This article walks through how to manually approve or deny scheduled tours submitted through Aptly Access Showings. You’ll learn what prospects complete when requesting a tour, where to find tour requests, and how to review and take action directly from the Renter Leads Board.
How Tour Requests Work in Aptly Access
When a prospect schedules a tour through Aptly Access, they are guided through a multi-step process designed to collect the information you need before approving a showing.
Steps a Prospect Completes
- Personal Information
The prospect enters their basic contact and personal details.
- Identity Verification
- Upload an ID manually, or
- Complete instant ID verification, which includes name matching, ID checks, and a selfie check.
Based on your configuration, the prospect will either:
- Qualification Questions
The prospect answers qualification questions that you’ve configured in Aptly Tours settings. If a prospect selects an adverse response, they are required to add a comment explaining their answer.
- Tour Date and Time
The prospect selects a preferred tour date and time and can include optional comments if they’d like to share additional information.
- Consent and Submission
The prospect agrees to the terms, provides their signature, and submits the tour request for review.
- Optional Fee (If Enabled)
If a tour fee is required, the prospect will complete payment before the request is submitted.
Once the request is submitted, it is automatically sent to Aptly for review.
Where to Find Scheduled Tour Requests
After submission, the tour request automatically appears on the Renter Leads Board in the Scheduled Tour stage.
To review the request:
- Double-click the card, or
- Open the card and click the Expanded Card View icon (the window icon).
If you do not see the Aptly Tours view, refer to this article on adding the Aptly Tours view with the required widgets.
Reviewing a Tour Request
Within the Aptly Tours view, you’ll see four tabs at the top of the expanded card. These tabs allow you to review the request before approving or denying the tour.
Overview
The Overview tab displays high-level tour details, including:
- Property location (which can be updated if needed)
- Requested tour date and time
To update the tour date or time, click Change Date.
ID
The ID tab shows the prospect’s identity verification results. If instant ID verification was used, you’ll see:
- Name match results
- ID check status
- Selfie verification
- Any failed checks or red flags (indicated with red icons)
Qualifications
The Qualifications tab displays the prospect’s responses to your custom qualification questions. This is where you can:
- Review all submitted answers
- See required comments for any adverse responses
Consent
The Consent tab confirms that the prospect:
- Agreed to the required terms
- Provided their electronic signature
Approving or Denying a Tour Request
You can approve or deny a tour request from any of the four tabs.
Denying a Tour
When you click Deny:
- Add comments that will appear in the default email sent to the prospect (these comments are customer-facing)
- Toggle whether the email should be sent
- Click Deny to finalize the decision
If enabled, the denial email is sent automatically.
Approving a Tour
When you click Approve:
- Add a personalized message for the prospect
- Toggle whether the approval email should be sent
- Click Approve to confirm
Once approved, the tour continues through the automated showing flow.
After a Tour Is Approved
After approval:
- The prospect receives automated email reminders
- Emails include the appropriate link and instructions for viewing the property at the scheduled time
At the bottom of the request, you’ll also see:
- The approval or denial status
- The name of the user who took the action
- The date and time the action occurred
If a property is no longer on the market, the tour will not be automatically canceled. Prospects will need to be notified and the card and event will need to be updated accordingly.
Reopening or Updating a Tour Request
You can reopen a tour request at any time to:
- Update request information
- Change the property location
- Modify the tour date or time (within the allowed time frame)
- Cancel/Deny the Tour
All actions, including approval and denial emails, are logged in the card history, allowing you to track when communications were sent.
Related Articles
Search Keywords
Apply Access tours, Apply Access showings, scheduled tours, approve tour request, deny tour request, Renter Leads Board, Apply Tours view, rental showing approval, tour request review, identity verification for tours