Calendar Management

We all know that Propertybase is uniquely equipped to help you manage your real estate business. Did you know that Propertybase also offers powerful Calendar management features? In this article we will explore how you can level up your daily productivity game with the Propertybase Calendar!

Basics

The Calendar can be accessed by clicking the Calendar tab in the main navigation.


Components

Upon viewing the Calendar, the general layout should feel similar to other Calendar tools. Most of the page is consumed by one of three layout options: day, week or month. Events are displayed on the Calendar based on their date and time. Events are colored based on the Calendar they belong to. For a more detailed look at this page, view the feature break down below.

View

You can switch between day, week and month view by using this toggle. It can be activated by clicking the "Calendar" icon in the top right area of the screen.

Current View

On the right side of the screen, your current view is displayed with a grey highlight. This highlight changes when you switch between day, week and month view.

Toggle Calendar

You can hide events from a specific Calendar by clicking the Calendar "color" next to it. Once hidden, clicking that area again will show the events once more.

Share Calendar

Clicking the arrow to the right of a Calendar will provide a few options.

Clicking "Share Calendar" will open a popup window and you can select Users to share you Calendar with.

If you have more than one Calendar enabled, you can click "Show Only This Calendar" to quickly hide events from all other Calendars.

Add Calendar

Clicking the "gear" icon next to "Other Calendars" will display the "Add Shared Calendar" button.

Once clicked, this button will display a popup containing a list of Users that have shared their Calendar with you. Selecting one will add it to your Calendar.

New Calendar

Clicking the "gear" icon next to "My Calendars" will display the "New Calendar" button. 

Click the "Events & Showings" tab at the top of the page to learn more about the Propertybase Calendar.

Events & Showings

Now that we've covered the basics of what features are available to the Calendar, let's discuss the different types of events and how to create them. There are two types of Calendar entries: Events and Showings.


Event

An "Event" is simply a term for any Event that you would like to track on the Calendar. There are three default Event types: Meeting, Call and Other. (You can add additional Event types in the Object Manager.) For any Event or Activity that is not a Showing, "Event" is the Calendar event type you should select.

Showing

A "Showing" is very similar to an "Event", however there are two additional fields: Client Rating and Client Feedback. Using this Calendar event type will allow you to input additional information specific to Showings.


Create Event

To create a new Event or Showing, follow the steps below.

  • Click New Event in the top right corner of the Calendar screen.
  • Select a record type, Event or Showing, and then click Next.

Next fill out all applicable information and click Save.

See the section below for more information regarding available fields.


Event Components

In this section we cover some of the less self-explanatory components available when creating (or editing) Events and Showings.

1. Assigned To

This field determines which User's Calendar this Event will appear on. This User will also receive the reminder notification - if set.

2. Name

This is the Contact that the Event relates to. For example: If you are creating an Event for a phone call, then the Contact you are calling should be selected here.

3. Related To

If this Events relates to any record in Propertybase (Listing, Property, Inquiry, etc.) you can select that here.

4. All-Day Event

If you don't want to select start and end times, check this box.

5. Private

Selecting this options means that Users you have shared your Calendar with can't see Event details. The event will simply show the time and say "Busy".

6. Reminder Set

Selecting this option will send you a notification (in Propertybase) prior to the Event.

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1. Location

This the location where the Event or Showing is being held.

2. Show Time As

This allows you to show others viewing your Calendar if you are busy, free or out of the office.

3. Description

If you would like to add additional details, do that here.

4. Client Rating (Showing)

After showing a Property, use this field to record client rating. This field is exclusive to Showings.

5. Client Feedback (Showing)

After showing a Property, use this field to record client feedback. This field is exclusive to Showings.

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Click the "Calendar Syncing" tab at the top of the page to learn more about the Propertybase Calendar.

Calendar Syncing

When creating and viewing Calendar events, you aren't limited to just Propertybase! Using the Lightning for Gmail and Lightning for Outlook features, you can synchronize your Propertybase Calendar with either of the platforms.


Lightning for Gmail

To get started with Google Calendar sync, follow the steps below.

  • Click the gear icon in the top right of the screen, then click Setup.
  • Select Lightning for Gmail in the Quick Find menu.
  • Enable Lightning Sync using the toggle on the right side of the page.
  • Follow the steps provided under Connect with Google.

Lightning for Outlook

To get started with Outlook Calendar sync, follow the steps below.

  • Click the gear icon in the top right of the screen, then click Setup.
  • Select Lightning for Gmail in the Quick Find menu.
  • Enable Lightning Sync using the toggle on the right side of the page.
  • Follow the steps provided under Connect with Outlook.
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