Site visits that turn into bookings
Schedule, confirm, check in and record the outcome of every site visit, with pickups, reminders and a visit-to-booking rate that tells you what is working.
A site visit is the most expensive step in selling a home. Someone's afternoon, sometimes a pickup, a walk through the sample flat, tea in the site office. Yet in most offices visits live in a notebook, no-shows are never followed up, and nobody can say which visits led to bookings.
Why do so many site visits never turn into bookings?
Usually not because the family disliked the flat. Visits slip for ordinary reasons: nobody confirmed, so the family forgot; the host was expected at another site at the same time; the visit went well but nobody called the next day; or the unit they liked was offered to someone else while they talked it over at home. Each of these is a gap in the process, and each one can be closed.
The site visits chapter of TRET is built around closing those gaps. Every visit belongs to a lead, has a host and a time, and stays on the screen until someone records what happened.
How do you schedule a site visit from a lead?
From any lead, schedule a visit with the project, the unit if there is one, the date and time, who will host, and a pickup address if you are sending a car. The visit goes on the host's calendar with a reminder before it, and the lead's page shows it straight away.
Scheduling from the lead matters more than it sounds. The visit sits on the lead's page with the rest of their history, so whoever picks up the conversation later knows the family has been to the site and who showed them around.
What should happen on the day of the visit?
Each visit moves through the same steps. Confirm it the day before. Check in when the family arrives, which moves the lead to the site visit stage. Afterwards, mark it done with how it went and how interested they were, hot, warm or cold, and set the next follow-up in the same step.
Recording the outcome before the family has driven away is the habit that matters most. Setting the next follow-up in the same step means no visit ends without a next action on someone's list.
What should you do after a no-show or a cancellation?
If they do not turn up, mark it a no-show and follow up. If they cancel, say why. Need another day? Move the visit and the reminder moves with it.
A no-show is not a lost lead. Families get held up, plans change, and some simply feel awkward calling to say so. A short, friendly call the same day, offering another slot, often brings them back. When a family cancels, the reason you record shows why visits fall through.
How do you plan a weekend of visits across sites?
The Visits screen on the phone shows today's visits first, then upcoming and past, with every action on the card itself. Hosts see their own; sales heads see everyone's, and can spot two visits at different sites too close together on the calendar.
Weekends are where visits pile up. In the calendar, each visit sits alongside follow-ups and personal blocks like travel, and TRET warns you when two site visits at different projects are less than 30 minutes apart. Moving a visit on the calendar updates the visit itself, so the lead page, the visits board and the calendar never disagree. Our post on planning the day in TRET's calendar covers reminders and the morning plan of the day.
How do you take a family from site visit to booking?
- Close the visit properly. Mark it done with how it went and their interest, hot, warm or cold, and set the next follow-up before you greet the next family.
- Hold the unit they liked. If the family needs a day to talk it over, hold the unit for that lead. A hold lasts 48 hours unless you choose otherwise, up to seven days, and everyone can see who it is held for.
- Send the unit page on WhatsApp. Share the unit's own page with photos, configuration, area, facing and price, with your name and number on it.
- Follow up when you said you would. The follow-up you set at the end of the visit sits on your calendar with a reminder before it.
- Book in one action. When they are ready, book the unit. It turns booked everywhere, the lead moves to Booked, and a booking opens with its payment schedule.
If the family goes quiet, the hold runs out and TRET puts the unit back on sale by itself, so it cannot stay blocked for a buyer who went cold. Read more about live inventory across towers and how holds and bookings stay in step.
How do you know which site visits are worth the effort?
At the top sits the last 30 days: visits done, no-shows, cancellations, bookings that followed, and the visit-to-booking rate. Reports break that down by person and by project, so you can see which sites convert and which hosts close.
Use the breakdown to ask better questions. If one project has plenty of visits but few bookings, look at what families see when they arrive and at the units on offer. If one host converts far better than others at the same site, pair them with newer colleagues for a few weekends.
Fewer forgotten visits, fewer no-shows nobody chased, and a clear answer to whether the weekend at the site was worth it.
FAQ
How does TRET track a site visit?
Each visit is scheduled from a lead with a project, date, time and host, then confirmed, checked in and marked done with an outcome. No-shows, cancellations and reschedules are recorded on the same visit.
What is a visit-to-booking rate?
It is how many of your site visits were followed by a booking. TRET shows it for the last 30 days at the top of the Visits screen, and reports break it down by person and by project.
Can a sales head see every salesperson's visits?
Yes. Hosts see their own visits, while sales heads see everyone's and can spot two visits at different sites too close together on the calendar.