Custom bid log and viewing scheduling app for estate agents
Appfront builds an app that schedules, confirms and cancels viewings for each property, and records every bid with its time, amount, conditions and conditional clauses in a log that no one can alter afterwards. The seller sees the bidding progress live, the candidate automatically receives updates on status and closing time, and after the sale is awarded an anonymised overview is generated. So that discussions about who bid what and when are finally a thing of the past.
What is a bid log and viewing scheduling app?
A bid log and viewing scheduling app records, for each property, who visited when and who bid what. The scheduler shows available slots per estate agent, sends confirmations and reminders and processes cancellations. The log records every bid with its time, amount, conditions, desired completion date and the name of the person who submitted it, and stores every change as a new entry rather than an overwrite.
Without such an app, the bidding history is scattered across phone notes, messages and mailboxes. A candidate calls on Saturday with a higher offer, the colleague running the open day jots it down on paper, and on Monday it turns out the bid never made it onto the list. Disputes about order and conditions then take more time than the sale itself, and in the event of a complaint you have no overview you can show without explanation.
We build custom because your bidding procedure, your closing times and your agreements with sellers are not those of another office. The app follows your procedure, your division of roles between office and field staff, your wording towards candidates and your integration with the estate agency software and calendar. A generic package does not know your award rules and does not provide a log you can present without explanation in a dispute.
Viewing scheduling
Available slots per estate agent and per property, bookable online by candidates, with confirmation, reminder, cancellation and a daily overview on the phone of the colleague who is out on site.
Tamper-proof bid log
Every bid gets a timestamp, amount, conditions and submitter. Editing is not possible: a new bid is a new entry, including withdrawals and who made the registration.
Status and award
Candidates see their status and the closing time, the seller sees the progress live, and after the award a file is generated with an anonymised overview of the bidding history.
How we build your bid log and viewing scheduling app
We start with your current bidding procedure and the list in which your colleagues currently track viewings and bids.
We walk through one property with you from instruction to award: who schedules viewings, who accepts bids, which conditions occur and at what point you inform the seller.
We set up properties, team members, viewing slots and bidding rules, including closing times per instruction, required fields per bid, standard texts and who may see which candidate details.
A candidate books a slot, a colleague ticks off the viewing on their phone, a bid comes in with a timestamp, the seller sees how it is progressing and the candidate receives a status update.
We connect your estate agency software, calendars and property website, set up the export of the award file, and then take over maintenance, notifications and new requests from you.
What a bid log and viewing scheduling app actually does
The components below appear in almost every bid log and viewing scheduling app. Which ones you need depends on your bidding procedure and the size of your sales team.
Online viewing calendar
Candidates choose a free slot per property themselves. The app takes into account travel time, open days and the availability of each agent.
Timestamped bid registration
Every bid is recorded with the amount, conditions, completion date and bidder. Withdrawing or raising a bid creates a new entry, never an overwrite.
Status updates
Candidates are automatically notified of receipt, closing time and outcome, in your own wording and with the details of the property in question.
Seller portal
The seller follows viewings and bids live, sees feedback afterwards and does not need to phone or wait for a weekly overview.
Award file
After the award, the app produces a file with the full history and an anonymised overview of bids that you can provide to the parties involved.
Reporting per property
Number of viewings, time to the first bid, the ratio between asking price and bids, and the occupancy of your calendar per branch and per colleague.
Who we build a bid log and viewing scheduling app for
The software is intended for sales teams in which several colleagues run viewings and take bids on the same property.
Estate agencies
Multiple branches and stand-ins on open days. The core is one calendar per property and a log that also captures Saturday's telephone bid.
Property developers
New-build developments with allocation instead of open bidding. The core is determining the order, the preference list per building number and recording rejections.
Housing associations
Sale of existing stock alongside rentals. The core is verifiable allocation, retention periods and a file that the internal audit function accepts without questions.
Investors and property managers
Sale of parts of a portfolio on their own terms. The core is recording conditions and reporting back to the owner per property.
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This page is about the bid log and viewing scheduling app. For the same thing in the office, see our page on bid log and viewing scheduling software, for settlement after the sale our page on the commission settlement app, and for property in general our page on property management software. You can read about our approach on building an app.
Why Appfront for your bid log and viewing scheduling app?
A bid log is only as good as the moment it is filled in. That is what we build on: registering on the doorstep, not from memory in the evening.
Recording in the moment
The colleague standing outside registers the bid straight away on their phone, with the time and conditions. Updating later from memory is exactly where disputes arise.
Never overwrite, always add
A raise or withdrawal comes in as a new entry. This keeps the history visible, and in the event of a complaint you can show what actually happened.
One file per property
Viewings, offers, messages and the award decision are all in one place. A colleague stepping in can see on a single screen where the process stands, without having to phone round first.
Security and privacy for a bidding log and viewing scheduling app
The app holds candidates' names, phone numbers, email addresses, bid amounts and conditions: data covered by the GDPR that should not be visible more widely than necessary. Access is role-based, so a stand-in colleague only sees today's viewings. Access, changes and exports are logged, and for each property you set how long data is kept after the award decision.
The software runs in a European data centre, with encrypted storage and daily backups. Integrations with your estate agency software, calendars and property website use their own keys, which can be revoked per integration.
Frequently asked questions about a bidding log and viewing scheduling app
Questions that estate agents and sales teams ask before getting started.
The app schedules viewings per property, confirms them with the candidate and processes cancellations. It also records every bid with time, amount, conditions and bidder, in a log that cannot be altered afterwards. The seller can follow the progress, and after the award decision the app produces a file with an anonymised overview of the bids.
Yes. For each property you decide which slots are available, how many candidates fit in each slot and how far in advance booking is possible. The app takes the agent's calendar and travel time between appointments into account. Confirmation, reminder and cancellation are sent automatically, with your own wording and the details of the property concerned.
A registered bid cannot be edited or deleted. An increase, a change of conditions or a withdrawal is added as a new line in the log, with the time and the name of the person who entered it. The full history therefore remains readable and can be exported in that form as part of the file.
The viewing list and the related data are stored locally on the device, so your colleague can simply tick people off and note a bid in an empty property or a basement storage unit. As soon as there is a connection again, the entries are sent with their original time of entry, not the time of synchronisation.
In most cases that is the starting point. Property details, candidates and the status of the process then only need to be stored in one place. We decide in advance, per data item, which direction the data flows. If your software has no usable integration, we work with a scheduled import and export so that nobody has to type things twice.
Only the colleagues handling a property see the contact details; everyone else sees the progress without names. Access and exports are logged. For each property, you set how long data is kept after the sale is awarded and what is then cleaned up automatically, so rejected candidates don't stay in the system for years.
Check that first. If you work from a single office, follow a fixed procedure and receive offers only by email, the bidding module in your software is often enough. If several colleagues run viewings, your procedure differs per client, or you need a log you can present in a dispute, custom software pays off.
Want to find every offer and every viewing in one place?
Tell us how many properties you have on the market at once, what your bidding procedure and closing times look like, and which estate agency software you use. We'll show you what the viewing calendar, the bid log and the award file look like in a custom app.