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Property management industry guide
Property management industry guide

Learn all you need to know on how to take bookings for your property management business.

Jubrine Fortuno avatar
Written by Jubrine Fortuno
Updated over a week ago

Here at Appointedd we most commonly see businesses within the property management industry use our software to take bookings for either viewings, or property services such as gyms and swimming pools within residential buildings. However, Appointedd can offer a simple solution for many use cases.

Getting started


Here at Appointedd, we call bookable calendars resources. Resources are either the person or space which facilitates your services. If you are looking to make properties bookable for viewings, we would recommend that you make your estate agents the resources. If you are looking make services within your properties bookable, such as a swim session, then we would recommend that you make the space available. You can manage your resources here, and learn all about resources here.


You can set up the services you wish to offer customers by going to Setup and clicking on manage services. In most cases, you will require a standard service, however if you wish to offer a service as two or more parts or offer different prices depending on what option the customer selects then multi-part or multi-tier may be useful. If you're taking bookings for viewings then we would advise that you create a new service for every property so that it is nice and simple for your customers to book. We would also advise that you use the request online booking feature. This means that when a customer goes to make a booking, they select any of your estate agents' available times and this is processed as a booking request. If you then add the property owner's email address to the resource's email address field and switch on "Send resource request emails" the property owner can either decline or accept the booking depending on their availability.

Setting up your communications


You can set up email notifications for every transaction a customer has with a booking. You can edit these emails so that they are branded to your business and add HTML headers and footers. Learn more about editing emails here. Sending an email to a customer when they book will give them the confirmation that their booking was successful and give you the ability to communicate should the customer bring any specific items.


Instead of sending your customers emails (or as well as) you may like to send them a text for booking notifications. If you usually communicate through SMS this may seem like the more natural choice. You can learn all about SMS bundles and how they work here.

Reminders and follow ups

We highly recommend that you make the most of our reminders and follow ups functionality as it allows you to send a notification to your customer before and after a booking, helping to reduce no shows and drive either the next step in the sales process or encourage them to book again. For example, you could send a potential buyer a reminder for their viewing a day before and an hour before with the address details. You can then send them a follow up a day after with the application details. You can set up reminders and follow-ups here, and learn all about them here.

Setting up your online booking tools

Booking Page

If you don't have a website for you business, you can use your Booking Page instead. This is a webpage which is created when you start an account with Appointedd. If you click on Booking tools and select go to the business Booking Page, you can view your Booking Page and copy the URL to share with your customers to book with you. You can learn all about editing your Booking Page here.

Booking tools

If you have your own website and would like customers to book your services from there, then you can create a booking widget either in embed mode or popover mode (book now button). If you are taking bookings for viewings, you could create a widget which lists all your properties (services) on the home page and then a widget for each property on its own property page.

Customize your booking flow

You can customize your booking flow to create a streamlined process for you and your customers. For example you may wish to set how much notice you require for a booking and how far in advance customers can book with you. This will limit how last minute a customer can book one of your services and how far in advance they can book which may be helpful if you need to know all viewers an hour before the viewing takes place. You may also like to ask your customers questions at the time of booking, such as "Is this your first viewing of the property?" etc.

Integrations you may be interested in

Calendar sync

You can sync your estate agent's external calendar to their resource in Appointedd. By doing so, any events, such as meetings, in their external calendar will be copied over to Appointedd and vice versa. The benefit of doing so is to ensure that you don't become double booked. You can sync calendars or send invites to sync here as well as alter any settings that may be applicable to your business. Learn all about calendar sync here.

Zoom and MS Teams

To offer your services virtually, you may also wish to make use of our Zoom or MS Teams integration.
Learn more about our Zoom integration here.

Learn more about our MS Teams integration here.

How to manage your account

Day to day use

This will vary slightly depending on your use case, however once you've set up your account and have started to take bookings, these booking will display on the calendar page within Appointedd. You can then login to Appointedd and view all the bookings you have on a particular time and date. If you then click on the booking it will display all the information you will need.

User logins and permissions

If you sync your estate agent's external calendar with Appointedd then there is no need for them to login to your Appointedd account as any new booking will automatically populate in their calendar. However, if you would like them to have access to the account to update their availability themselves then they can do so once you have added them as a user. Learn all about setting up a user login and the permissions you can assign to it here.

How to measure success

Reporting suite

If you want to quantify the value you're getting from Appointedd you can use our reporting suite to gain an insight. You can see the reporting suite in your account here and learn all about reports here. You may be interested in knowing which properties (services) are receiving the most viewings, or which of your estate agents are getting the most bookings. You may also be interested in how your booking widgets are performing at driving bookings on your website.

Example booking tools

Hear what others had to say

"Any time of the day, rather than having to call the office and wait for a phone call back during their busy working day, people are able to go online and book their appointment... We're getting opportunities that we otherwise would not get." Michael Maloco – Founder, Maloco & Associates.

Interested in using Appointedd?

If you like what you've seen and think Appointedd could help power your business, please feel free to explore our functionality by signing up to a free trial.

If you have any feedback we would love to hear it πŸ‘‚





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