> For the complete documentation index, see [llms.txt](https://help.immodio.app/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.immodio.app/en/anleitung/besichtigungen/termine.md).

# Appointments

This page explains how to manage viewing requests, invite prospective tenants and coordinate your apartment viewings efficiently in Immodio.

{% embed url="<https://www.youtube.com/watch?t=2s&v=1ZIlzTkZ3ME>" %}

### General

* Under the **"Appointments"** tab you find an overview of all viewing requests received.
* Important information is shown for each request, such as net household income, type of employment, number of people moving in, pets, earliest move-in date and contact details.
* On the basis of these details you can decide whether you want to **invite** the prospective tenant **to the viewing** or **reject** them.

<figure><img src="https://3986577705-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FDGfFw4On4r2uLklBZ5ju%2Fuploads%2Fput3rUpAEUaUPCTG3Fhv%2Fimage.png?alt=media&#x26;token=a254c15d-11a1-4bd8-baf6-1b36952b4d5a" alt=""><figcaption></figcaption></figure>

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### Actions

#### New viewing request

<figure><img src="https://3986577705-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FDGfFw4On4r2uLklBZ5ju%2Fuploads%2FzrGWZRCegH22R7yC2bEh%2Fimage.png?alt=media&#x26;token=290c04a2-d394-4763-a5c3-b5213ab8a3f2" alt=""><figcaption></figcaption></figure>

* **Invite:** Confirm the appointment request by clicking **"Invite"**. The prospective tenant is informed automatically in Immodio and by email and invited to the viewing. They now have access to the "Details" of the viewing (for example the exact address) that you set when creating the viewing.
* **Reject:** If you do not want to invite the prospective tenant, click **"Reject"**. The prospective tenant is informed automatically through Immodio and by email and receives a rejection. You do not have to do anything else.
* **Show / hide details:** **"Show details"** lets you view all the details stored for the request, such as income, number of people or pets. This lets you make an informed decision about whether to invite the prospective tenant to the viewing.
* **Note:** The **"Note"** button lets you record personal remarks about the prospective tenant.\
  These are **visible only to you** and help you keep track.

#### Invited applicant

<figure><img src="https://3986577705-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FDGfFw4On4r2uLklBZ5ju%2Fuploads%2FqdMVRhglV3XCf6oXoG7f%2Fimage.png?alt=media&#x26;token=7a5c20dc-f38c-4662-b48e-9e7e7909c0bf" alt=""><figcaption></figcaption></figure>

* **Request documents:** Once the viewing is complete you can use **"Request documents"** to request the **applicant's application documents**, including a standard tenant self-disclosure form as well as proof of identity, creditworthiness or income. For data protection reasons (GDPR), documents can only be requested **after** the viewing appointment (or on the day of the viewing).
* **Reject applicant:** Alternatively you can **reject** the applicant. The applicant is informed about the decision automatically. You do not have to do anything else.

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### Status of appointment requests

By default you see **all appointment requests**. The **filter cards** let you filter the requests **by their status**.

The following statuses exist in the **Appointments** area for viewings:

<figure><img src="https://3986577705-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FDGfFw4On4r2uLklBZ5ju%2Fuploads%2FnK8Zou5Z0ufN5yfno5RI%2Fimage.png?alt=media&#x26;token=e44d7a33-4b25-4d74-a7e3-53b8f6e73d66" alt=""><figcaption></figcaption></figure>

<table><thead><tr><th width="140">Status</th><th>Explanation</th></tr></thead><tbody><tr><td>New</td><td>New requests from prospective tenants for a viewing appointment that have not yet been handled.</td></tr><tr><td>Waiting list</td><td><p>Prospective tenants who apply for a viewing although all available time slots are currently taken are placed on the waiting list.</p><p>A time slot stays reserved until you have rejected the prospective tenant concerned.</p><p>Under the <strong>"Viewings"</strong> menu item, use the <strong>"Add period"</strong> button to add further periods and make free viewing times available to more prospective tenants.</p><p>As soon as viewing appointments become available again, Immodio automatically informs all prospective tenants on the waiting list who have a verified email address. A notification is sent when you add a new viewing period or when a prospective tenant who has already been invited cancels their appointment and a time slot therefore becomes free again.</p><p>The prospective tenants can then select an available viewing appointment through the tenant portal. They can view their current waiting list status there at any time.</p></td></tr><tr><td>Invited</td><td>Prospective tenants you have invited to the viewing.</td></tr><tr><td>Requested</td><td><p>Applicants from whom you have requested documents after the viewing.</p><p>For data protection reasons (GDPR), application documents can only be requested <strong>after</strong> the viewing appointment has taken place.</p></td></tr><tr><td>Rejected</td><td>Applicants you have rejected or who have cancelled themselves.</td></tr><tr><td>Not suitable</td><td><p>Prospective tenants who were rejected automatically because of your <strong>exclusion criteria</strong>.</p><p>If you do want to invite a prospective tenant from the <strong>"Not suitable"</strong> or <strong>"Rejected"</strong> categories after all, you can do so manually, for example using the email address in the applicant data.</p></td></tr></tbody></table>