Your AI Assistant schedules tours based on your calendar settings and agent availability. However, you can also manually schedule tours and internal events in your AI Portal.
Tours scheduled in the AI portal may sync to your external CRM’s calendar. Tours scheduled in your CRM calendar may also sync to the AI Portal’s calendar. However, this depends on specific configurations. Therefore, we recommend using a single calendar as your source of truth. You can use the AI Portal calendar or your external CRM's calendar.
Create Events in AI Portal
Follow these steps to schedule a tour or create an internal event in the EliseAI Portal.
Schedule a Tour
Click Calendar in your AI Portal's left sidebar. This directs you to your leasing calendar.
Click Create in the top left corner of the calendar page. This opens the Create New Event window.
- Select Appointment in the top dropdown menu to create a tour appointment.
- Select the community to be toured in the Building dropdown menu.
- Select an agent to handle the tour in the Agents dropdown menu.
- Select a Tour Type: In-Person, Self-Guided, or Live Virtual.
- Use the Contact dropdown to add the prospect who will tour the community. You can add a new prospect and fill in their information, if needed.
- Use the Date section to schedule the tour's date and time.
- NOTE: Tour Scheduling in the AI Portal automatically accounts for timezone differences. Let's say you use the AI Portal in NYC to schedule a tour at 12 PM, and the building for which you schedule the tour is in Denver. In this case, the tour will be scheduled at 10 AM building time due to the two-hour time difference.
- Click Save to schedule the tour.
The tour appears as an entry on your leasing calendar with the prospect's name displayed.
Reschedule Tours
You can reschedule the tour using one of two methods:
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Click and drag the tour entry to another time slot.
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Hover your mouse over the entry, then click the pencil icon in the pop-up window.
Cancel Tours
Follow these steps to cancel a tour appointment:
- Click on the tour appointment in the calendar. The prospect's info appears in their guest card on the right.
- Scroll down on the guest card and locate the tour entry.
- Hover your mouse over the tour time and click on the underlined text.
- Click Delete at the bottom left of the Tour Booking window.
Create an Internal Event
Click Calendar in your AI Portal's left sidebar. This directs you to your leasing calendar.
Click Create in the top left corner of the page. This opens the Create New Event window.
- Select Internal Event in the top dropdown menu to create an internal event.
- Assign either a building or an agent to the event using the dropdown menus.
- Use the Date section to schedule the event's date and time.
- NOTE: Event Scheduling in the AI Portal automatically accounts for timezone differences. Let's say you use the AI Portal in NYC to schedule an event at 3 PM, and the building for which you schedule the event is in Denver. In this case, the event will be scheduled at 1 PM building time due to the two-hour time difference.
- (Optional) Use the Does Not Repeat dropdown to make the event recurring. You can create a daily, weekly, or monthly event.
- Click Save to schedule the event.
The event appears as an entry on a building-level or agent-level calendar with the event name displayed.
You can reschedule the event using one of two methods:
- Click and drag the entry to another time slot.
- Hover your mouse over the entry, then click the pencil icon in the pop-up window.
Internal Events vs. Blackouts
Your AI Assistant can schedule tours that overlap with internal events. However, it CANNOT schedule tours over blackout events. See the Applying Calendar Blackouts article for more information.
If needed, you can turn an internal event into a blackout event by following these steps:
- Hover your mouse over the event entry on your leasing calendar.
- Click the pencil icon in the pop-up window. This opens an edit event window.
- Check the two Don't schedule boxes.
- 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.