Set up Aptly Tours

Prospects can schedule a tour directly with you using Aptly Access.

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 identity 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.

Before you can start to use Aptly Tours, you’ll need:

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.

Once enabled, you can select which Lead Boards tour requests will route to.

Use tour rules if you manage multiple lead boards.

Once added, your tour rule will appear in the list. The list view includes:

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.

A unit is considered unavailable in Aptly when either of the following occurs:

Once either action occurs:

Touring an occupied unit isn't the same as touring a vacant one, someone actually lives there, so it shouldn't run on the same self-guided, book-any-open-slot flow you use for empty units. This automation handles that switch for you: any unit in Occupied, Notice Given, or Eviction status is automatically moved into Resident Led tour mode, so tours get coordinated around the current resident instead of an open calendar.

24-Hour Booking Buffer

Sets the minimum notice window a prospect needs to give before booking a tour on an occupied unit, so your resident (or their team) has time to prepare rather than fielding a same-day request. The buffer is configurable, "Calendar (24 Hours)" requires at least a full calendar day's notice, so you can tighten or loosen it depending on how much lead time your occupied-unit tours actually need.

Below the org-wide automations, each routing rule (for example, "Single Lead Board") shows the board it routes to (e.g., Renter Leads) and a Property filter — All locations, Locations by filter, or Specific locations, so only properties matching your filter are available for tour scheduling.

Click the gear icon next to the rule to open that board's full tour settings. This opens a dedicated settings screen for the board, with its own left-hand navigation: General settings, Fraud detection, Qualification, Approvals, Booking Messages, and Notifications.

Only one global tour mode can be used at a time per board. You can override any listing’s tour settings.

Tour Terms and Conditions — add customizable terms and conditions that prospects must accept before requesting a tour. Select an Aptly communication template and use merge fields to automatically include property-specific details, so each prospect sees the right terms for the right location. Example:

Tour Information Note — a note displayed to the requester about what to expect once their tour is approved (for example, how they'll receive access instructions). Set via a communication template, same as Tour Terms.

Incoming Tour Requests — choose which board new tour requests get added to and which stage they start in (for example, "Renter Leads" in the "Scheduled Tour" stage).

Tour Requests without a Location — allow prospects to request a tour before selecting a specific property. Useful for pre-qualifying prospects who aren't sure where they want to live yet.

Ad Source Tracking — ask prospects how they heard about the property, with a configurable, sortable list of options (Zillow, Trulia, Apartments.com, Realtor.com, and so on).

To ensure secure, qualified prospects, enable Aptly TourSecure. You can require:

To ensure secure, qualified prospects, enable Aptly TourSecure.

You can require:

Define the requirements prospects must meet before scheduling a tour.

You can set:

Question Types:

Save your qualification questions once configured.

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:

Each condition helps ensure only verified and qualified prospects are approved automatically.

Use Tour Feedback Survey to choose when prospects receive a survey after their tour workflow reaches the selected point.

For After the door code is generated, the settings describe the delay as about 15 minutes after the door code is generated. Do not assume that timing also applies to the stage-based options.

For example, choose the code-generation option for feedback after self-guided access, or a stage-based option when your team uses a stage to mark the right point for feedback.

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. See examples of the emails we send here.

Custom booking messages let you add your own guidance to a prospect's self-guided tour scheduling flow in Aptly Access, so they know what to expect at key steps instead of moving through a generic form. What Custom Booking Messages Do

As a prospect schedules a self-guided tour, Aptly Access can show them a short, tailored message at three points in the flow:

At name entry: guidance right as the prospect starts their request. Before identity verification: context on why you require ID verification and what they'll need to complete it. Just before submission: a final note before they submit their tour request, for example a reminder about parking, building access, or what happens next.

Each message can be turned on or off independently and customized for your property, so you're not stuck with one generic message across your whole portfolio, and you can leave any step's message off if you don't need it. How This Differs From Tour Terms and Conditions If you're already using the Tour Terms and Stages section under Listings Settings > Tour Settings, you may recognize this as a similar idea to the existing Tour Terms and Conditions template. This is less about forcing a user to sign off on terms and more about providing short custom booking messages tied to specific steps in the booking flow itself (name entry, identity verification, submissions)

Set notifications for the card assignee when:

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.

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.