Prospects can schedule a tour directly with you using Aptly Access.
How Does It Work?
Accept showings for a property after the prospect has been screened through ID Verification. Prospects will request a showing and through that process, they will verify their identify and submit a request. Property Management teams have the option to approve or deny and then schedule manually or have the option to auto-approve prospects.
Key Benefits
- Option to go keyless
- Screen prospect’s identity prior to a showing (it carries over to the application so it only needs to be completed once)
- Option to automatically approve and schedule prospects
- Internal tour calendar
- Option to track Showings on your lead board
Prepare to Enable Aptly Tours
Before you can start to use Aptly Tours, you’ll need:
- Properties and Units synced to Aptly
- Listing Widget setup and installed
- TTLock Compatible Locks paired and assigned to Units (if using Self-Tours)
We recommend utilizing Aptly Access Tours with Aptly Screening for a seamless process. Reach out to sales@getaptly.com to learn more.
Enabling and Configuring Tours
You can manage and customize your tour experience directly from your Listings settings. Once enabled, tour requests will automatically integrate into your Lead Boards, allowing you to track and manage them efficiently.
Enabling Tours
- Navigate to Listings and select Listing Settings.
- Open the Tour Settings tab.
- Toggle Enable Tours to activate tour functionality.
Once enabled, you can select which Lead Boards tour requests will route to.
- Choose one single board if you want all tour requests to go to the same place.
- Choose designated boards if you manage multiple regions or property groups and want leads separated accordingly.
Adding a Tour Rule
Use tour rules if you manage multiple lead boards.
- Click Add Tour Rule.
- Give the rule a name to identify it.
- Select the board where the tour requests should appear.
- You cannot select the same board more than once. If it’s missing, it’s already being used by another rule.
- Select your locations.
- You can select all locations or apply filters (e.g., by region or upcoming availability).
- Click Create.
Once added, your tour rule will appear in the list. The list view includes:
- Tour Rule Name
- Location it applies to
- Board it routes to
- Actions (Edit or Delete)
Configuring Tour Settings
Automatically Canceling Tours for Unavailable Units
An automation setting is available within Aptly Access Tours that allows tours to automatically cancel when a unit becomes unavailable.
This feature helps ensure prospects are not touring units that are no longer available and provides them with an easy way to schedule a tour for another property.
Enabling the Automation
To enable this feature:
- Open your Aptly Tour Settings
- Navigate to the new Automations section
- Enable Auto-Cancel Tours When a Unit is Unavailable
This setting can be toggled on or off at any time.
When a Unit Becomes Unavailable
A unit is considered unavailable in Aptly when either of the following occurs:
- A lease is connected to the unit
- The unit is moved into the Occupied stage
Once either action occurs:
- Any open tour associated with that unit on your Renter Leads board will automatically be canceled
- The prospect will receive an email notifying them that their tour has been canceled
- The email will also include a link to your available listings so they can schedule a new tour
Important Setup Requirements
This automation relies on your Renter Leads board. Be sure that:
- A Renter Leads board has been created
- The correct board is selected within your Aptly Tour Settings
Without a connected Renter Leads board, the automation will not function properly.
To ensure tours and applications reflect accurate availability, it is important to actively manage your unit statuses.
Within Aptly, listings use separate availability filters for:
- Showings/Tours
- Applications
Best Practice
The recommended setup is to use the same availability filter for both.
Most customers use a Published for Rent filter on their units and manage availability by toggling the Published for Rent flag:
- Manually
- Or through an automation configured by your account team
This helps ensure that:
- Tours can only be scheduled for available units
- Applications remain accurate
- Units are automatically removed from availability when occupied or leased
Additional Notes
- This automation does not move the renter lead card to another stage
- You will not receive a notification when a tour is auto-canceled
- Notifications are only sent when a lead manually cancels their own tour
To review canceled tours:
- Open your Renter Leads board
- Open the related lead card
- Navigate to the Tours section
There you will be able to see that the tour was automatically canceled due to the unit becoming unavailable.
Setting Up Tours
In Listings Settings > Tour Settings, click the cogwheel to edit the tour settings for the tour rule.
General Setting > Tour Windows
Define your available time slots or calendar of availability.
Only one global tour mode can be used at a time per board. You can override any listing’s tour settings.
- Self-Guided: Create your own calendar and set available time slots.
- Tour duration
- Maximum tours per time slot
- Available days and times
- Toggle on each day of the week.
- Click Add Time Slot to enter specific hours.
- Click Save when complete.
- Agent-Led: Use an Aptly Calendar or Calendly integration to schedule tours.
- Resident-Led: Set the duration, max bookings per time slot, and enable resident notifications. Set availability.
Tour Terms and Stages
- Add Tour Terms and Conditions using a communication template to add company specific terms for touring. (Optional) Use merge fields from the unit to include property specific details.
- Choose which Lead Board stage tour requests will move into (for example, “Scheduled Tour”).
- Enable “Allow Tours Without a Location” if you want prospects to request tours before selecting a specific property.
- Enable Ad Source Tracking to collect lead source information from prospects.
- You can add, remove, or edit options as needed.
- All settings are automatically saved.
Fraud Detection (Aptly TourSecure)
To ensure secure, qualified prospects, enable Aptly TourSecure.
You can require:
- Real-time ID verification (same as with Aptly Screening).
- If completed during the tour step, it automatically attaches to the applicant’s record (if enabled in Screening Management Settings).
- Requires a live capture of their government-issued ID and a live selfie.
- There is a charge per ID Verification.
- Optional Tour Fee collection.
- Enter the fee amount.
- Select your Aptly Pay (Stripe) account to process payments.
- Used with qualification criteria to confirm their identity.
Qualification Criteria
Define the requirements prospects must meet before scheduling a tour.
You can set:
- Required Household Income (e.g., 2.5x monthly rent).
- Custom Screening Questions to pre-qualify leads.
Question Types:
- Text Field – Open-ended response that won’t affect auto-approval decisions.
- Yes/No – With the ability to select which response passes.
- Example: “Do you smoke?” → No is the passing response.
Save your qualification questions once configured.
Approval Settings
Determine how prospects are automatically approved for tours. Auto-approved tours will receive an automatic reminder email before their tour with a link to generate a code and link to the NoKey app to access the property.
You can enable Auto-Approval and define the conditions that must be met:
- ID Verified (no alerts)
- ID Name Match
- Contact Record without Alerts
- Payment Name Match
- Payment Zip Code Match
- Qualification Questions Passed
Each condition helps ensure only verified and qualified prospects are approved automatically.
You can use Aptly’s Default Approval Template and add custom language and merge fields using a template to tailor your communication.
The same options apply to Denied Tour Communications, using the default denial template or your own custom version.
Why Add Custom Language to the Default Templates
Aptly will send a default template to prospects without any information about how to access the lock or lockbox. Locks and Lockboxes are unique to each leasing team. You can use your own TTLock compatible locks or order them from Aptly. We recommend adding additional custom language to the templates to personalize the messaging and provide instructions on how to access your specific locks. Utilize merge fields to provide custom information to your prospect based on their preferred location.
You can use your own custom template to send to prospects instead of the default template by toggling it off.
Notifications
Set notifications for the card assignee when:
- Self Tour is Requested
- Self Tour is Cancelled
- Self Tour is Rescheduled by the Prospect
- Self Tour needs Approval
- Self Tour Auto Approval Failed
The same notification types are available: Notification Center, Google Chrome Notifications, Push Notifications (Mobile App), Email Notifications.
Prospects will get Tour Reminder emails 24 hours and 4 hours before.
Managing Multiple Lead Boards
Each Lead Board can have its own tour settings. If you manage multiple boards, repeat this setup process for each one to ensure consistent tour handling across your listings.