Managing Tours & Appointments

Managing Tours & Appointments

Funnel can integrate with Gmail or Outlook calendars by user and per property to ensure that users never have to leave Funnel during the lead follow-up process. Funnel tours are a convenient way to keep track of all upcoming appointments in one centralized place for the whole team. This guide will help users understand the workflows associated with viewing, scheduling, editing, and updating tours. Click here to access a word version of the job aid.

Viewing Tours from the Dashboard

The first place tours can be managed is the Dashboard. When a user logs into Funnel, they’re automatically directed to the Dashboard, the daily control panel in Funnel. This tab shows valuable information at a glance, including upcoming calendar events, tasks, and scheduled appointments!

1. From Funnel, navigate to the Dashboard 
2. View Upcoming for Just Me or All Teams

• • Just Me will reflect tours assigned to the agent logged into Funnel
  • All Teams allows the user to view all tours and assigned to their team members
  • For users with access to multiple Teams, they can select which teams they would like to view in the drop-down list.

3. The Today’s Tours section will reflect any upcoming tour on the calendar for today’s date.

• • This will either reflect tours for the entire Team or just for the agent logged in based on using the Team filter noted above.

4. The Previous Tours section will reflect tours that have occurred in the past and require the agent to update the tour status.

Scheduling Tours from the Calendar

Tours can be scheduled by prospects directly from the property website. Agents also have the ability to schedule tours directly in Funnel from the Calendar or from the prospect’s guest card.

1. From Funnel, navigate to Contacts → Calendar

2. View Upcoming tours scheduled on the calendar. To add a new tour, select + Add Tour in the top right-hand corner        

       

3. Complete the tour card fields noted below and select Save

• • Confirm the Date/Time the tour will take place
  • Search for and select the prospect’s name that will be completing the tour
  • Select the Community the tour will be taking place at
  • Add the applicable Unit the prospect will be touring
  • Select the prospect’s Preferred Tour Type
  • Select if the tour is a Walk In Tour or an Appointment
  • Select the Agent overseeing the appointment
  • Add any applicable tour notes          
  • If the agent provided instructions on where to meet, enter the details in the Appointment Location field    

    

4. The tour will now display on the calendar                          

Scheduling Tours from the Guest Card

Tours can be scheduled by prospects directly from the property website. Agents also have the ability to schedule tours directly in Funnel from the Calendar or from the prospect’s guest card.

1. From Funnel, navigate to Contacts → Pipeline

2. Select the desired prospect’s name from the Pipeline, or search using the quick search.     

3. Select the Add Tour tile from the prospect’s guest card          

4. Complete the tour card fields noted below and select Add Tour

• • Confirm the Community the tour will take place at
  • Add the applicable Unit the prospect will be touring
  • Select the prospect’s Preferred Tour Type
  • Select if the tour is an Appointment or a Walk In Tour
  • Select the Date the tour will occur
  • Select the Assign this tour to me checkbox if applicable 
  • Select the Time the tour will occur
  • Add any applicable tour notes          

5. The tour will now display on the calendar                          

Editing Tours from the Calendar

Editing tours in Funnel is quick and easy! Follow these steps to update a tour type, time, or date. 

1. From Funnel, navigate to Contacts → Calendar

2. View Upcoming tours scheduled on the calendar and select the prospect’s tour that requires updating.      

 

   3. On the appointment card, select Cancel to cancel the appointment

• • When canceling an appointment, the agent will be prompted to confirm they wish to cancel the appointment

4. Or, select Edit to update the appointment details

5. Update the tour based on the prospect’s new tour date/time/type and select Save     

6. The edited tour will now reflect on the calendar

Updating Tours from the Dashboard

After a tour takes place, an agent must update the tour in Funnel in order for it to accurately reflect in reporting. Updating the tour will also trigger tasks, and automated emails set up for the property.

1. From Funnel, navigate to the Dashboard 
2. View Upcoming for Just Me or All Teams to update the tour events

3. From the Dashboard, view the Today’s Tours and Previous Tours section to locate the prospect that toured.

• • It is recommended to update tours within 30 minutes of the tour occurring.

4. Once the prospect has been located select the response for “Did the prospect show?”

• • If the answer is “Yes”, select Yes and enter in the following fields:
  • Confirm Tour Type
  • Confirm Agent
  • Confirm Community
  • Add Units toured or select checkbox for Didn’t view units
  • Add tour Notes
  • Select Save

• • If the answer is “No Show”, select No Show. The tour will be updated and will reflect that the prospect did not show up for their tour 

5. The tour will be updated and will reflect on the guest card under the Tours section with the result.

Revised 1.15.2021 | Managing Tours & Appointments