Automatic scheduling of property viewings with calendar integration

Purpose

1.1. Enable instant and conflict-free scheduling of property viewings between agents and potential tenants by integrating inquiry channels, lead forms, and real-time calendar APIs.
1.2. Automatically capture lead information, suggest available time slots based on agent—tenant availability, send automated confirmations, reminders, and manage updates and cancellations with minimal human input.
1.3. Sync all scheduled appointments to relevant calendars, reduce scheduling errors, and improve lead response times for rental agencies in the real estate sector.

Trigger Conditions

2.1. New inquiry submitted via website, portal, or social channels.
2.2. Lead status updated to “Interested in Viewing”.
2.3. Prospect selects preferred viewing times from a proposed link or reply.
2.4. Calendar update indicating new agent or property availability.
2.5. Cancellation or rescheduling action from tenant or agent.

Platform Variants

3.1. Google Calendar
• Feature/Setting: Use Calendar API to create, update, check for conflicts, and send invites for events. Sample: Configure OAuth2, POST to /calendars/events with attendee data.

3.2. Microsoft Outlook/Office 365
• Feature/Setting: Microsoft Graph API endpoints to manage and check calendar events. Sample: Register app, POST to /me/events, use time zone and attendee fields.

3.3. Calendly
• Feature/Setting: Use webhooks for new scheduled events, auto-invite participants. Sample: Connect incoming webhook to trigger invite and sync.

3.4. HubSpot CRM
• Feature/Setting: Use Meetings API to generate booking links, CRM engagement updates. Sample: /engagements/v1/engagements/new for logging viewings.

3.5. Salesforce
• Feature/Setting: Use Events object in REST API to create/view calendar events for a contact/lead. Sample: /services/data/vXX.0/sobjects/Event.

3.6. Zoho CRM
• Feature/Setting: Automated Meetings module, Schedule API. Sample: /crm/v2/Events endpoint for scheduling.

3.7. Microsoft Teams
• Feature/Setting: Create meetings, send invites using Graph API, Teams webhook for notifications. Sample: POST /me/onlineMeetings.

3.8. Slack
• Feature/Setting: Interactive messages for selecting view times, Slack API scheduling reminders. Sample: chat.postMessage with date picker.

3.9. Twilio SMS
• Feature/Setting: Use Programmable SMS API to confirm viewing time, remind, or accept rescheduling by SMS. Sample: POST to /Messages.

3.10. SendGrid
• Feature/Setting: Send confirmation and reminder emails via Mail Send API. Sample: POST /mail/send with dynamic templates.

3.11. Acuity Scheduling
• Feature/Setting: Use API to automatically create appointments and send links to prospects. Sample: POST /appointments.

3.12. Typeform
• Feature/Setting: Use webhooks to trigger scheduling on form submission. Sample: Outbound webhook containing form answers.

3.13. Jotform
• Feature/Setting: Trigger scheduling workflows on new submission via webhook. Sample: Configure webhook URL in form settings.

3.14. Pipedrive
• Feature/Setting: Activities API to create scheduled viewings and sync with leads. Sample: POST /activities.

3.15. Zoho Bookings
• Feature/Setting: API to offer open slots, confirm bookings. Sample: /bookings/v1/appointments.

3.16. Microsoft Power Automate
• Feature/Setting: Automate scheduling steps with connectors for Office 365 and Teams Calendar. Sample: Flow triggers = "When a new form is submitted".

3.17. Google Forms
• Feature/Setting: Script triggers on submission to initiate calendar creation via Apps Script. Sample: Trigger function on form submission event.

3.18. Trello
• Feature/Setting: Card automation for viewing schedule, integrate with calendar Power-Ups. Sample: Add calendar event custom fields.

3.19. Zapier
• Feature/Setting: Workflow automation to connect form entry, calendar event, and email/SMS. Sample: Zap triggers on new submission, creates event in calendar platform.

3.20. DocuSign
• Feature/Setting: Send pre-visit disclosure or agreement for digital signature pre-viewing. Sample: POST to /envelopes for document dispatch.

3.21. Mailchimp
• Feature/Setting: Automated email campaign for post-booking follow-up/reminders. Sample: Trigger automation on tagged booking contact.

3.22. Aircall
• Feature/Setting: Automated outbound voice reminders for scheduled viewings using Aircall API. Sample: POST /calls endpoint.

3.23. Webex
• Feature/Setting: Meetings API to create and distribute viewing links. Sample: POST /v1/meetings.

3.24. Eventbrite
• Feature/Setting: Create private event for group viewings, distribute tickets. Sample: /v3/events POST API for new event.

Benefits

4.1. Immediate lead engagement and professional response accelerates conversions.
4.2. Reduces double bookings and missed appointments by syncing latest agent and property availability.
4.3. Automates repetitive admin, freeing up teams for higher-value interactions.
4.4. Improves tenant experience via reminders, confirmations, and easy rescheduling.
4.5. Consolidates all scheduling data, keeping records organized and searchable.