A prospective buyer may ask to visit a property before an agent has checked current availability. The intake workflow should capture the requested listing and preferred time while leaving inventory and booking confirmation to the authorized property team.
This is an administrative intake pattern, not a property availability feed or booking feature claim.
Capture a request that can be checked
- Project or listing reference exactly as supplied; ask for clarification if several match.
- Whether the caller is asking to view, asking a question or changing an existing visit.
- Preferred date, time range and time zone.
- Number of visitors only if the property team needs it.
- Caller-confirmed contact detail and preferred reply route.
- Human owner and status: requested, checking, confirmed, unavailable or needs clarification.
Never fill gaps with listing assumptions
Do not claim that a unit, price, possession date or visit slot is current unless the authorized source was checked and the value is current. If the caller names a similar project, read it back and preserve the exact reference. A request is not a confirmed site visit until the responsible team accepts a slot.
Worked example: two projects share a similar name. The intake record marks the project as unresolved and routes it for a human lookup; it does not select a likely match or promise a tour.
Close the loop
Give the owner the request reference, source call and open questions. Measure enquiry captured, team response, confirmed appointment and attended visit as separate events. The business can then see where requests stall without counting every enquiry as a visit.
A little more before you begin.
Can a voice agent confirm property availability?
Only if it has a current, authorized listing source and an approved booking workflow. This guide makes no such claim for HeyRik.
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