FieldFlow
Thu 3 Sept 10:40
Viewing as Alex Morgan, Operations Coordinator
Thu 3 Sept · 13:45 to 14:10

63 Hollow Hill

SW2 1TD · Brixton · 3 bed · £3100 pcm

needs a decisioncommunicatedwaiting for the renter to say yeswaiting for the agent's OKAccess check due soon
Needs a decision

Agent called in sick

Called in sick, migraine, off for the day. Reported 2 h ago by Tom Ferreira.

Off today:
Tom Ferreira, 07700 900104
Also affected today:
1 more viewing
Would cover:
Omar Haddad, 07700 900108
Viewing:
13:45, in 3 h

What it means: FieldFlow proposes: Moved from 13:45 with Tom Ferreira to 13:45 with Omar Haddad. 1 person would have to be told again.

Confirmation required. Someone was already told about this slot, so nothing moves until you decide.
Escalated. Re-plan waiting for a decision for too long. Owner Dana Whitfield, due 11:00 (in 20 min). It closes by itself when the step below is done.

The checklist starts once you decide on the proposal.

Agent called in sick: what to do, in order0 of 3 done
  1. 1
    Ask Omar Haddad (agent) if they can take 13:45 and 14:2007700 900108. One message with all 2 viewings that would land on them. Sending it parks the proposal until 13:00.
  2. 2
    Log what Omar saidYes to all confirms the plan and counts as their OK on the 2 viewings. Yes to some: pick "They said yes to some of them" and tick which, the rest goes back to the planner without Omar. No moves to the next way out.
  3. 3
    Decide: confirm, hold or reject the proposalConfirm once Omar says yes, or pick another way under Why this plan.
    Now
    • Dev Patel (renter): from 13:45 with Tom Ferreira (agent) to 13:45 with Omar Haddad (agent)
    • Theo Novak (renter): from 14:20 with Tom Ferreira (agent) to 14:20 with Omar Haddad (agent)

    23 min extra travel · 1 person to tell again · recommended of 3 ways

    Hold until: nothing moves, the proposal leaves the top of Now and comes back at 13:00, 45 min before the first viewing it touches (Dev Patel, renter, 13:45). Change the time if you need longer.

    Why this plan, and the other ways
    3 ways out, one recommended
    agent unavailable: 2 viewings re-planned. 1 already confirmed with people, so this needs your confirmation before anything changes.
    Thu 3 Sept, 09:06 · 2 viewings
    pending
    RecommendedKeep as many viewings as possible
    2 kept0 parked1 to inform again+23 min travel
    • keeps the most viewings (2 of 2)
    • fewest people to tell again (1)
    • 63 Hollow HillTom Ferreira 2/7 13:45Omar Haddad 5/7 13:45people to inform
      agent unavailable: reassigned to the closest agent with a free slot inside the requested window
      Why this agent
      Omar Haddad is the closest available agent (2.1 km from 60 Mortlake Drive, about 13 min), inside the requested window (13:45 to 15:45), daily load stays within limit (6/7).
      • Sarah Okonkwo: at daily limit (7/7 viewings)
      • Tom Ferreira: not available today
      • Daniel Boateng: cannot reach the property inside the requested window without moving other viewings
      • Hannah Lindqvist: cannot reach the property inside the requested window without moving other viewings
      • Chloe Marchetti: possible, but adds 29 min of travel instead of 13
      • Ravi Sharma: possible, but adds 29 min of travel instead of 13
      • Mei Lin Chen: possible, but adds 29 min of travel instead of 13
      • James Whitfield: possible, but adds 52 min of travel instead of 13
      • Aisha Rahman: possible, but adds 57 min of travel instead of 13
    • 30 Sable RoadTom Ferreira 2/7 14:20Omar Haddad 5/7 14:20nobody told yet
      agent unavailable: reassigned to the closest agent with a free slot inside the requested window
      Why this agent
      Omar Haddad is the closest available agent (1.2 km from 63 Hollow Hill, about 10 min), inside the requested window (14:00 to 18:00), daily load stays within limit (7/7).
      • Sarah Okonkwo: at daily limit (7/7 viewings)
      • Tom Ferreira: not available today
      • Hannah Lindqvist: cannot reach the property inside the requested window without moving other viewings
      • Chloe Marchetti: possible, but adds 31 min of travel instead of 10
      • Ravi Sharma: possible, but adds 31 min of travel instead of 10
      • Mei Lin Chen: possible, but adds 31 min of travel instead of 10
      • Daniel Boateng: possible, but adds 43 min of travel instead of 10
      • James Whitfield: possible, but adds 56 min of travel instead of 10
      • Aisha Rahman: possible, but adds 58 min of travel instead of 10
    If confirmed, these people will need to be told
    • Dev Patel: Hi Dev, your viewing at 63 Hollow Hill is now at 13:45 with Omar Haddad. Reply if that does not work for you.
    • Tom Ferreira: 63 Hollow Hill at 13:45 has been taken off your list.
    • Omar Haddad: New viewing on your list: 63 Hollow Hill at 13:45.
    Other strategies (2)each with what it costs
    Move only what nobody was told about
    1 kept1 parked1 to inform again+18 min travel
    • fewest people to tell again (1)
    • 1 parked, so that renter gets one clear call
    • 63 Hollow HillTom Ferreira 2/7 13:45to the waiting listpeople to inform
      agent unavailable: already confirmed with people, parked rather than moved so the renter gets one clear call
    • 30 Sable RoadTom Ferreira 2/7 14:20Omar Haddad 5/7 14:00nobody told yet
      agent unavailable: reassigned to the closest agent with a free slot inside the requested window
    If confirmed, these people will need to be told
    • Dev Patel: Hi Dev, we need to move your viewing at 63 Hollow Hill. We will call you with new options today.
    • Tom Ferreira: 63 Hollow Hill at 13:45 is off for now.

    Applies the changes still valid, then lists the people to tell as the next steps. Nothing is sent until you send it.

    Park everything affected, touch nothing else
    2 kept2 parked1 to inform again+7 min travel
    • keeps the most viewings (2 of 4)
    • fewest people to tell again (1)
    • least extra travel (7 min)
    • 2 parked, so those renters get one clear call
    • 63 Hollow HillTom Ferreira 2/7 13:45to the waiting listpeople to inform
      agent unavailable: parked on the waiting list to keep everyone else's day untouched
    • Flat 10, 11 Cobble Rowfrom the waiting listChloe Marchetti 2/7 13:45nobody told yet
      brought forward from the waiting list: the freed slot at 13:45 opened room for it with Chloe Marchetti
    • 30 Sable RoadTom Ferreira 2/7 14:20to the waiting listnobody told yet
      agent unavailable: parked on the waiting list to keep everyone else's day untouched
    • 55 Fenwick Rowfrom the waiting listHannah Lindqvist 3/7 14:46nobody told yet
      brought forward from the waiting list: the freed slot at 14:20 opened room for it with Hannah Lindqvist
    If confirmed, these people will need to be told
    • Dev Patel: Hi Dev, we need to move your viewing at 63 Hollow Hill. We will call you with new options today.
    • Tom Ferreira: 63 Hollow Hill at 13:45 is off for now.

    Applies the changes still valid, then lists the people to tell as the next steps. Nothing is sent until you send it.

People for this decision

RenterDev Patel
07700 947941 · prefers whatsapp
AgentTom Ferreira
07700 900104 · 2/7
Proposed agentOmar Haddad
07700 900108 · 5/7
Show full details
Renter prefersWhatsApp

Correct Dev's name, number or channel

LandlordChloe Lindqvist
Operational ownerAlex Morgan
RequestedSun 30 Aug, 11:42 via phone

Access

TypeKey held at office
HowKey set in the office safe, hook by property code.
Check dueThu 3 Sept, 11:45 (in 1 h)
Details last confirmed26 days ago
Front door setin the office safe register
Mark access now
Why this agent Tom Ferreira, 8 min from home in Brixton

Tom Ferreira is the closest available agent (0.8 km from home in Brixton, about 8 min), inside the requested window (13:45 to 15:45), daily load stays within limit (2/7). Day plan optimised together: 150 min of travel across the team, 11 min less than planning one request at a time.

Not selected (9)
  • Sarah Okonkwo: at daily limit (7/7 viewings)
  • James Whitfield: possible, but adds 52 min of travel instead of 9
  • Aisha Rahman: possible, but adds 57 min of travel instead of 9
  • Mei Lin Chen: possible, but adds 29 min of travel instead of 9
  • Daniel Boateng: outside the renter's window or the property's access window
  • Hannah Lindqvist: possible, but adds 84 min of travel instead of 9
  • Omar Haddad: possible, but adds 13 min of travel instead of 9
  • Chloe Marchetti: possible, but adds 29 min of travel instead of 9
  • Ravi Sharma: possible, but adds 29 min of travel instead of 9
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.

Key cannot be found

Parks this viewing on the waiting list as a proposal and lists who to call. If people were told, nothing moves until you confirm.

Access check failed

Parks this viewing on the waiting list as a proposal and lists who to call. If people were told, nothing moves until you confirm.

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

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

Record Tom's response (agent)

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

Record Omar's response (proposed agent)

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

Record Chloe's response (landlord)

Goes on the timeline as Chloe'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

Dev prefers WhatsApp.

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 (1)
Ask the agent to cover a colleagueChiedere all'agente di coprire un collegato Omar Haddadwhatsapp first

Un agente è fuori (malato, in ritardo) e il piano propone di passare le sue visite a un altro. Prima di confermare, un solo messaggio con tutte le visite che gli cadrebbero addosso.

Message (WhatsApp, SMS)

Hi Omar, Tom Ferreira is off today. Could you take 63 Hollow Hill at 13:45 and 30 Sable Road at 14:20 (Thu 3 Sept)? Renters and access are sorted from here. A quick YES or NO and I'll confirm and send you the details. Thanks!
Ciao Omar, Tom Ferreira oggi non c'è. Riusciresti a prendere 63 Hollow Hill alle 13:45 e 30 Sable Road alle 14:20 (Thu 3 Sept)? Renter e accessi li sistemo io da qui. Un rapido SÌ o NO e confermo e ti mando i dettagli. Grazie!

Phone call

Opening · Apertura
Hi Omar, it's Alex. Quick one, Tom Ferreira is off today.
Ciao Omar, sono Alex. Una cosa veloce, Tom Ferreira oggi non c'è.
The point · Il punto
Could you take 63 Hollow Hill at 13:45 and 30 Sable Road at 14:20? Does that fit with the rest of your day?
Riusciresti a prendere 63 Hollow Hill alle 13:45 e 30 Sable Road alle 14:20? Ci sta con il resto della tua giornata?
If they say... · Se dice...
Yes, fine. (Sì, va bene.)
Great, I'll confirm it now and send you the details. The renters hear from me.
Perfetto, confermo adesso e ti mando i dettagli. Ai renter ci penso io.
Only one of them. (Solo una delle due.)
Tell me which one and I'll find someone else for the other.
Dimmi quale e per l'altra trovo qualcun altro.
No, I can't. (No, non posso.)
No problem, I'll try the next option. Thanks for telling me straight away.
Nessun problema, provo la prossima opzione. Grazie per avermelo detto subito.
Voicemail · Segreteria
Hi Omar, Alex here. Tom Ferreira is off today, could you take 63 Hollow Hill at 13:45 and 30 Sable Road at 14:20? Text me YES or NO when you can. Thanks.
Ciao Omar, sono Alex. Tom Ferreira oggi non c'è, riusciresti a prendere 63 Hollow Hill alle 13:45 e 30 Sable Road alle 14:20? Scrivimi SÌ o NO quando puoi. Grazie.
Closing · Chiusura
Thanks Omar, speak soon.
Grazie Omar, a presto.

One click logs the call as made, nothing decided. Did they answer, on the phone or later? Use “Omar answered? Record it here” below, where a yes to some of the viewings is one of the answers.

Timeline

  1. Re-plan proposed, waiting for a decision
    agent unavailable: 2 viewings re-planned. 1 already confirmed with people, so this needs your confirmation before anything changes.
    Thu 3 Sept, 09:06 · FieldFlow
  2. Agent called in sick
    Called in sick, migraine, off for the day. Raised automatically.
    Thu 3 Sept, 09:05 · Tom Ferreira
  3. Confirmation sent to Tom Ferreira by WhatsApp
    "Confirmed: 63 Hollow Hill, 13:45, renter Dev Patel." (automatic)
    Sun 30 Aug, 12:52 · FieldFlow
  4. Confirmation sent to Dev Patel by WhatsApp
    "Hi Dev, your viewing at 63 Hollow Hill is confirmed for 13:45. Tom Ferreira will meet you there." (automatic)
    Sun 30 Aug, 12:52 · FieldFlow
  5. Told the agent and the renter
    Tom Ferreira, Thu 3 Sept at 13:45. They know, they have not said yes yet. From here on, changes have a real cost.
    Sun 30 Aug, 12:51 · Alex Morgan
  6. Access check due Thu 3 Sept 11:45
    office key, 2 h before the viewing
    Sun 30 Aug, 12:01 · FieldFlow
  7. Planned with Tom Ferreira for Thu 3 Sept at 13:45
    Tom Ferreira is the closest available agent (0.8 km from home in Brixton, about 8 min), inside the requested window (13:45 to 15:45), daily load stays within limit (2/7). Day plan optimised together: 150 min of travel across the team, 11 min less than planning one request at a time.
    Sun 30 Aug, 12:01 · FieldFlow
  8. Viewing requested by Dev Patel
    Thu 3 Sept, between 13:45 and 15:45, 25 min, standard priority, via phone
    Sun 30 Aug, 11:42 · Alex Morgan

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