FieldFlow
Thu 3 Sept 10:40
Viewing as Alex Morgan, Operations Coordinator
Thu 3 Sept · 10:45 to 11:00

Flat 3, 58 Copper Lane

N1 9PG · Islington · 1 bed · £2600 pcm

Everyone toldcommunicatedwaiting for the renter to say yeswaiting for the agent's OKAccess verified
Waiting

Told, waiting for a yes from both

Grace Costa (renter) was told by phone 3 d ago and has not answered. Sarah Okonkwo (agent) was told by whatsapp 3 d ago and has not answered. Video viewing, no access needed. 10:45, in 5 min.

What it means: Neither has answered. A yes from Grace avoids a wasted trip; an OK from Sarah says they saw it.

Ready checklist2 of 4 ticked
Told, waiting for a yes from both: what to do, in order0 of 4 done
  1. 1
    Ask Grace to confirmA quick yes saves the agent a wasted trip.
  2. 2
    Ask Sarah to confirm they have itA quick OK says they saw it and will be there.
  3. 3
    Record Grace's yesTheir words go on the timeline. With Sarah's OK too, the viewing is ready.
    Now

    Pick They said yes to the slot, or the new day and time they asked for.

    Only for a different day or time: the day and hours they can do

    Goes on the timeline as Grace's words (a call as the call itself), ticks the step, and the consequence is recorded in the same click.

  4. 4
    Record Sarah's OKTheir words go on the timeline and the agent line of the checklist turns green.

People for this decision

RenterGrace Costa
07700 927295 · prefers phone
AgentSarah Okonkwo
07700 900101 · 7/7
Show full details
Renter prefersPhone

Correct Grace's name, number or channel

LandlordLeo Novak
Operational ownerAlex Morgan
RequestedMon 31 Aug, 19:21 via sales

Access

TypeKey held at office
HowKey set in the office safe, hook by property code.
VerifiedThu 3 Sept, 08:22
Details last confirmed11 days ago
Front door setin the office safe register
Why this agent Sarah Okonkwo, 0 min from wherever the agent is (video call)

Sarah Okonkwo is the free agent (a video viewing, no travel), inside the requested window (10:45 to 12:45), daily load stays within limit (7/7). Day plan optimised together: 150 min of travel across the team, 11 min less than planning one request at a time.

Not selected (9)
  • James Whitfield: possible, but adds 0 min of travel instead of 0
  • Aisha Rahman: possible, but adds 0 min of travel instead of 0
  • Tom Ferreira: possible, but adds 0 min of travel instead of 0
  • Mei Lin Chen: possible, but adds 0 min of travel instead of 0
  • Daniel Boateng: possible, but adds 0 min of travel instead of 0
  • Hannah Lindqvist: possible, but adds 0 min of travel instead of 0
  • Omar Haddad: possible, but adds 0 min of travel instead of 0
  • Chloe Marchetti: possible, but adds 0 min of travel instead of 0
  • Ravi Sharma: possible, but adds 0 min of travel instead of 0
More you can do heresomething happened, someone got in touch, change the plan
Something happened
Renter cancelled

Closes this viewing as cancelled and offers the freed slot to a request from the waiting list.

Renter running late

Shifts the rest of the agent's day by the delay. Anything pushed past a renter's window becomes a proposal for you.

Agent running late

Shifts the rest of the agent's day by the delay. Anything pushed past a renter's window becomes a proposal for you.

Agent called in sick

Takes the agent off every viewing of theirs today and proposes the least bad way out, one recommended of three. The path then asks the covering agent before you decide.

Someone got in touch
Record Grace's response (renter)
Only for a different day or time: the day and hours they can do

Goes on the timeline as Grace's words (a call as the call itself), ticks the step, and the consequence is recorded in the same click.

Record Sarah's response (agent)

Goes on the timeline as Sarah's words (a call as the call itself), ticks the step, and the consequence is recorded in the same click.

Record Leo's response (landlord)

Goes on the timeline as Leo's words (a call as the call itself), ticks the step, and the consequence is recorded in the same click.

A call counts too: pick Phone as the channel, the call goes on the timeline as a call.

Change the plan
Move to another agent or time

People were told about the current slot: the new one needs telling again.

Send a free message

Grace prefers Phone.

Lock this assignment

The engine leaves it alone from then on. Re-plans list it as yours to decide.

Close it
All the words ready for this viewing (2)
Ask the renter to confirm they are comingChiedere al renter di confermare che vieneto Grace Costawhatsapp first

Il renter è stato avvisato dell'orario ma non ha mai risposto. Un sì evita all'agente un viaggio a vuoto.

Message (WhatsApp, SMS)

Hi Grace, it's Alex from the lettings team. Just checking you got our message: your viewing at Flat 3, 58 Copper Lane is on Thu 3 Sept at 10:45 with Sarah Okonkwo. Could you reply with a quick yes so Sarah knows you're coming? If the time doesn't work, tell me and we'll find another.
Ciao Grace, sono Alex del team affitti. Volevo solo verificare che tu abbia ricevuto il nostro messaggio: la tua visita a Flat 3, 58 Copper Lane è Thu 3 Sept alle 10:45 con Sarah Okonkwo. Puoi rispondere con un sì veloce così Sarah sa che vieni? Se l'orario non va bene, dimmelo e ne troviamo un altro.

Email

Subject: Your viewing at Flat 3, 58 Copper Lane, Thu 3 Sept at 10:45: can you confirm?
Hi Grace, A quick check that you received our confirmation: your viewing at Flat 3, 58 Copper Lane is on Thu 3 Sept at 10:45, and Sarah Okonkwo will meet you there. Could you reply to confirm you are coming? If the time no longer works, let me know and we will find another one. Thanks, Alex
Ciao Grace, Una verifica veloce che tu abbia ricevuto la nostra conferma: la tua visita a Flat 3, 58 Copper Lane è Thu 3 Sept alle 10:45, e Sarah Okonkwo ti aspetterà lì. Puoi rispondere per confermare che vieni? Se l'orario non va più bene, dimmelo e ne troviamo un altro. Grazie, Alex

Phone call

Opening · Apertura
Hi Grace, it's Alex from the lettings team. Do you have a second?
Ciao Grace, sono Alex del team affitti. Hai un secondo?
The point · Il punto
I'm calling about your viewing at Flat 3, 58 Copper Lane on Thu 3 Sept at 10:45. We sent you the confirmation but haven't heard back. Are you still coming?
Ti chiamo per la visita a Flat 3, 58 Copper Lane Thu 3 Sept alle 10:45. Ti abbiamo mandato la conferma ma non abbiamo avuto risposta. Vieni ancora?
If they say... · Se dice...
Yes, I'm coming. (Sì, vengo.)
Perfect, thank you. Sarah Okonkwo will meet you at the door at 10:45. See you then.
Perfetto, grazie. Sarah Okonkwo ti aspetterà alla porta alle 10:45. A dopo.
I didn't get any message. (Non ho ricevuto nessun messaggio.)
Sorry about that. Which is best, WhatsApp or email? I'll send it again now. It's Thu 3 Sept at 10:45, Flat 3, 58 Copper Lane.
Scusa. Cosa preferisci, WhatsApp o email? Te lo rimando subito. È Thu 3 Sept alle 10:45, Flat 3, 58 Copper Lane.
The time doesn't work any more. (L'orario non va più bene.)
No problem. What day and time would suit you? I'll check who's free and come back to you today.
Nessun problema. Che giorno e orario ti andrebbero? Controllo chi è libero e ti richiamo oggi.
Voicemail · Segreteria
Hi Grace, Alex from the lettings team. Just checking you're still coming to Flat 3, 58 Copper Lane on Thu 3 Sept at 10:45. A quick text back would be great. Thanks.
Ciao Grace, sono Alex del team affitti. Volevo solo verificare che vieni ancora a Flat 3, 58 Copper Lane Thu 3 Sept alle 10:45. Un messaggio veloce sarebbe perfetto. Grazie.
Closing · Chiusura
Thanks, speak soon.
Grazie, a presto.

One click logs the call as made, nothing decided. Did they answer, on the phone or later? Use “Grace answered? Record it here” below.

Ask the agent to confirm they have itChiedere all'agente di confermare che l'ha presa in caricoto Sarah Okonkwowhatsapp first

L'agente ha ricevuto la visita sulla sua lista ma non ha risposto. Un OK dice che l'ha vista e che ci sarà.

Message (WhatsApp, SMS)

Hi Sarah, quick one: Flat 3, 58 Copper Lane, Thu 3 Sept at 10:45, with Grace Costa is on your list. Can you reply OK so I know you've seen it? Shout if it overlaps with anything.
Ciao Sarah, una cosa veloce: Flat 3, 58 Copper Lane, Thu 3 Sept alle 10:45, con Grace Costa è sulla tua lista. Mi rispondi OK così so che l'hai vista? Dimmi se si sovrappone a qualcosa.

Phone call

Opening · Apertura
Hi Sarah, it's Alex. Two seconds?
Ciao Sarah, sono Alex. Due secondi?
The point · Il punto
Flat 3, 58 Copper Lane, Thu 3 Sept at 10:45, with Grace Costa is on your list. Are you good for it?
Flat 3, 58 Copper Lane, Thu 3 Sept alle 10:45, con Grace Costa è sulla tua lista. Ci sei?
If they say... · Se dice...
Yes, all good. (Sì, tutto ok.)
Perfect, thanks. I'll mark it confirmed.
Perfetto, grazie. La segno come confermata.
It overlaps with something. (Si sovrappone a qualcosa.)
Okay, tell me what and I'll re-plan it now. Nothing moves until we've agreed.
Ok, dimmi cosa e la ripianifico adesso. Non si muove nulla finché non ci siamo messi d'accordo.
Voicemail · Segreteria
Hi Sarah, Alex here. Just checking you've seen Flat 3, 58 Copper Lane, Thu 3 Sept at 10:45, on your list. A quick OK by text is enough. Thanks.
Ciao Sarah, sono Alex. Volevo solo verificare che hai visto Flat 3, 58 Copper Lane, Thu 3 Sept alle 10:45, sulla tua lista. Basta un OK per messaggio. Grazie.
Closing · Chiusura
Thanks, speak later.
Grazie, a dopo.

One click logs the call as made, nothing decided. Did they answer, on the phone or later? Use “Sarah answered? Record it here” below.

Timeline

  1. Reminder sent to Grace Costa by SMS
    "Reminder: your viewing at Flat 3, 58 Copper Lane is today at 10:45." (automatic)
    Thu 3 Sept, 08:45 · FieldFlow
  2. Access verified by Alex Morgan
    key set seen in the safe (in person)
    Thu 3 Sept, 08:22 · Alex Morgan
  3. Confirmation sent to Sarah Okonkwo by WhatsApp
    "Confirmed: Flat 3, 58 Copper Lane, 10:45, renter Grace Costa." (automatic)
    Mon 31 Aug, 20:16 · FieldFlow
  4. Confirmation sent to Grace Costa by Phone
    "Hi Grace, your viewing at Flat 3, 58 Copper Lane is confirmed for 10:45. Sarah Okonkwo will meet you there." (automatic)
    Mon 31 Aug, 20:16 · FieldFlow
  5. Told the agent and the renter
    Sarah Okonkwo, Thu 3 Sept at 10:45. They know, they have not said yes yet. From here on, changes have a real cost.
    Mon 31 Aug, 20:15 · Alex Morgan
  6. Planned with Sarah Okonkwo for Thu 3 Sept at 10:45
    Sarah Okonkwo is the free agent (a video viewing, no travel), inside the requested window (10:45 to 12:45), daily load stays within limit (7/7). Day plan optimised together: 150 min of travel across the team, 11 min less than planning one request at a time.
    Mon 31 Aug, 19:32 · FieldFlow
  7. Video viewing requested by Grace Costa
    Thu 3 Sept, between 10:45 and 12:45, 15 min, standard priority, via sales
    Mon 31 Aug, 19:21 · Alex Morgan

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