Scheduling a Tour With a Lead

A tour is usually where a lead decides. Tours live on the lead record, so the prep, the outcome and the follow-up sit with the rest of that prospect's history.

Booking one

Tours are always attached to a lead — there is no standalone tour. Open the lead, find Tours, and schedule.

You set a date and a time from the slots between 9:00 AM and 5:00 PM, and a tour type: In-Person, Virtual or Phone.

As you pick a date, each day is marked Open, Partial or Busy against what is already on your calendar, and days taken by a wedding or held for maintenance are marked as such. Quick Pick jumps to the next genuinely free slot.

"Let them choose a time" is there for the couple who cannot commit on the phone.

Send confirmation email is on by default and emails the lead when you save. With no email on the lead, nothing sends — add one first.

Recording what happened

After the date passes, the tour is flagged as needing an outcome. Filling it in is what turns a calendar entry into something useful later:

• How did it go? — Very Positive, Positive, Neutral or Negative
• Duration, in minutes
• Spaces they liked
• Concerns raised — comma-separated: "e.g., price, capacity, parking"
• When do they plan to decide?
• Other venues mentioned — "e.g., Valley View, Oakwood Estate"
• Additional notes — key takeaways, next steps, personal observations

Concerns raised and Other venues mentioned are the two that repay the effort. One tour's worth of either tells you nothing; twenty tours' worth tells you whether you are losing on price, on capacity, or to one particular venue down the road.

Spaces they liked is the one to read before writing the proposal — lead with the room they responded to.

Practical use

• Log the outcome the same day. Detail fades within hours, and a tour with no outcome is a gap in the record.
• Book the follow-up while the tour is still fresh, before you close the form.
• Put anything the couple mentioned beforehand into the tour's notes. Remembering a detail from three weeks ago is the cheapest way to stand out.
• If you fill in one field, make it How did it go? It is the one that feeds everything else.

Frequently Asked Questions

Can I book a tour for someone who is not a lead yet? Create the lead first, even a bare one. Tours belong to leads.

Does the tour show on my calendar? Yes, alongside weddings and other events.

What if they cannot pick a time? Use "Let them choose a time", or send an availability link.

Does a tour with no outcome still count? It counts toward the lead's tour count, but none of the detail is captured.