Opening an appointment and recording the outcome

An appointment in PropOrdo does two jobs: it gets you and the client to the same door at the same hour, and then it records the answer to “what happened?”. Without the second, the first never happened as far as the agency is concerned: an appointment with no outcome is excluded from reports and cannot open a sales file.

1. New appointment

From the left menu open Appointments and press + New Appointment. The fields:

• Title: short and recognisable, for example “Ahmet Bey — Oba 2+1 viewing”.
• Meeting type: viewing, meeting, phone call, photo / video shoot, field work, contract / signing, valuation, other. The type decides which outcome options appear when you close it.
• Date and time, Duration (minutes).
• Person: the client from Contacts. Link the appointment to a person; an unlinked appointment does not show in the client file and has to be linked later from the “Unlinked Appointments” screen.
• Related property: the property being shown. This link is what makes the appointment count as a “viewing” in the funnel report.
• Responsible agent: you by default; managers can assign another agent.
• Location / link: a physical address or a meeting link. For a remote meeting, “Create a valid Google Meet link” opens a room.
• Notes and preparation: the client's particular wishes, a budget reminder, the door code.

Press Save and the appointment appears in the calendar and in the “To do” list on the Today screen.

2. Send the invitation

The “⋯” menu on the appointment row has Send invitation, which emails the client the details with a calendar (.ics) attachment. Send via WhatsApp opens the same text in WhatsApp; if the appointment is linked to a contact, the number is ready. Download .ics adds it to your own Apple or Outlook calendar.

3. Close the appointment with an outcome

Once the appointment time has passed, outcome buttons appear under the row. For a viewing the options are Liked it, Undecided, will think, Did not like it, Client did not show, Postponed to another day. A phone call has its own options such as “Spoke, interested”, “Unreachable”, “Call back later”. Pressing one closes the appointment.

When you press “Liked it”, PropOrdo asks: “Open a sales file from this appointment?” Press Open file and the client and property are pre-filled; you only enter the amount, and commission is calculated from there on the Sales Files screen. Press Not now and the outcome is saved for you to open the file later.

Edit a postponed appointment with the new date; mark a cancelled one as “Cancelled”. Do not delete it: a deleted appointment disappears from history too.

4. See what is still open

At the top of the Appointments screen the number of appointments awaiting closure is shown: “N appointments waiting to be closed. An appointment without an outcome cannot enter reports or conversion analysis.” Press Show the ones to close to filter the list, and clear it every evening. The “No outcome recorded” filter option does the same job.

A branch manager sees every appointment in the branch with the “Whole team” filter. Asking about unclosed appointments in the weekly meeting is the shortest route to an accurate funnel report.

5. Ask the client for a rating

Rating link in the same “⋯” menu generates a single-use link to send to the client; they rate the viewing and mark the agent they met. The link is valid for 30 days and can be answered once. Not mandatory, but the cheapest way to see agent performance through the client's eyes.

Checklist

• Appointment linked to a person and a property.
• Invitation sent.
• Outcome chosen once the time has passed.
• “Waiting to be closed” count is zero at the end of the day.

Next lesson: turning a WhatsApp conversation into a record.