The phone rings at 9:03am. It's someone who booked a viewing for tomorrow afternoon. Something came up at work, they need to reschedule.
You check the diary, find some alternative slots, offer them verbally, they pick one, you update the booking, send a confirmation email, update any shared calendars... 10 minutes gone.
This happens multiple times per week. Viewings get rescheduled. Life gets in the way. The booking process might be streamlined, but the rescheduling process is still manual phone calls and back-and-forth.
We've fixed that.
Self-Service Viewing Management
When an applicant books a viewing through LetAdmin, their confirmation email now includes a link to manage their booking. Click it, and they can:
Reschedule to a Different Time
The rescheduling page shows all available time slots (just like the original booking page). The viewer picks a new time, confirms, and they're done.
The system automatically:
- Updates the viewing record
- Sends a new confirmation email with the updated time
- Updates your calendar
- Logs the change in the viewing audit trail
You don't need to do anything. The viewer handled it themselves.
Cancel If Plans Change
Sometimes a viewing just isn't going to happen. Maybe the applicant found somewhere else. Maybe they're no longer moving. Whatever the reason, they can cancel through the same link.
When they cancel:
- The viewing is removed from your schedule
- A cancellation email confirms the change
- Your calendar updates automatically
- The time slot becomes available for other bookings
No phone call required. No awkward "sorry to cancel" conversation. Just a clean, professional process.
Automatic Notifications
When a viewing is rescheduled or cancelled, everyone who needs to know is informed automatically.
Viewer Confirmation
The viewer receives an updated confirmation email with:
- New date and time (for reschedules)
- Cancellation confirmation (for cancellations)
- Property details
- Your agency contact information
SMS Updates
If you have SMS enabled and the viewer provided a mobile number, they also receive a text message. This is particularly useful for last-minute changes when email might not be checked in time.
Cancellation Reasons
When viewers cancel, they can optionally provide a reason. This appears in your records, giving you insight into why viewings are dropping off.
Common reasons you might see:
- "Found somewhere else"
- "Work conflict"
- "No longer moving"
- "Can't get to that area"
This data helps you understand your viewing-to-tenancy conversion funnel.
Occupier Notifications
Showing occupied properties adds another layer of coordination - the current tenants need to know when viewings are happening.
Initial Notification
When you set up viewing blocks for an occupied property, LetAdmin can automatically notify the current tenants. They receive an email explaining:
- That the property is being marketed
- When viewing blocks are scheduled
- What to expect during viewings
Reminder Before Each Block
1-2 days before each viewing block, tenants receive a reminder. This helps them prepare - tidying up, making arrangements to be out, or being ready to show the property.
Configurable Recipients
For each property, you can configure who receives occupier notifications:
- Current tenants (automatically detected from active tenancies)
- Additional contacts (property managers, landlords who want to be informed, etc.)
Opt-Out
If a tenant doesn't want notifications, or if the property is vacant, you can disable occupier notifications per property. The system respects your settings.
Real-World Example: A Week of Viewings
Before self-service:
Monday: 3 viewing reschedule requests by phone Tuesday: 2 cancellations, 1 reschedule Wednesday: 1 reschedule, reminder call to occupier about tomorrow's viewings Thursday: 5 viewings, occupier surprised by one (forgot to warn them) Friday: 2 more reschedules
Time spent on viewing admin: 2+ hours
With self-service and occupier notifications:
Monday-Friday: Viewers reschedule and cancel themselves Occupiers receive automatic notifications You check your viewing schedule each morning You spend your time on the viewings themselves
Time spent on viewing admin: 15 minutes
The difference is substantial. Every reschedule call that doesn't happen is 5-10 minutes saved. Automatic occupier notifications mean no awkward "we forgot to warn you" situations.
Why Viewers Prefer Self-Service
From the applicant's perspective, self-service is better:
- Available 24/7 - Reschedule at 10pm when they realise tomorrow won't work
- No phone tag - Don't have to catch the agent during office hours
- Instant confirmation - Know immediately that the change is made
- Less awkward - No need to explain why they're cancelling
For competitive rental markets, this convenience improves your reputation. Applicants remember agencies that made the process easy.
What This Means for Your Agency
The cumulative effect of self-service viewing management is significant:
Time saved - Every reschedule that happens automatically is 5-10 minutes you don't spend on the phone.
Fewer missed calls - Reschedule requests don't go to voicemail because the viewer handled it themselves.
Better occupier relationships - Tenants appreciate advance notice and reminders about viewings.
Professional image - Self-service feels modern and convenient to applicants.
For agencies handling 20-30 viewings per week, this could save 2-3 hours of admin time weekly.
We'd Love to Hear from You
How do you currently handle viewing reschedules? Phone calls? Emails? Something else?
What percentage of your booked viewings end up rescheduled or cancelled? (Industry average is 15-25%)
Do you currently notify occupiers about viewings, or is that a manual process?
We're building LetAdmin to remove the friction from letting agency work. Drop us a message - we'd love to hear about your viewing management challenges.
LetAdmin is in active development, designed for letting agents who want to run more efficiently. If viewing admin is eating into your productive time, we should talk.