Distinguish a request from a booking
A proposed time should remain a request until the operator confirms it. Show the date, time, time zone, building, suite and host, together with a clear confirmation status. This prevents a suggested appointment from being mistaken for a committed one.
Make changes visible to the people involved. If a time moves or the planned suite becomes unavailable, the agent needs to know which details have changed and whether an alternative has been proposed. Calendar coordination is useful, but the shared opportunity should remain the place to understand the appointment.
Give the host a short, relevant brief
The host should know the client’s team size, intended move date, essential requirements and any points already discussed. A concise brief helps them focus the tour on the client’s needs rather than starting qualification from the beginning.
Record which spaces are being viewed and which alternatives are appropriate to suggest. If pricing or incentives require approval, make that clear internally so the host can explain the next step without creating an unintended promise.
Capture feedback while it is useful
After the viewing, record what the client liked, what did not work and what is still unanswered. Separate the client’s feedback from the operator’s interpretation. A note that says the layout felt too dense is more useful than a generic “not suitable”.
Ask who owns the next action. The agent may need to confirm decision timing; the operator may need to prepare a layout or proposal. Give that action a due date or review point so the opportunity does not sit indefinitely in a “viewed” stage.
Connect the proposal to the viewing
When a proposal follows, attach it to the same suite and client opportunity. Record any changes from the original discussion, including capacity, term, start date or inclusions. This keeps the commercial story clear as different people become involved.
Keep versions identifiable. The agent should be able to tell whether they are looking at the initial proposal or an updated offer. If a decision is paused, record the reason and an appropriate follow-up point rather than scheduling repeated generic chasing.
Measure what actually happened
Track requests, confirmed appointments, attendance, feedback and proposals as separate events. Those records help an operator understand where opportunities are progressing or getting stuck. Avoid treating a request as a completed viewing.
flexd is being designed to connect that sequence with the referring agent. The current demo lets you explore viewing requests and operator updates locally; calendar connections and live notifications are planned features.