How-To Guide: ACE Tour Scheduling Settings
Learn how to customize ACE’s tour scheduling settings in the LeaseHawk Admin Center.
Last Update:
January 9, 2024
ACE
How-To Guide
Learn how to customize ACE’s tour scheduling settings in the LeaseHawk Admin Center.
ACE can schedule four types of appointments for your prospects: in-person tour, video call tour, self-guided tour and virtual tour. You may also choose to redirect users to an external system to complete tour appointments. This gives you the flexibility to use your favorite tour scheduling system while still sending important tour data back to ACE.
This how-to guide covers each of the settings available in the LeaseHawk Admin Center for you to customize how ACE schedules tours.
Turn the toggle to the on position to allow ACE to schedule onsite, traditional guided tours.
Turn the toggle to the on position for ACE to request a prospect's last name when scheduling In Person Tours. This will ensure ACE collects a complete guest card; however, if you’re looking for a minimal and speedy process for your prospects, feel free to turn this feature off.
Specify how many days out you want to allow appointment scheduling for In Person Tours. By default, we recommend allowing prospects to schedule within a 30-day window.
This is a buffer of time between the current time and the soonest time that a prospect can schedule an In Person Tour. To allow your leasing team ample time to prepare for a tour, we recommend setting this buffer to at least 1 hour.
These settings are used by LeaseHawk clients without a calendar integration. For clients that do have a calendar integration, ACE will automatically pull your property and on-site team’s availability for scheduling appointments from your integrated system.
Next to each day, specify the hours that your leasing office will conduct tours. You may split hours within a day to break up your property’s tour appointment hours into a series of intervals or gaps. This is helpful for blocking out break times, such as a lunch hour when no appointments should be scheduled. Appointment hours may be split up to 3 times for a day using this feature.
Video Call Tours currently has limited integration support preventing some systems from showing the tour type. To check if your system is supported or if you have any questions, please get in touch with your LeaseHawk representative or contact support@leasehawk.com.
Turn the toggle to the on position to allow ACE to schedule a Video Call appointment (e.g., Facetime, Skype, Zoom).
Click the checkbox below the toggle to use your In Person Tour Appointment Settings. When unchecked, ACE will use a separate last name capture, appointment window, tour time buffer, and appointment hours settings. If a calendar integration is enabled, then the Video Call and In Person tours will share the same appointment slot data, whether this is checked or not.
Enter ACE’s response for the Video Call Tour Appointment Details Text. This is the text message that ACE will send to the prospect after they have scheduled their Video Call tour.
Enter ACE's response for the Video Call Tour Confirmation. This is what ACE will say to the prospect after they have scheduled their Video Call tour.
Turn the toggle to the on position to allow ACE to share a website URL to your self-guided tour system for the the prospect to complete their tour request (e.g., Rently, ShowMojo, etc.).
Turn the toggle to the on position for ACE to request a prospect's last name. This will ensure ACE collects a complete guest card; however, if you’re looking for a minimal and speedy process for your prospects, feel free to turn this feature off.
Enter ACE’s on-site self-guided tour response.
In the Default tab, we recommend for ACE to respond with, “To continue the tour process I need to send you the link to our tour scheduling widget.” ACE is automatically configured to then ask the prospect for permission to send them the text response.
In the Text tab, enter the website URL for your self-guided tour system. We recommend providing some directions too, such as, “Please select the following link to continue your self-guided tour setup: [enter url].”
In the Chatbot tab (if applicable), enter the website URL for your self-guided tour system again. We recommend showing your URL as a hyperlink, like this, “Click Here to continue scheduling your self-guided tour.” To create a hyperlink, highlight the text you’d like to hyperlink, then click on the Add Hyperlink icon. Paste your URL into the box and click Save.
Turn the toggle to the on position to allow ACE to share a website URL to the prospect for an on-demand, self-guided virtual tour that does not require an appointment (e.g., Matterport, LCP360, or link to watch a prerecorded video).
Turn the toggle to the on position for ACE to request a prospect's last name. This will ensure ACE collects a complete guest card; however, if you’re looking for a minimal and speedy process for your prospects, feel free to turn this feature off.
Enter ACE’s virtual tour response.
In the Default tab, we recommend for ACE to respond with, “The best way to get this information is with a text.” ACE is automatically configured to then ask the prospect for permission to send them the text response.
In the Text tab, enter the website URL for your virtual tour. We recommend providing some directions too, such as, “View our virtual tours here: [enter url].”
In the Chatbot tab (if applicable), enter the website URL for your virtual tour again. We recommend showing your URL as a hyperlink, like this, “View our virtual tours here.” To create a hyperlink, highlight the text you’d like to hyperlink, then click on the Add Hyperlink icon. Paste your URL into the box and click Save.
After you have finished configuring your settings, click on the orange Save button in the top-right corner. Then click, Publish.
Follow the steps below to override all tours and redirect tour requests to your own system.
ACE can recognize when prospects communicate about arriving or running late for a tour. To assist prospects, ACE will transfer callers to the property or provide the property's phone number if prompted on chat or text.
