event window.08 Edit Pencil.png
  3. Check the two Don't schedule boxes.                                                                                                     09 Edit Event.png
  4. Click Submit at the bottom of the window. This turns the internal event into a blackout event. The event now displays as a blackout on your leasing calendar, and your AI Assistant can no longer schedule tours that overlap with the event. 

10 Blackout.png

 

Yardi RentCafe

To add blackouts to your calendar:

  1. Navigate to Property Calendar from the CRM Settings menu

  2. Click +Add Blackout in the upper right corner

  3. Select either One Time or Recurring

  4. For One Time blackouts

    1. Input: Start Date, Start Time, Duration Hours and Minutes, Notes (if applicable)

    2. Save

  5. For Recurring blackouts

    1. Select the occurrence frequency with the Occurs dropdown

    2. Input the recurrence parameters

    3. Add Scheduled Times and Recurrence Range as necessary

    4. Save

Note that Yardi does not recommend scheduling more than one year's worth of recurring calendar events at a time.

 

To sync your blackout dates in Site Manager so that they will update on our end:

  1. In Site Manager, navigate to Content & Settings > Settings > Appointment Settings

  2. Check the box for "Use CRM Blackouts for guided tours"

  3. Click "Import CRM Blackouts" to import them

If you don't have access to these settings or need assistance, we recommend contacting your Yardi representative or submitting a ticket with your company's internal help desk.

 

Entrata

  1. Navigate to the property calendar

  2. Click Add Event or select the time on the calendar

  3. Fill in the following fields:

    1. Event Type = Unavailable or General

    2. Event Title

    3. Start / End Time

    4. Recurrence (if applicable)

    5. Calendars - select property

  4. Click Save and confirm the event appears on the property calendar

 

Knock

  1. On the property calendar, click on the day/time that the blackout needs to be applied

  2. Click Add Busy Time

  3. Fill in the following fields:

    1. Title for blackout time

    2. Start / End Times

    3. Check the "Busy" box

    4. Repeating times (if applicable)

  4. Click Save Busy Time and confirm the event appears on the property calendar

 

 

 

 

 

 

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