Touring Manager Experience: Streamline and Simplify Tour Management

As multifamily marketers, your main goal is to get more tours scheduled from prospects and ultimately convert them into happy residents.

However, scheduling and managing tours can be time-consuming and tedious for agents because traditional touring systems are cluttered, inflexible, and do not integrate with the industry touring stack.

This is where Hayley Marketing Automation comes in with its Touring Manager Experience as a solution to streamline and simplify tour management.

The Touring Manager Experience helps marketers in the following ways:

• Showcases all tour types for easy access and flexible scheduling for prospects.
• Automates confirmations, reminders, and reschedules through email and SMS.
• Fully integrates with touring partners and your CRM for streamlined operations.

In this blog, we will explore the challenges in managing tours and how Hayley Marketing Automation Touring Manager Experience helps to solve them.

Last updated: Feb, 2025

3 Common Obstacles Multifamily Agents Face in Managing Tours

Managing tours for multifamily properties is a critical part of the leasing process, but it can be a challenging task for agents.

Some of the common obstacles faced by them are as follows:

• Manual Follow-Ups: Following up with prospects after a tour is crucial to keep them engaged and interested in the property. However, agents may not have the time or resources to send personalized follow-up emails or messages.
• Scheduling Conflicts: Agents struggle to manage both tours and non-tour events like staff meetings, conferences, move-in reservations, etc. Since there is no single platform to manage both, they risk double-booking appointments or missing out on important events. Either way, it results in negatively impacting their productivity and reputation.
• Integration Gaps: When touring systems don’t integrate with the industry touring stack, it can lead to inefficiencies in managing tours, as data may need to be entered manually or in separate systems. This can result in errors, duplication of effort, and wasted time.

How does Touring Manager Experience Simplify Touring Management?

Hayley Touring Manager Experience makes managing tours effortless for both agents and prospects. With smart automation and an intuitive interface, it streamlines every step of the touring process to ensure a smooth, efficient experience.

A key advantage is its centralized portal that showcases all tour types in one place, allowing prospects to easily view and schedule tours with just a few clicks.

Setting up the Touring Manager Experience is simple. Marketers provide brand guidelines, and the Hyly.AI team handles the setup. From there, agents can manage tours seamlessly using a user-friendly WYSIWYG system with minimal effort.

Here’s what Maria Tanner, Digital Marketing Manager at Toll Brothers, had to say about their experience with Hayley Touring Manager Experience:

Now, let’s take a closer look at the six key features of the Touring Manager Experience and how they enhance tour management.

Expanded Reach with Platform Integration

Hyly.AI partners with various multifamily service providers to ensure a unified touring experience for both prospects and on-site teams.

The Tours Scheduler is required to be installed on the property website, but it can also be integrated with Internet Listing Services (ILS) platforms such as Apartments.com, Apartment Guide, Zillow, and Zumper. Additionally, the Tours Scheduler can be integrated with widgets such as Betterbot, MeetElise, LeaseMagents, Rentgrata, and Respage. Hyly.AI also offers integration with popular social media platforms like Facebook, Yelp, YouTube, and Google My Business.

These integrations provide agents with a wide range of benefits. For instance, by integrating the Tours Scheduler with ILS platforms, agents can streamline the touring process by providing prospects with the ability to schedule a tour directly from the ILS platform.

Integrating with widgets can help agents capture more leads and provide prospects with an easy and quick way to schedule a tour while on their website or in their chatbot. The social media integration enables agents to reach prospects where they are spending time, making it easier for them to discover and schedule tours.

Increasing Efficiency by Automating Follow-Up

The Touring Manager Experience automates tour appointment confirmation, reminders, and rescheduling, providing prospects with an easy way to manage their appointments. Once booked, prospects receive automated confirmation and reminder emails, and they can reschedule or cancel appointments with the click of a button.

Automating the confirmation, reminder emails, and rescheduling process reduces the chances of no-shows, frees up agents’ time, and improves the overall efficiency of the business. This allows agents to focus on other aspects of the business, such as improving their marketing and outreach strategies and providing excellent customer service. Automation streamlines the tour management process for both prospects and agents, making it a hassle-free experience.

Agents Keep their Existing PMS/CRM Workflows

It is crucial for you to integrate your property management system (PMS) or customer relationship management (CRM) systems, and Hyly.AI understands this need.

As a result, Hyly.AI seamlessly integrates with the most popular systems, such as Yardi, Entrata, Realpage, and Knock. Agents benefit from this integration as they can continue to use their existing PMS/CRM workflows without any interruption, making the process much more efficient and straightforward.

Moreover, Hyly.AI offers the unique and innovative ‘Headless mode’ feature, which provides agents with the ability to customize their tour scheduler settings directly through their PMS/CRM system without accessing the Hyly.AI interface.

This customization feature enhances the efficiency and user-friendliness of the tour scheduling process for agents, allowing them to effectively manage their workload. They can set their preferences and requirements without worrying about navigating through multiple systems, making the process much more streamlined and effective.

Avoiding Scheduling Conflicts with the Agent Calendar

The Touring Manager Experience offers a valuable solution for agents to manage their workload effectively by avoiding scheduling conflicts.

With the help of the agent calendar, agents can view and track all appointments, tours, and non-tour events, such as staff meetings, conferences, move-in reservations, etc. This unique feature enables agents to schedule their tours around other commitments and ensure they have enough time for each appointment without any overlap. By using this tool, agents can significantly reduce the risk of double-booking appointments and efficiently manage their workload.

In addition to avoiding scheduling conflicts, the agent calendar feature also enables agents to cancel or reschedule appointments quickly and efficiently. This functionality is particularly useful when unforeseen circumstances arise, or prospects need to change their appointments. By keeping prospects informed and up-to-date, agents can maintain positive relationships and demonstrate a high level of professionalism.

Better Time Management with Customizable Working Hours

The agent settings feature in the Touring Manager Experience offers agents a customizable way to manage tour appointments and manage their workload effectively. This includes setting the duration, availability start date, tour limit schedule, and tour slot occupancy.

One particularly useful feature is the “Heads-up Time,” which ensures agents have enough time to prepare for a tour by allowing them to set a specific amount of time between each tour. This helps agents stay organized and avoid last-minute surprises.

The Tour Slot Occupancy feature enables agents to block the tour slots during specific events, preventing prospects from booking tours during those hours. The agents can choose to block only agent events or all event types created in the Agent Calendar by selecting from the Tour Slot Occupancy list.

Agents can customize their Tour Scheduler by setting up exclusions for specific times or days when tours cannot be booked. This ensures that agents only receive appointments during their working hours and designated office hours. For instance, agents can block off times for lunch breaks, like 12:00 pm, as shown in the example calendar.

They can easily block off holidays and exceptions in the Tour Scheduler to ensure that they have designated time off and can maintain a healthy work-life balance. This feature allows agents to manage their schedules effectively and ensure that they do not receive appointments during their off-time. For example, agents can easily block off all tours on Christmas Day by setting it as a holiday or exception in the scheduler.

With these customizable options, agents can have greater control over their schedule, allowing them to stay focused on their work and maximize their productivity.

Range of Reports for Analysis

The Touring Manager Experience offers a range of reports that can help the property management team to analyze the tours and make improvements where necessary. By going to the Reports section, the team can view all the different types of reports available for analyzing the tours. To further narrow down the analysis, they can select a specific date range for which they want to check the reports.

One significant benefit of these reports is that they allow the agents to track and analyze tour activity based on different criteria, such as the source, channel, and type of tours. This information can be used to improve their marketing and outreach strategies and optimize their tour schedules for better productivity.

Another benefit of the reports is that they can be easily exported or downloaded in a CSV file format for further analysis or sharing with team members. This makes it easy for agents to communicate their findings and collaborate with their team members to improve their tour management strategies.

Endnote

In multifamily, automation has become an essential tool for property management teams to streamline their operations and provide better customer service.

Hayley Touring Manager Experience is one such tool that streamlines and simplifies the tour management process for both agents and prospects.

With its automated confirmation, reminder, and rescheduling process, agents can reduce the chances of no-shows, free up their time, and focus on other critical aspects of their business. Meanwhile, prospects can easily manage their appointments with just a click of a button, making the tour management process hassle-free. By improving the overall efficiency and customer experience, it can ultimately lead to higher occupancy rates for apartment homes.

To learn more about how Hayley Marketing Automation can benefit your multifamily property management team, schedule a demo today!