The problem
Arranging lettings viewings by phone and email means a lot of back and forth for each one. If you arrange 30 viewings a week (about 129 a month) and each takes 5 minutes of messages, that's 645 minutes, about 10.8 hours a month.
What the AI does
Each negotiator links their calendar to Calendly, sets viewing hours, and shares a booking link in listings and replies. Applicants pick a free slot and the viewing appears in the calendar. On Standard, Calendly's pricing page lists automated meeting reminders; the Free plan has one event type and no reminders. The negotiator still confirms the property is available with the landlord or tenant, and decides who is shown round.
A worked example
A letting agency in Chesterfield books about 30 viewings a week across three negotiators. Each negotiator has a Calendly link for 20-minute viewing slots.
Before
5 minutes of calls and messages per viewing for 129 viewings: 645 minutes, about 10.8 hours a month
After
About 1.5 minutes to check each booking: 194 minutes, about 3.2 hours a month
What it's worth
About 7.5 hours a month saved (3.5 minutes x 129 viewings = 452 minutes), worth around £150 if staff time is worth £20 an hour. Calendly Standard is $10 (about £8) a seat billed yearly or $12 (about £9) billed monthly, so three seats are about £24 to £27 a month; Teams is $16 (about £12) yearly or $20 (about £15) monthly, so about £36 to £45 for three seats.
How to set it up
- Create a Calendly account for each negotiator and connect their calendar.
- Set up a viewing event for each negotiator with the length, available hours and a buffer for travel.
- Turn on the reminder emails that Standard includes, and read what the applicant receives.
- Add the booking link to your listings and enquiry replies, and say whether the applicant must give the address or tenant notice.
- Check the calendars each morning and confirm access with occupying tenants where needed.
What goes wrong
- Calendly doesn't know whether a tenant is in or whether the landlord has agreed. Keep notice and access checks in your own process.
- Booking is per seat, so a fourth negotiator adds about £8 a month. The free plan has one event type and no reminders.
- The pricing page doesn't show monthly-billed rates; ask for the exact price before committing.
- Don't put the tenant's name or the full property details in the event description that applicants see.