Personal Settings for Showing Agents

If you'll be showing properties, this guide will show you how to control your availability using showing windows and connected calendars

To get started, head to Settings > Showings > Personal

Looking to set up Smart Scheduling for your company? Check out this guide

Showing Windows

Here you can set your Showing Windows for when you're generally available for showings. Click the boxes to choose your availability. Dark blue means available and light blue means not available.

When you're finished, click "Save Showing Windows"

You can update these any time you want and it will automatically adjust your availability for all showings

Connected Calendar

RentEngine syncs to your Google or **Outlook calendar to give you even more control over availability. **(Choose only one of those 2 options)

Connect your calendar by pressing the relevant provider and following the on screen instructions.

Now RentEngine will only offer showing slots to prospects based on the availability in your connected calendar. This feature scans for "accepted" events, so make sure to accept all calendar invites that you'd like to block time for.

Appointment Buffer (minutes)

RentEngine's Smart Scheduling algorithm automatically adjusts for drive time between showings. You can also set appointment buffers (in minutes) to add additional time to the start and end of non-showing appointments in your connected calendar.

That means we'll only offer showing slots to prospects that give you enough time to move between appointments. This feature is based on the historic average and max drive time between the two locations.

Agent Showing Setup Checklist

1. Set Up Your Showing Availability

• [ ] Go to Settings > Showings > Personal
• [ ] Configure your Showing Windows (Dark blue = available, Light blue = unavailable)
• [ ] Click Save Showing Windows
• [ ] (Optional) Connect your Google or Outlook calendar to block off unavailable times automatically
• • [ ] Only one calendar can be synced

2. Adjust Appointment Buffers

• [ ] Set Appointment Buffer (minutes) to account for drive time between showings
• [ ] This applies extra buffer around non-showing events too

3. Verify You're Assigned to Showings

• Go to Properties > Find the Property
• Hover over the icon in Showing Method to confirm you're listed
• If not assigned:
• • [ ] Go to Take Action > Edit Property
  • [ ] Step 2: Set showing method to Accompanied
  • [ ] Ensure your name is selected under “Who will be showing this unit?”
  • [ ] Check “Smart Assign” box if multiple agents are listed

4. Add Communication and Meeting Instructions

• In the PM Phone Number, add your direct number if you want prospects to contact you on-site
• In Meeting Location, add any instructions (e.g., "meet at front gate")
• If occupied, optionally add tenant name & number (only visible to your team)
• Click Show More at the bottom:
• • [ ] Enable PM Approval for Showings if you want to manually approve each one
  • [ ] Use Override Showing Windows to give specific time slots for just this unit

5. Configure Your Notifications

• [ ] Go to Settings > Communication > Notifications
• [ ] Turn on all relevant notifications:
• • [ ] Showings (must-have)
  • [ ] Prescreening and/or Communication depending on your role

7. Block Specific Times (if needed)

• [ ] Go to Showings Calendar > Blocked Times
• • [ ] Block specific time slots you’re unavailable for individual units
• [ ] If unavailable long-term, mark that unit On Hold from Properties > Take Action

8. Use the Showings Calendar

• [ ] Go to the Showings Calendar
• • [ ] Review upcoming, missed, canceled, or past showings
  • [ ] Use the menu to cancel, reschedule, reassign, or contact prospects

9. Download & Use the Mobile App

• [ ] Install from here: RentEngine App
• [ ] Enable notifications on your phone
• [ ] Use the app to:
• • [ ] Confirm or reschedule showings
  • [ ] Call or text prospects using the RentEngine-assigned number
  • [ ] Avoid using your personal number for communication

Updated on: 11/11/2025