Assign Viewing Appointments from Within onOffice – Without Double Entry

You stay in onOffice. The property is already set up there, and so are the prospects – all that's missing is a way for the two to find an appointment without you making phone calls and then entering everything twice.

The process takes about five minutes per property:

1. Open the property in onOffice and click the "Appointments" tab. timum asks whether this property should become bookable – only once you confirm is it created and linked to the onOffice record. Nothing happens on its own in the background.
2. Define when viewings can take place – as recurring consultation hours or as fixed bookable appointments.
3. Invite prospects using the onOffice email template "timum – Terminkoordination für Immobilien". The booking link in it is personalized for each recipient.
4. Done. From here on, prospects book on their own. Every booking appears in the timum calendar and as an appointment with participant in onOffice.

What this puts an end to

The property is in onOffice, the prospects are in onOffice – and yet the appointment still comes about through phone calls, scribbled notes and follow-up entry in two places. This puts an end to:

• Double entry. The booked appointment appears with the participant in the onOffice calendar without anyone typing it in.
• The back-and-forth of proposing dates. Instead of three proposals per prospect, you send one template to all inquiries.
• The question of who is responsible. The appointment is tied to the property and its contact person, not to the inbox of whoever replies first.

Keeping your calendar accurate

The onOffice connection is included in every plan. The fact that onOffice appointments, in turn, block your bookable times is part of the PROFESSIONAL plans – as is the two-way sync with Outlook, Google or Apple (Calendar sync). For a team with full calendars, this is where the choice of plan is decided: without blockers, you show times when you already have another appointment.

You define once which appointment types are offered – viewing, consultation, handover, each with its own duration and buffer time – and apply them to all properties (Appointment types).

Once the property is done

Two questions that regularly come up at the end of marketing:

Does the property disappear again? Yes – this can be automated through an onOffice process: as soon as the status changes, the property is deleted in timum via webhook and no longer remains in your inventory (guide in the Help Center). Without this process, you clean up by hand – it works, but it costs attention that the automation has just saved you.

Where are the participants documented? In the onOffice appointment, as participants of the record. If your office also syncs onOffice with Outlook, there is one setting you should know about – it is described in the Help Center under Appointment sync setting: onOffice to Outlook.

If you have several systems in-house

timum does not replace your CRM, it fills it. Besides onOffice, Propstack, FLOWFACT and polyEstate are connected (CRM integration); properties come in as bookable resources, and booked appointments flow back. For offices with several locations, it is also worth a look at team calendar and central appointment coordination.

All details of the connection – what is synchronized and in which direction – can be found on the onOffice integration page.

Next step

Open a property in onOffice, click "Appointments" and send the email template to your open inquiries. Try it for free – 30 days, no credit card.