For landlords and small property managers

How to create a apartment showings waitlist

The listing goes up and the inbox fills. You reply to each one with times, they reply with other times, and on Saturday eleven people arrive at 10:00 AM while nobody comes at noon. The showing software that fixes this wants a monthly fee per unit and a lockbox.

Forty people want to see the unit and you have one Saturday. 7 steps, about five minutes, or one click with the recipe below.

Step by step

Set up the 12 Elm St, unit 3B yourself

These are the exact values the recipe applies. Change any of them to match your line.

  1. Create the waitlist

    Sign in, click New waitlist, and name it "12 Elm St, unit 3B". It starts as a draft, so nothing is public until you publish.

  2. Set capacity to 18 in total

    In Settings, set the capacity to 18 in total. When the 18th person joins, the form reads as full and says so.

  3. Leave the hours open

    Under Hours, leave the schedule off so people can join at any time. You can pause the list by hand whenever you need to.

  4. Add the form fields

    Email is built in. On the Form tab, add Name (required), Phone (required), Move-in month (required). Labels and help text render as plain text.

  5. Add the "Showing time, Saturday" time slots

    On the Form tab, add a Time slot field named "Showing time, Saturday" with 10:00 AM (3), 10:30 AM (3), 11:00 AM (3), 11:30 AM (3), 12:00 PM (3), 12:30 PM (3). Each slot fills on its own and reads as full when its spots are taken.

  6. Hide the counter

    In Settings, leave the counter off. The form still refuses signups past the cap; it just does not show the running total.

  7. Publish and share

    Click Publish. The Share tab has the hosted link, a QR code, and the script tag or iframe for your site. The submit button reads "Book a showing".

Or do it in one click

Use the recipe

The "12 Elm St, unit 3B" recipe creates the waitlist with every step above already done. Sign in, click once, and it is live as a draft you can publish.

Create this waitlistSee the recipe page

Recipe

12 Elm St, unit 3B

  • 18 total
  • Open any time
  • 6 capped slots
  • 5 fields
  • 18 showings in total for the day. The form reads as full at 18.
  • Six half-hour slots with three prospects each. A full slot is greyed out on the form and rejected by the API.
  • No opening hours. Open the list with the listing and pause it Friday night.
  • Asks for name, phone, move-in month, and time slot.
  • Prospects see their number on the success screen.

After you publish

How the list runs

Cap each time

Six slots of three. When the 10:00 fills it greys out and the next prospect picks 10:30.

Cap the day

Eighteen as the backstop. Set it to how many you can show before the next unit.

Move-in month

A dropdown. Sort the CSV and call the November people first.

Numbered prospects

"You're #11, 11:30 AM." They come at their time, not all at ten.

The Saturday list

Export the CSV with slot and phone. Print it or keep it on your phone at the door.

Next unit

Rename the list, change the times, clear the entries. Same link on every listing.

FAQ

Questions people here ask

Can I ask for income or an application on the form?

Keep the signup to four questions and send the application after the showing. Free plans allow three custom fields, paid plans 60.

Can I show the same unit on two Saturdays?

Add both dates as slot options, each with its cap, and raise the total. Or create a second waitlist for the second date.

Does it send the address automatically?

The confirmation email includes what you write in the success message, so put general directions there. Send the buzzer code yourself the day before.

Can I approve prospects before confirming a time?

Yes. Everyone gets a number, and you confirm by email in whatever order you choose.

Related

Keep reading

Five minutes by hand, or one click.

Free for 100 signups a month. Unlimited waitlists. Every setting above stays editable.

Create this waitlist