Viewings

Schedule a viewing

1

Open the listing's viewings

From the Listings menu, open the listing you're advertising and click its Viewings tab. The top-level Viewings page in the left menu lists every viewing across your listings, split into Upcoming and Expired tabs.

2

Start a new viewing

Click Schedule Viewing.

3

Set the date and time

In the Date & Time card, set the start and end date and time. The start can't be in the past and the end must be after the start — these are the only required fields.

4

Save

Click Schedule viewing. The button stays disabled until a valid date and time are set.

Choose how people book

1

Open home or timed slots

In Booking Settings, leave Allow Booking off for an open home — a single window anyone can turn up to — or switch it on to offer timed booking slots people reserve individually.

2

Set the slot length

With Allow Booking on, pick a Booking Time (mins) from 5 to 60 minutes. Keyhook splits the viewing into back-to-back slots, so the viewing length must divide evenly by the slot length — it offers to shorten or extend the viewing if it doesn't. Turn on Adjacent bookings only to fill slots consecutively.

3

Limit the number of people

Switch on Limit Capacity and set Max Registrants — per slot for a bookable viewing, or overall for an open home. Leave it off for unlimited registrants.

4

Auto-cancel empty slots

For a bookable viewing, optionally turn on Auto-cancel if no attendees and set how many hours before the viewing to check — Keyhook drops it if no one has booked by then.

Note: Whether a viewing is an open home or a bookable one is locked in once it's saved — you can't switch Allow Booking on or off after scheduling, so decide before you save.

Add expected registrants

1

Open the add form

In the Expected Registrants section, click Add Registrant.

2

Pick a slot for a bookable viewing

For a bookable viewing, choose the time slot in the Select a Booking window first — full slots are marked and can't be selected.

3

Enter their details

In the Add New Contact window, enter the Name and Email (both required); Phone Number and Notes are optional. Start typing a name to pull in someone who has already enquired about the listing.

4

Add them

Click Create. The registrant is added to the slot, up to its capacity.

Decide who's notified

1

Notify enquirers and applicants

In the Notes card, turn on Notify enquirers & applicants to email everyone who has enquired about or applied for the listing about the viewing.

2

Notify the current tenants

If the property is tenanted, turn on Notify current tenants so they know a viewing has been booked. It's greyed out when the property has no current tenants.

3

Add it to your calendar

If you've connected an email account, turn on Add to calendar to sync the viewing as an event on your connected calendar.

Note: Under the RTA you must give the current tenants proper notice before showing a tenanted property (generally at least 48 hours'). Notify current tenants emails them as a courtesy, but it doesn't replace serving the notice the RTA requires.

Run and manage a viewing

1

Open the viewing

On the listing's Viewings tab (or the Viewings page), click a viewing to open it. It opens on the Overview tab; the Timeline tab shows everything that's happened on it.

2

Confirm registrants

Click a registrant to open their card and use the Confirmed / Unconfirmed switch. A blue tick on their avatar marks a confirmed registrant.

3

Mark who attended

On each registrant, click the attendance toggle to switch between Mark attended and Attended (it turns green). This saves straight away, no separate save needed.

4

Keep registrants updated

Click Running Late to tell selected bookings how late you'll be, or Message All Registrants to send everyone booked in a custom message.

5

Send an application link

Use the send-application button on a registrant's card to send them the application link, or Send to attended on a slot to send it to everyone marked as attended.

6

Tell the tenants it's done

Once the viewing's over, click Notify tenants viewing is done to let the current tenants know.

7

Save any changes

If you changed the date, time or booking settings, click Update viewing to save. (Attendance, confirmations and messages act on their own — the form fields need this save.)

Note: Changing the start or end time after people have booked can move or cancel their bookings — Keyhook warns you, and blocks the change outright if it would cancel every booking (cancel the viewing instead).

Schedule viewings across your listings

1

Open the bulk scheduler

On the Viewings page, click Schedule Viewings.

2

Work listing by listing

Keyhook lists your active and under-offer listings down the left and selects one at a time. Set the Date & Time and booking settings for the selected listing.

3

Schedule and move on

Click Schedule viewing and Keyhook jumps to the next listing, or click Skip this listing to pass. A running count shows how many listings you've scheduled.

What's the difference between an open home and a bookable viewing?

With Allow Booking off it's an open home — one window anyone can attend. With it on, the viewing is split into timed slots people book individually, each with its own capacity. You choose this when you create the viewing, and it can't be changed afterwards.

Can I change a viewing's time after people have booked?

Yes, but Keyhook warns you first, because moving the time can shift or cancel existing bookings. If the change would cancel every booking it's blocked entirely — cancel the viewing and schedule a new one instead.

How do I cancel a viewing?

On the listing's Viewings tab, click the cancel (X) button on the viewing's row and confirm. A cancelled viewing shows a Cancelled badge and opens read-only.

Do registrants need a phone number?

No — only Name and Email are required. Phone Number and Notes are optional, though a valid phone number lets you call the registrant straight from their card.

Can I still update an expired or cancelled viewing?

You can't reschedule it — the Date & Time and booking settings are locked and the Update viewing button doesn't appear. You can still mark who attended, confirm registrants, send application links and review the Timeline.

Viewings

Frequently asked questions