Calendar and Tours Settings

Calendar and Tours Settings determine how and when your AI Assistant schedules tours.

Settings Permissions

The following permissions are required to update Calendar and Tours settings.

Update permissions in your AI Portal's Users > Manage Users page. See the Set Up and Invite Users article for instructions.

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 Holiday Settings

Click Organization Defaults in the page's left sidebar to access your organization-wide holiday 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. 

Property Tour Settings

To customize settings for an individual community, select the community from the page's left sidebar. 

This opens the Property Tour Settings tab, where you can adjust most of your Calendar and Tours settings.

Tour Availability Preview

Use the Tour Availability Preview section to preview available tour slots based on your current settings. You can return to this preview throughout the process of adjusting your Calendar and Tour Settings.

Tour-Specific Settings

Scroll down on the page to adjust Tour-Specific Settings.

This 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. 

Please note that: 

1. If your organization uses Yardi, Entrata, or Funnel as your CRM, EliseAI automatically syncs your available tour types. In this case, please manage this setting in your external CRM, and not in EliseAI.
2. By default, EliseAI offers 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.

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.

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

This is 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 (in minutes) 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.

NOTE: EliseAI can only book tours and see tour availability up to 30 days in advance.

Maximum days ahead to schedule tours

This is the maximum number of days in advance that tours can be scheduled. (Max: 30 days)

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 you use 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. 

Concurrency: Different Tour Types

NOTE: This setting is available only for communities using building-level booking.

If your community cannot 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.

For instance, if your community can run all three tour types at the same time, you should leave this box empty in all of your tour settings. This allows your AI Assistant to schedule concurrent tours of all three types.  

If your community cannot run In-Person tours at the same time as Live Virtual tours, you can denote this by entering In-Person into the Concurrency Shared By box of your Live Virtual settings and entering Live Virtual into the Concurrency Shared By box of your In Person 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.

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 the Appointment Hours and Concurrent Appointments section of this article.

Tour Access Issues (Self-Guided Only)

Type in instructions for prospects to use in case they encounter access issues during self-guided tours. 

General Settings

Scroll down on the page to adjust General Settings. These settings apply across your community regardless of tour type.

Appointment Directions

Enter 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 

Enter instructions for where and how to park for a tour.

Meeting Location

Enter 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.

Tour Scheduling Link

This field displays the tour scheduling link sent to prospects. Clip the Copy Icon to copy the link to your clipboard. You cannot edit this link.

Booking Type

This setting determines the level at which your AI Assistant schedules tours:

• Select Building to schedule tours at the 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 on booking tours at the agent level.

Simultaneous Touring (Agent-Level Booking Only)

Simultaneous Touring 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:

1. 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.
2. You use EliseCRM as your primary CRM.   

Enable the Simultaneous Touring switch to activate this feature.

Enable the Unlimited Capacity switch to allow for an unlimited number of tours in one time slot. If you disable this switch, you can set the maximum allowed number of tours per time slot in the Max Capacity dropdown menu.

Unit Tour Settings

Click the Unit Tour Settings tab at the top of the page to configure tour settings based on unit availability.

Unit Inventory

The Unit Inventory section displays: 

• The number of units available for viewing
• The number of units that are renovating or not rent-ready

Click the Current unit counts link to open the community's Unit Editor.

Unit Availability

Adjust your AI Assistant's behavior in the Unit Availability section.

Tour Specific Units Based on Availability

When you check this box, the AI will propose tours for units currently listed as available.

When this box is unchecked, the AI does not offer ANY tours of specific units and uses your Fallback Tour Options instead.

Allow Tours For Other Available Units

Check this box to allow tours of available units outside a prospect's preferences when no matching units are available. 

Include Units That Are Not Rent Ready

Check this box to allow tours of units that are renovating.

Fallback Tour Options

Check the Community & Amenities box to allow community and amenity tours when no matching units are available.

Check the Model Unit(s) box to allow model unit tours when no matching units are available. 

Occupied Unit Settings

Use this section to configure tour settings for occupied units. See Schedule Tours of Occupied Units for more information.

Allow Occupied Unit Tours 

Enable this switch to allow prospects to book tours of occupied units. Then, select Tour Types to mark them as eligible for occupied unit tours.

Occupied Unit Advanced Notice Touring Hours

This is the amount of notice your team receives before a prospect tours an occupied unit. 

Allow Automated Resident Notification

• NOTE: Your organization must use at least one EliseAI Resident product (Maintenance, Delinquency, Renewals) to use this feature.

When this box is unchecked, the system creates a task for your team instead. This task prompts your team to notify the resident.

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 a community. These hours are separate from the touring hours you set for each tour type.

Note that leasing office hours are displayed in a community's local timezone.

If we sync your hours from your PMS/CRM, you will see the source listed under Active Source.

Optional: You can disable this sync and update your leasing office hours in the AI Portal instead: 

1. Click the Active source dropdown and select User.
2. Toggle the switches to enable or disable each day of the week.
3. Enter your office hours in the enabled time slots.
4. Click Save to save any changes.

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.