Tour calendars in Aptly allow you to control when prospects can schedule self-guided and resident-led tours—while ensuring availability aligns with your team and residents.
This article covers how to configure global tour calendars and override them at the unit level.
Tour Modes Overview
Within Listing Settings → General Settings, you can configure your available tour modes:
- Self-Guided Tours – Prospects tour independently using access locks
- Resident-Led Tours – Current residents host the tour
- Agent-Led Tours – Managed through your paid Calendly integration
Agent-led tours are scheduled through Calendly. The Aptly tour calendar applies only to self-guided and resident-led tours.
Setting Up Your Global Tour Calendar
Your global calendar defines default availability for all self-guided and resident-led tours.
To configure:
- Go to Listings
- Select Listing Settings
- Open General Settings
- Locate the Tour Mode section
Configure the following:
Time Zone
Select the correct time zone for your listings.
Tour Duration
Set how long each tour lasts (e.g., 30 minutes).
Bookings Per Time Slot
Define how many tours can occur within a single time slot.
- Example: A 30-minute duration with 2 bookings allows 2 prospects to tour at the same time.
Resident-Led Tour Notifications
For resident-led tours, you can control who is notified when a tour is confirmed.
Notification options include:
- Primary resident
- Roommate / co-resident
- Emergency contact
- Property manager
- Leasing office
These notifications apply to both auto-approved and manually approved tours.
Setting Availability
Define when tours can take place:
- Toggle on the desired days of the week
- Add one or more time windows per day
- Align availability with office hours or support coverage
You can create multiple time slots per day to provide flexibility.
💾 Be sure to click Save after configuring your calendar.
Creating Unit-Specific Tour Calendars
If a unit requires a different schedule, you can override the global calendar.
This is especially useful for resident-led tours, where availability depends on the current resident.
To override:
- Open a unit from the Listings page
- Ensure the unit is Published for Rent and Showings Enabled
- Scroll to Showing Details
- Toggle Override Global Settings
Configuring Unit-Level Availability
Once overridden, you can define:
Time Zone
Set the unit-specific time zone.
Business Hours
- Set availability by day of the week
- Define a single start and end time per day
Unit-level calendars do not support multiple time windows per day.
Tour Duration & Capacity
- Set the length of each time slot
- Define how many tours can occur per slot
Overriding Tour Settings by Unit
At the unit level, you can also:
- Change the Tour Mode (e.g., switch to resident-led only)
- Update Notification Recipients (for resident-led tours)
- Select the Calendar Provider (Aptly or Calendly)
ℹ️ For self-guided and resident-led tours, Aptly’s calendar is typically used by default.
Viewing Tour Calendars
Global Tour Calendar
To view all scheduled tours:
- Navigate to Calendar
- Search for and select Tour Calendar
Unit-Specific Calendars
To view tours for a specific property:
- Open Calendar
- Search for the property name
- Add it to your calendar view
This helps you track tour activity at the unit level.
Viewing Tours from the Renter Leads Board
You can also visualize tours directly within your pipeline:
- Open the Renter Leads Board
- Add a Calendar View (if not already created)
- From the drop-down select Requested Showing to show cards with a scheduled tour on the calendar
Any lead with a scheduled or requested tour will appear on the calendar.
Summary
- Use global calendars to manage default availability
- Override at the unit level for unique schedules
- Align availability with support coverage and resident availability
- Use calendar views to monitor and manage upcoming tours