Appointments

Introduction

The "Appointments" feature is used to set and track scheduled appointments with your leads. These appointments can be added by you manually, or they can be requested by the lead directly from your IDX website.

*IMPORTANT: Please note that before you can send an appointment invitation to a lead, you need to integrate your Google Calendar or Exchange Calendar (see Integrating Google Calendar and Exchange Calendar). Chime uses the integrated calendar to send calendar invitations. If you have not integrated your calendar, the appointment will be created but the invitation will not be sent to the lead. 

 

Summary

• Create Appointment via Lead Profile Page
• Create Appointment via Tasks Section
• Edit an Appointment
• Assigning Tasks to Others
• Showing Requests

 

Create Appointment via Lead Profile Page

*Keep in mind that these appointments are external invitations to lead. The lead will be able to view the title and description of the appointment if you have integrated your calendar.

After integrating your calendar, to create an appointment manually go to a lead profile page, click the "+" icon at the top righthand corner of the "Appointments" section (under Activities tab which is the default):

In the pop-up window, enter the description of the appointment

• If the appointment is created in Chime without a description, then the description of the appointment synced to Google/Outlook Calendar will be: "Lead Name - New Appointment"
• If the appointment is created in Chime with a description, then the description of the appointment synced to Google/Outlook Calendar is: "Lead Name - Description"

Choose the start and end dates/times:

Enter the address where the appointment will take place in the location field. This is an optional field:

If you want to also be reminded of the appointment by a call or text message. To schedule a reminder, select "by Call" or "by SMS" under reminder options:

After clicking the save button, the newly-created appointment will display on the lead's profile page under the Appointment section, an email will be sent to the lead's primary email address only, and the event will also be synchronized to your integrated calendar:

 

Create Appointment via Tasks Section

Appointments can also be created via the Tasks section of Chime. To do so, first click on Tasks page on the top menu bar:

Hover over the "+ Add New" button on the top, and click "Add Appointment."

In the pop-up window, you must assign the appointment to a specific lead by searching for their name, email, or phone. You must also assign it to a Chime user in the "Assign to" section:

Click the save button, and the appointment will appear in your task list and be added to your integrated calendar:

 

Edit an Appointment

Via a Lead Profile

Go to the lead's profile/detail page. Move your cursor onto the appointment that you want to edit on the top right (hover), and the "Edit" icon will appear:

Click "Save" after you have made any adjustments:

 

Via Tasks Page

Go to the Tasks page. You can locate appointments by filtering with "Task Type" and selecting "Appointment" and deselecting the others.

Click the whole row of one specific appointment and then you will notice an "Edit" icon in the top right:

Click save after you make adjustments:

 

Assigning Tasks to Others

When creating an appointment, you have the ability to assign it to another user who has access to that lead (see Lead Privacy: Team Leads vs. Private Leads), but note that you cannot currently assign an appointment to a lender-type Chime account. Here is where you would assign the appointment to someone else:

When assigning an appointment to another user on the team, it will appear on their "Tasks" and on their integrated calendar if they have it connected. The appointment will only show up on the task list or integrated calendar for the individual in the "Assign To" slot of the appointment. Currently, you can only add ONE assignee per appointment. Keep in mind that if a calendar is integrated, it will also send the invite to the lead's email address.

 

Showing Requests

Showing requests are received in real time based on when a lead schedules a tour from your IDX Website. The Chime CRM allows for you to manage these requests to accept and add them to the calendar or take another appropriate action.

When a lead submits a showing request, you will receive notifications by email and by push notification on your web and mobile app.

 

Viewing All Showing Requests

You can view all showing requests received on the Tasks section by clicking on "Showing Request" on the left sidebar:

Clicking on the lead's name will take you to the lead's profile page where the request can also be accepted. 

To accept the showing request from the lead profile page, click on "+ Accept and Add Appointment" in the "Appointment" section:

To accept the showing request from the Tasks page, click on the row for the request, click on the "Action" drop-down menu, and then select "Accept"

Choose the details for the appointment (it does not have to be the exact same time that was requested, though it will default to that), and click "Save" to add to your appointments. As a reminder, this will also send an invite to the lead from your integrated calendar (Google or Exchange).

 

Questions?

If you have any questions regarding this topic or any others, please reach out to our Support Team via email at <support@chimeinc.com> or by phone at 1 (855) 981-7557.