To assign a viewing invitation to selected applicants on a match list

When inviting applicants within a match list to view the corresponding asset, an initial appointment slot must be created, comprising both the scheduled date and start time. Once created, additional applicants can be appended to the same viewing slot or assigned their own slot, as required. This approach enables housing organisations to maintain sensible limits on the number of applicants attending a specific viewing appointment, with a single officer present, whilst at the same time maximising viewing capacity.

The procedure to assign a viewing invitation to selected applicants on a match list (new viewing slot) is as follows:

1. Prerequisite procedural steps are covered separately in the topic To generate a match list for a resource. Refer to these before proceeding to step 2.
2. Activate the Select tick box against one or more rows containing applicants who are being invited to view a property.
3. Click on Viewing 1. The Create Viewing window is displayed.
4. Enter the Viewing Date and Viewing Time using the calendar () and clock () icons respectively, or type in the values directly i.e. to specify the required viewing slot for the applicants 2.
5. Using the Viewing Officer (User) drop-down field, select the officer conducting the viewing appointment from the cohort of system users; alternatively, enter the full name of the Viewing Officer into the field provided i.e. where the officer is not recorded on the system.
6. Use the Notes field to add contextual data in support of the property viewing invitation; the expansion arrow () can be employed to increase the size of the text entry field 3.
7. Using the Status drop-down field, verify that the proposed viewing invitation record reflects the desired value i.e. Arranged.
8. Click on Save 4. The Action of the selected applications is automatically set to Invited to View in the Match List summary table.

Similarly, the procedure to assign a viewing invitation to selected applicants on a match list (existing viewing slot) is as follows:

1. Prerequisite procedural steps are covered separately in the topic To generate a match list for a resource. Refer to these before proceeding to step 2.
2. Activate the Select tick box against one or more rows containing applicants who are being invited to view a property.
3. Click on Viewing 1. The Select Viewings window is displayed.
4. Using the Available Viewings drop-down field, select a suitable viewing slot that has already been assigned to one or more applicants, comprising both the date and start time.
5. Alternatively, click on New Viewing to enter a specific viewing slot for the selected applicants, not previously assigned.
6. Click on Save 4. The Action of the selected applications is automatically set to Invited to View in the Match List summary table.

Note

1 This option is only available in the instance where the associated allocations list is configured with the Include Viewing attribute.

2 The permitted date entry format is DD/MM/YY or DD/MM/YYYY; the permitted time entry format is HH:MM.

3 The contextual notes entered will be applied to all applications in the chosen subset; hence it is important to only group together applications where the circumstances surrounding the viewing invitation are identical.

4 Case creation rules linked to the associated allocations list will dictate the generic case file to be automatically triggered in support of the viewing process.

See related topics...

Match list management overview

To generate a match list for a resource

To update the appointment details of a viewing invitation

To bypass selected applicants on a match list