For Prospects

Tour Scheduling & Management

Tours booked in the conversation, against your real calendar — never an invented time.

Tour Scheduling & Management: a narrated walkthrough in Betterbot.

Prospects book inside the conversation they're already having — no phone tag, and no scheduling link unless that's how your property works. Offered slots are read from your PMS or connected calendar where the system supports it, and from your configured tour hours otherwise; a time is only ever offered if it's actually open. The booking is written back so your team sees it as their own, and confirmations, reminders, and the inevitable reschedules happen automatically.

Slots read from your PMS or calendar — never invented

Booked, confirmed, and reminded automatically, with write-back

In-person, self-guided, and live video tours

Optional staff approval: hold the slot, confirm with one click

How it works

The AI offers only real timesAvailability comes from your PMS or scheduling calendar where it provides one, or from your tour hours, slot lengths, and blackout dates on Betterbot's own calendar — with held slots respected, and Google or Outlook busy times checked where connected. Tour times come from the calendar, never from the model.
It books only when it's sureA specific date and a specific time, plus the prospect's name, phone, and email — “sometime after 5” isn't good enough to book. If your setup uses an external scheduling page, the AI hands over that link instead.
The booking lands in your systemWritten back to your PMS or calendar, so on-site staff see it exactly as if they'd booked it themselves. The prospect gets a confirmation email with a calendar invite; the tour shows up in your team's Leasing Dashboard. Properties that want a human to approve tours can hold the slot as a request instead, and confirm it with one click.
Reminders and reschedules run themselvesBy default a reminder goes out three hours before, by email and text, and a follow-up three hours after. Both are written for that prospect and that tour, not pasted from a template. To reschedule, the prospect just replies, and the new time is checked against real availability like any other booking.
Outcomes drive what happens nextYour team runs the tour from the Leasing Dashboard: a day-of checklist, confirm, start, complete, then the outcome — show, no-show, or lease signed — with units toured and notes for everyone. Outcomes are normalized across systems, and the follow-up goes out. If a booking write ever fails, the AI says so and offers another time; it never implies a tour exists that doesn't.

Booked in the thread

Could we do Saturday?
Saturday I have 11:00 AM or 2:30 PM for an in-person tour — which works better?
2:30
Done — Saturday at 2:30 PM. A confirmation is on its way, and I'll remind you a few hours before.

Books against

EntrataYardi RentCafeAppFolioRent ManagerRealPageKnockFunnelHy.LyAnyoneHomeGoogle CalendarOutlook Calendar

Booking windows follow each system's rules; Yardi pairs with RentCafe or a connected calendar for scheduling.

Straight answers

Can it double-book my team?

No — held slots are excluded, including tours still awaiting staff confirmation, and if two messages arrive at once for the same slot, only one booking is made. Google and Outlook connections also see your team's own calendar events, not just Betterbot's bookings.

What tour types are supported?

In-person, self-guided, and live video, per property configuration. Phone inquiries become callback requests for your team rather than booked slots.

What if the booking fails on the PMS side?

A tour only counts as booked when your system confirms it. If the write fails or the slot just closed, the AI tells the prospect and offers another time.

How far out can prospects book?

That follows your system's own booking window — and when a prospect asks beyond it, the AI names the latest date it can actually book.

Can a tour be booked over the phone?

Yes. The voice AI quotes real open times during the call, and the booking is confirmed by text right after, so the prospect has it in writing. Phone-call appointments themselves aren't booked as tours; those become callback requests for your team.

Does booking a tour affect the other follow-ups?

Yes. The moment a tour is booked, the generic follow-up sequence stops, so nobody gets a “just checking in” email hours before their visit. Tour reminders take over, and if the tour is cancelled, one re-engagement message goes out the next day.

More for prospects

AI WebsitesProspect ManagementApplication Management

More days that end with leases signed.

Bring us the leasing problem that bothers you most. We'll listen, then shape the demo around it.