Accompanied Showings and Smart Scheduling

This guide will show you how to set up accompanied showings in RentEngine and how to use Smart Scheduling to your advantage.

About Smart Scheduling

Smart Scheduling is the RentEngine algorithm that optimally assigns & schedules showings based on X factors:

• Agent's showing windows
• Agent's connected Google/Outlook calendar
• Company-level settings
• Property-level settings
• Property-level showing windows
• Property-level Blocked Time
• Drive time between showings
• Clustering: scheduling nearby showing at adjacent times to minimize drive time

Before you get started, make sure your showing agents have set up their showing windows and connected calendars.

How Smart Scheduling Works

Smart Scheduling reduces wasted drive time and helps maximize showings. It gives you control at three levels:

Agent level → based on the agent's preferences and availability

(Settings > Showings > Personal)

Company level → Default scheduling rules for your whole team.

(Settings > Showings > Company)

Property level → Custom rules for specific properties

(Step 2 of the property editing flow and Blocked Times)

Agent-level settings

Location: Settings > Showings > Personal

Each showing agent can control:

Showing Windows

The days and hours that they plan to give showings. Prospects cannot schedule a showing with the outside of these hours (but you can still schedule it manually)

Connected Calendar

Agents can connect their Google/Outlook calendar to RentEngine, so that showings only get scheduled during their actual availability

Appointment Buffer (minutes)

Adds buffer time to non-showing appointments (like internal meetings) on your connected calendar. This helps prevent overbooking and provides breathing room between meetings. (see below)

Company-level settings

• Accompanied Showing Duration → Length of each showing (e.g., 15 minutes).
• Max Visits Per Unit Per Day / Per Week → Cap daily or weekly showings per property. (See explanation below)
• Max Stacked Accompanied Showings → Limit the number of showings scheduled simultaneously at the same property.
• Disable Piggybacking → Restrict back-to-back scheduling.
• Drive Time Buffer (%) → Add padding to Google Maps drive times.
• Minimum Notice Period (hours) → Require advance notice before a showing can be booked.
• Max Days Ahead for Showing → Limit how far into the future prospects can schedule showings.
• Auto-Cancel for No Confirmed Showings (minutes) → Automatically cancels unconfirmed showings if not accepted within a set time (prevents wasted trips).
• Send Confirmation Before Showing (minutes) → Controls how long before a showing the system sends a reminder.
• Send Application After Showing → Automatically send an application link after showings (can be toggled on/off).
• Assign Unassigned Leads to Agent on Showing → If a lead isn’t assigned, they’ll be automatically assigned to the showing agent.
• Only Schedule Showings with Lead’s Assigned Agent → Restrict scheduling so that prospects can only book with their already assigned agent.

Key concept: A visit is one trip to the property. A showing is one booked appointment with a prospect.

Property-level settings

Override Showing Windows

(Edit Property > Step 2)

This setting lets you control the hours and days of the week that you show that specific property. If you need to restrict showings to specific time periods, just highlight those times/days in blue

Blocked Times

(Showings Calendar > Blocked Times)

This feature lets you block specific one-off time periods at a property (e.g. block showings from 2-4pm on May 15th because pest control is coming).

Activating a new vacancy & more property-level settings

When activating a unit, on the second page you’ll select the showing type:

• Choose Accompanied Showing.
• Assign the team member(s) who will be showing the property.

How assignments work:

• One agent only → Prospects can schedule only at times available for that agent (based on showing windows, connected calendar, and drive time).
• Multiple agents + Smart Assign (recommended) → RentEngine picks the best agent for each showing, based on availability, calendar, and drive time. If everything is equal, it assigns randomly.
• Multiple agents without Smart Assign → All agents are notified for every showing (not recommended).

You’ll also set:

• Phone number prospects call on arrival (defaults to your leasing number if not set).
• Meeting location (visible to prospects at the property).
• Internal notes for your team (e.g., lockbox code).
• Tenant contact info if you need to notify current occupants of showings.
• Notice period before showings.
• Additional options (under Show More):
• • Disable Piggybacking → Prevents back-to-back scheduling around an existing showing. Recommended for occupied properties or when you want one group showing per day.
  • Override Showing Duration → Customize the showing length for this property (useful for properties with more amenities or complex tours).

Important Note on PM Approval

If the setting “Require PM Approval for Showings” is enabled for this property, then showings will not be automatically confirmed. Instead, each request will remain in Pending status until it is approved by a property manager or a team member. The prospect will only receive the confirmation text once the showing has been approved. You can learn more about that feature here: Requiring Property Manager Approval for Showings.

Updated on: 03/10/2025