Understanding Tour Statuses
Learn about each tour status, what it does, and how to use them to keep your leasing pipeline accurate.
Setting the correct status on each tour is key to getting accurate data in your Tours reports and ensuring the right automated emails are sent to your prospects at the right time.
There are 7 tour statuses in total, split into two types: modifiable (can be updated at any time) and lockout (permanent once set).
Modifiable Statuses
|
Status |
Icon |
Meaning |
Notifications
|
|---|---|---|---|
|
Requested |
Dotted circle |
The initial status for any new tour request submitted via the booking widget, chatbot, or manually by an agent. Skipped if Auto-Approve Tour Requests is enabled. |
Agent and Prospect receive an email notification |
|
Confirmed |
Calendar |
Set by an agent after reviewing and accepting the tour request, or automatically if Auto-Approve is enabled. |
Prospect receives confirmation email. Meeting populates in agent's calendar. |
|
Unknown |
Question mark |
Set by an agent when the outcome of a tour is not yet determined. |
None |
|
Not Interested |
Broken heart |
Set by an agent when the prospect is no longer interested in the unit. |
None |
Lockout Statuses (cannot be changed after being set)
|
Status |
Icon |
Meaning |
Notifications
|
|---|---|---|---|
|
Rejected |
X |
Set by the agent when a tour request or confirmed tour needs to be cancelled or rescheduled. |
Prospect receives a cancellation notification with a "Book a New Appointment" link. |
|
Completed |
Checkmark |
Set by an agent once a tour has taken place, regardless of outcome. |
Prospect receives a follow-up email if enabled. |
|
No-Show |
Exclamation mark |
Set by an agent when the prospect did not attend the scheduled tour. |
None |
Note: Once a tour is set to a lockout status, all fields grey out and no further changes can be made to that entry.
What to Do if a Tour is Accidentally Set to a Lockout Status
There is no way for users to reverse a lockout status. If a tour is accidentally set to Completed, No-Show, or Cancelled, contact support@rentsync.com for assistance.
Rescheduling a Tour
To reschedule a tour, cancel the original request first, then manually add a new tour with the revised date and time using the + Add Tour button.
Alternatively, after cancellation, the prospect can resubmit their request using the "Book a New Appointment" link in their cancellation email.
Note: If there are multiple tour agents assigned to a property, a resubmitted request will be distributed round robin, it is not guaranteed to go to the same agent as before.
How to Filter the Tours List by Status
- Navigate to Tours > Tours List
- Use the Status filter dropdown to select the status(es) you want to view
- Additional filters are available for agent, property, city, tour date, and inquiry date
By default, the Tours List shows tours from the last 30 days. Use the date filter to expand or narrow the range.
Tip: Hover over any status icon in the Tours List to see a tooltip with the status name without needing to click into the tour.