Reduce the number of integrations you have by using Aptly Access. Prospects can schedule a tour directly with you using Aptly.
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
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
- 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 Board Settings
Click Board Settings to manage tour options for that specific board.
Tour Windows
Define your available time slots or calendar of availability.
- Choose a Tour Mode:
- 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 your 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.
- 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.
- Optional Tour Fee collection.
- Enter the fee amount.
- Select your Aptly Pay (Stripe) account to process payments.
- Used with qualification criteria to confirm if their
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.
- 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 approved for tours.
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, or add custom language and merge fields to tailor your communication. The same options apply to Denied Tour Communications, using the default denial template or your own custom version.
Managing Multiple Lead Boards
Each Lead Board has its own tour settings. If you manage multiple boards, repeat this setup process for each one to ensure consistent tour handling across your listings.