FieldFlow
Thu 3 Sept 10:40
Viewing as Alex Morgan, Operations Coordinator
Thu 3 Sept · 16:30 to 16:50

93 Curtain Yard

E2 6PA · Shoreditch · 2 bed · £1700 pcm

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

Told, waiting for a yes from both

Isla Rahman (renter) was told by sms 20 h ago and has not answered. Sarah Okonkwo (agent) was told by whatsapp 20 h ago and has not answered. Access check planned. 16:30, in 6 h.

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

Escalated. Key not returned and needed today. Owner Alex Morgan, due 11:40 (in 1 h). It closes by itself when the step below is done.
Ready checklist0 of 5 ticked
Told, waiting for a yes from both: what to do, in order0 of 4 done
  1. 1
    Ask Isla 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 Isla'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 Isla'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

RenterIsla Rahman
07700 967791 · prefers sms
AgentSarah Okonkwo
07700 900101 · 7/7
Has the keyJames Whitfield
07700 900102 · due back 1 h ago
Show full details
Renter prefersSMS

Correct Isla's name, number or channel

LandlordDev Costa
Operational ownerAlex Morgan
RequestedWed 2 Sept, 13:39 via web

Access

TypeKey held at office
HowKey set in the office safe, hook by property code.
Check dueThu 3 Sept, 14:30 (in 4 h)
Details last confirmed3 days ago
Front door setwith James Whitfield
since Wed 2 Sept, 18:40, due back 1 h ago · register
Mark access now
Why this agent Sarah Okonkwo, 0 min from 93 Curtain Yard

Sarah Okonkwo is the closest available agent (already at 93 Curtain Yard), inside the requested window (16:30 to 18:30), 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 35 min of travel instead of 0
  • Aisha Rahman: possible, but adds 21 min of travel instead of 0
  • Tom Ferreira: possible, but adds 43 min of travel instead of 0
  • Mei Lin Chen: possible, but adds 18 min of travel instead of 0
  • Daniel Boateng: possible, but adds 46 min of travel instead of 0
  • Hannah Lindqvist: possible, but adds 11 min of travel instead of 0
  • Omar Haddad: possible, but adds 43 min of travel instead of 0
  • Chloe Marchetti: possible, but adds 18 min of travel instead of 0
  • Ravi Sharma: possible, but adds 18 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.

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 Isla's response (renter)
Only for a different day or time: the day and hours they can do

Goes on the timeline as Isla'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 James's response (has the key)

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

Record Dev's response (landlord)

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.

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

Isla prefers SMS.

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 (5)
Call the colleague who has the keyChiamare il collega che ha la chiaveto James Whitfieldphone first

La chiave risulta ancora in mano a un altro agente e serve per una visita di oggi.

Message (WhatsApp, SMS)

Hi James, the key for 93 Curtain Yard is signed out to you since Wed 2 Sept 18:40. Sarah Okonkwo needs it for a viewing at 16:30 today. Can you get it back to the office by 15:45? If you can't, tell me now and I'll re-plan. Thanks!
Ciao James, la chiave di 93 Curtain Yard risulta presa da te da Wed 2 Sept 18:40. Sarah Okonkwo ne ha bisogno per una visita alle 16:30 oggi. Riesci a riportarla in ufficio entro le 15:45? Se non puoi, dimmelo subito e ripianifico. Grazie!

Phone call

Opening · Apertura
Hi James, it's Alex. Quick one about the key for 93 Curtain Yard.
Ciao James, sono Alex. Una cosa veloce sulla chiave di 93 Curtain Yard.
The point · Il punto
The register says it's still with you since Wed 2 Sept 18:40. Sarah Okonkwo needs it at 16:30. Can you bring it back by 15:45?
Il registro dice che è ancora con te da Wed 2 Sept 18:40. Sarah Okonkwo ne ha bisogno alle 16:30. Riesci a riportarla entro le 15:45?
If they say... · Se dice...
Yes, they can. (Sì, può.)
Perfect, thanks. Mark it returned in the app when you drop it, or text me and I'll do it.
Perfetto, grazie. Segnala come restituita nell'app quando la lasci, o scrivimi e lo faccio io.
They are far away. (È lontano.)
Okay. Could you meet Sarah halfway, or leave it somewhere safe near you? Otherwise I'll move the viewing, just tell me now.
Ok. Potresti incontrare Sarah a metà strada, o lasciarla in un posto sicuro vicino a te? Altrimenti sposto la visita, basta che me lo dici ora.
They think they returned it. (Pensa di averla restituita.)
It might be in the wrong hook. I'll check the safe again now. If it's not there, can you think back to where you last had it?
Potrebbe essere sul gancio sbagliato. Ricontrollo la cassaforte adesso. Se non c'è, riesci a ricordare dove l'hai avuta l'ultima volta?
Voicemail · Segreteria
Hi James, Alex here. The key for 93 Curtain Yard is still signed out to you and Sarah Okonkwo needs it at 16:30. Please call me back as soon as you get this. Thanks.
Ciao James, sono Alex. La chiave di 93 Curtain Yard risulta ancora presa da te e Sarah Okonkwo ne ha bisogno alle 16:30. Richiamami appena senti questo messaggio. Grazie.
Closing · Chiusura
Thanks, you're a star. Speak later.
Grazie, sei un grande. A dopo.

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

Chase the colleague who has the keySollecitare il collega che ha la chiaveto James Whitfieldphone first

Hai già chiesto la chiave, nessuna risposta, e la visita si avvicina. Telefono prima di tutto.

Message (WhatsApp, SMS)

Hi James, sorry to chase. Still need the key for 93 Curtain Yard back in the office by 15:45, Sarah Okonkwo has the viewing at 16:30. A quick YES, or tell me now if you can't make it and I'll re-plan. Thanks!
Ciao James, scusa se insisto. Mi serve ancora la chiave di 93 Curtain Yard in ufficio entro le 15:45, Sarah Okonkwo ha la visita alle 16:30. Un rapido SÌ, oppure dimmi subito se non ce la fai e ripianifico. Grazie!

Phone call

Opening · Apertura
Hi James, it's Alex again, about the key for 93 Curtain Yard.
Ciao James, sono di nuovo Alex, per la chiave di 93 Curtain Yard.
The point · Il punto
I haven't heard back. Sarah Okonkwo needs it at 16:30, so it has to be in the office by 15:45. Can you make that?
Non ho avuto risposta. Sarah Okonkwo ne ha bisogno alle 16:30, quindi deve essere in ufficio entro le 15:45. Ce la fai?
If they say... · Se dice...
Yes, on the way. (Sì, sto arrivando.)
Great, thank you. I'll mark it returned when it's in the safe.
Ottimo, grazie. La segno restituita quando è in cassaforte.
They can't make it in time. (Non ce la fa in tempo.)
Okay, thanks for saying so. I'll move the viewing now and tell the renter.
Ok, grazie per averlo detto. Sposto la visita adesso e avviso il renter.
Voicemail · Segreteria
Hi James, Alex again. Still need the key for 93 Curtain Yard by 15:45. Please text me YES if you can, or NO and I'll re-plan. Thanks.
Ciao James, ancora Alex. Mi serve ancora la chiave di 93 Curtain Yard entro le 15:45. Scrivimi YES se ce la fai, o NO e ripianifico. Grazie.
Closing · Chiusura
Thanks, and sorry for the chase. Speak soon.
Grazie, e scusa per il sollecito. A presto.

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

Ask the renter to confirm they are comingChiedere al renter di confermare che vieneto Isla Rahmanwhatsapp 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 Isla, it's Alex from the lettings team. Just checking you got our message: your viewing at 93 Curtain Yard is on Thu 3 Sept at 16:30 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 Isla, sono Alex del team affitti. Volevo solo verificare che tu abbia ricevuto il nostro messaggio: la tua visita a 93 Curtain Yard è Thu 3 Sept alle 16:30 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 93 Curtain Yard, Thu 3 Sept at 16:30: can you confirm?
Hi Isla, A quick check that you received our confirmation: your viewing at 93 Curtain Yard is on Thu 3 Sept at 16:30, 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 Isla, Una verifica veloce che tu abbia ricevuto la nostra conferma: la tua visita a 93 Curtain Yard è Thu 3 Sept alle 16:30, 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 Isla, it's Alex from the lettings team. Do you have a second?
Ciao Isla, sono Alex del team affitti. Hai un secondo?
The point · Il punto
I'm calling about your viewing at 93 Curtain Yard on Thu 3 Sept at 16:30. We sent you the confirmation but haven't heard back. Are you still coming?
Ti chiamo per la visita a 93 Curtain Yard Thu 3 Sept alle 16:30. 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 16:30. See you then.
Perfetto, grazie. Sarah Okonkwo ti aspetterà alla porta alle 16:30. 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 16:30, 93 Curtain Yard.
Scusa. Cosa preferisci, WhatsApp o email? Te lo rimando subito. È Thu 3 Sept alle 16:30, 93 Curtain Yard.
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 Isla, Alex from the lettings team. Just checking you're still coming to 93 Curtain Yard on Thu 3 Sept at 16:30. A quick text back would be great. Thanks.
Ciao Isla, sono Alex del team affitti. Volevo solo verificare che vieni ancora a 93 Curtain Yard Thu 3 Sept alle 16:30. 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 “Isla 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: 93 Curtain Yard, Thu 3 Sept at 16:30, with Isla Rahman 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: 93 Curtain Yard, Thu 3 Sept alle 16:30, con Isla Rahman 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
93 Curtain Yard, Thu 3 Sept at 16:30, with Isla Rahman is on your list. Are you good for it?
93 Curtain Yard, Thu 3 Sept alle 16:30, con Isla Rahman 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 93 Curtain Yard, Thu 3 Sept at 16:30, on your list. A quick OK by text is enough. Thanks.
Ciao Sarah, sono Alex. Volevo solo verificare che hai visto 93 Curtain Yard, Thu 3 Sept alle 16:30, 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.

Send a reminder before the viewingMandare un promemoria prima della visitato Isla Rahmansms first

La visita è tra poche ore e il renter non ha ricevuto un promemoria.

Message (WhatsApp, SMS)

Reminder: your viewing at 93 Curtain Yard is today at 16:30. Sarah Okonkwo will meet you at the door. See you there! If you can't make it, please let me know.
Promemoria: la tua visita a 93 Curtain Yard è oggi alle 16:30. Sarah Okonkwo ti aspetterà alla porta. A dopo! Se non puoi venire, per favore dimmelo.

Timeline

  1. Confirmation sent to Sarah Okonkwo by WhatsApp
    "Confirmed: 93 Curtain Yard, 16:30, renter Isla Rahman." (automatic)
    Wed 2 Sept, 14:32 · FieldFlow
  2. Confirmation sent to Isla Rahman by SMS
    "Hi Isla, your viewing at 93 Curtain Yard is confirmed for 16:30. Sarah Okonkwo will meet you there." (automatic)
    Wed 2 Sept, 14:32 · FieldFlow
  3. Told the agent and the renter
    Sarah Okonkwo, Thu 3 Sept at 16:30. They know, they have not said yes yet. From here on, changes have a real cost.
    Wed 2 Sept, 14:31 · Alex Morgan
  4. Access check due Thu 3 Sept 14:30
    office key, 2 h before the viewing
    Wed 2 Sept, 13:59 · FieldFlow
  5. Planned with Sarah Okonkwo for Thu 3 Sept at 16:30
    Sarah Okonkwo is the closest available agent (already at 93 Curtain Yard), inside the requested window (16:30 to 18:30), 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.
    Wed 2 Sept, 13:59 · FieldFlow
  6. Viewing requested by Isla Rahman
    Thu 3 Sept, between 16:30 and 18:30, 20 min, standard priority, via web
    Wed 2 Sept, 13:39 · FieldFlow

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