Real Estate

Viewing Scheduler

Coordinate property showings with seller availability, agent calendar, and buyer confirmations.

Automation overview

What this automation does

This automation starts when calendly tour booking with listing ID. It google sheets creates, google calendar creates, whatsapp creates, typeform creates, and hubspot creates, then buyer selects property tour via Calendly embedded link filtered by listing ID; workflow checks seller Sheets availability windows, agent Google Calendar, create.

Trigger

Calendly tour booking with listing ID

Main actions

Google Sheets creates → Google Calendar creates …

Final outcome

Buyer selects property tour via Calendly embedded link filtered by listing ID; w…

Execution time

1–3 minutes

Apps used

6 integrations

AI-powered

Difficulty

Intermediate

Workflow diagram

End-to-end scenario flow

Read-only visualization of how data moves from trigger to final result.

Trigger

Calendly

Appointment booked

Step 1

Google Sheets

Creates

Step 2

Google Calendar

Creates

Step 3

Creates

Step 4

Typeform

Creates

Step 5

HubSpot

Creates

Result

HubSpot

Workflow complete

Step-by-step

How each step runs

1
CalendlyTrigger
Appointment booked
Calendly tour booking with listing ID
2
Google Sheets
Creates
Buyer selects property tour via Calendly embedded link filtered by listing ID; workflow checks seller Sheets availability windows, agent Google Calendar, create
3
Google Calendar
Creates
Buyer selects property tour via Calendly embedded link filtered by listing ID; workflow checks seller Sheets availability windows, agent Google Calendar, create
4
WhatsApp
Creates
Buyer selects property tour via Calendly embedded link filtered by listing ID; workflow checks seller Sheets availability windows, agent Google Calendar, create
5
Typeform
Creates
Buyer selects property tour via Calendly embedded link filtered by listing ID; workflow checks seller Sheets availability windows, agent Google Calendar, create
6
HubSpot
Creates
Buyer selects property tour via Calendly embedded link filtered by listing ID; workflow checks seller Sheets availability windows, agent Google Calendar, create
7
HubSpot
Workflow complete
Buyer selects property tour via Calendly embedded link filtered by listing ID; workflow checks seller Sheets availability windows, agent Google Calendar, create

Apps used

Connected applications

Calendly

Creates

Google Sheets

Creates

Google Calendar

Creates

Typeform

Creates

HubSpot

Creates

Summary

Automation summary

Trigger: Calendly tour booking with listing ID
Inputs: Calendly tour booking with listing ID, Business Name, Notification Email, Timezone, Schedule
Outputs: Buyer selects property tour via Calendly embedded link filtered by listing ID; workflow checks seller Sheets availability windows, agent Google Calendar, create, Typeform creates, HubSpot creates
Business goal: Automate viewing scheduler end-to-end with accurate app routing.
Execution frequency: Real-time on event
Estimated runtime: 1–3 minutes
Error handling: Failed steps retry up to 3 times with exponential backoff; persistent failures notify your configured channel and log to the run history.
Dependencies: Calendly, Google Sheets, Google Calendar

Benefits

Why use this automation?

Save ~12 hours/week

Remove repetitive steps from Viewing Scheduler so your team focuses on high-value work.

Reduce manual work

Connected apps sync data automatically instead of copy-paste between dashboards.

Prevent human errors

Standardized logic runs the same way every time, with retries on failure.

Requirements

What you need to get started

Required apps

Calendly
Google Sheets
Google Calendar

Required accounts

Active Calendly workspace with API access
Active Google Sheets workspace with API access
Active Google Calendar workspace with API access
Shata Automation workspace (free tier supported)

Required API keys

OAuth tokens for each connected integration

Permissions

Read access on trigger sources (forms, sheets, webhooks, or CRM objects)
Write access on destination apps (email, chat, CRM, or storage)

Estimated setup time

30 min including app authorization and test run
Difficulty: Intermediate

Optional apps

WhatsApp (optional)
Typeform (optional)
HubSpot (optional)

Automation runtime

Activate this template

PartialSome steps run in preview until their integrations go live.

Connect required apps via OAuth or API keys. Credentials are encrypted server-side. Dev test runs mock external actions when connections are missing.

Draft

Activation readiness

Est. setup time: ~13 min

Required connections

calendly(required)
Previewcalendly: workflow actions run in preview
⚠ Missing
Google Sheets(required)
⚠ Missing
Google Calendar(required)
Test-onlyGoogle Calendar: workflow actions run in preview
⚠ Missing
WhatsApp (Twilio)(required)
PreviewWhatsApp (Twilio): workflow actions run in preview
⚠ Missing

• Missing connection: calendly
• Missing connection: Google Sheets
• Missing connection: Google Calendar
• Missing connection: WhatsApp (Twilio)

Manage all connections →View all installations →

Workflow summary

Trigger: Calendly tour booking with listing ID
Steps: 7 nodes
Required apps: 4
Optional apps: 2

Trigger

Manual trigger

Run workflows on demand via Test run or Live test. Activate to enable scheduled/webhook triggers on other templates.

Run history

No runs yet. Install the template and run a test, or activate to receive webhook/schedule runs.

FreeIntermediatePartial30 min setup★3.99.1k installs · 75 reviews

Customize for My Business

Analytics

Template performance

33.8k

Views

9.1k

Installs

562

Favorites

3.9

Avg rating

26.8%

Conversion

30 min

Setup time

98%

Success rate

Trending score

Most used integrations

CalendlyGoogle SheetsGoogle Calendar

Buyer selects property tour via Calendly embedded link filtered by listing ID; workflow checks seller Sheets availability windows, agent Google Calendar, creates combined event with property address Maps link, sends buyer and seller confirmation WhatsApp, 2h reminder, and feedback Typeform post-viewing synced to HubSpot deal stage.

Some steps run in preview until their integrations go live.

Required apps

CalendlyPreviewGoogle SheetsLiveGoogle CalendarTest-onlyWhatsAppPreview

Optional apps

TypeformPreviewHubSpotPreview

All integrations

CalendlyGoogle SheetsGoogle CalendarWhatsAppTypeformHubSpot

Workflow preview

How Viewing Scheduler runs

Trigger

Validate seller windows

→

Process

Rule engine

→

Action

calendly

→

Notify

Alert & log

CalendlyGoogle SheetsGoogle CalendarWhatsappTypeformHubspot

Setup steps

Get started in 5 steps

1
Connect scheduling
Calendly, Google Calendar, Sheets seller availability, Twilio, Typeform, HubSpot.
2
Validate seller windows
Reject booking outside seller approved hours; suggest alternates.
3
Multi-property tours
Back-to-back slots with drive time buffer from Maps API.
4
Post-viewing feedback
Typeform interest level updates deal stage hot/warm/cold.
5
Test showing flow
Book slot; seller and buyer confirmations received.

Variables

Configurable settings

Variable	Type	Default	Required
Business Name	text	Your Business	Yes
Notification Email	email	—	Yes
Timezone	select	—	Yes
Schedule	text	0 9 * * 1-5	Yes
Google Sheet ID	text		No
Sheet Range	text	Sheet1!A:Z	No

FAQ

Frequently asked questions

Lockbox access?

Confirmation includes lockbox code from listing record after ID verify.

Virtual tour?

Video tour link in calendar event instead of address.

Cancel policy?

Cancel link frees slot and notifies seller WhatsApp.

Open house?

Separate open house event type no seller confirm required.

Reviews

4.7

★4.7

75 total reviews

Marcus Chen

Sales Manager · HubSpot Partner

★★★★★Verified install

6/18/2026

Clean workflow design. Connected our stack in one afternoon. Minor learning curve on variables.

+ AI quality exceeded expectations · Saved our team 10+ hours weekly

Emily Davis

Customer Success · SupportPro

★★★★Verified install

6/1/2026

After two weeks live, Viewing Scheduler has become core to our daily ops. Verified install — runs without babysitting.

+ Support team helped customize quickly · Setup was straightforward

Omar Khalil

E-commerce Manager · Noon Seller

★★★★★

5/15/2026

Viewing Scheduler replaced a manual process that took 2 hours daily. ROI was clear within the first month.

+ Scales well as we grow · Integrations worked on first try

Documentation

Template documentation

Overview

Requirements

Active calendly account with API access
Active google-sheets account with API access
Active google-calendar account with API access
Active whatsapp account with API access
No AI provider required
Shata Automation workspace (free tier supported)

Supported apps

calendlyPreviewgoogle sheetsLivegoogle calendarTest-onlywhatsappPreviewtypeformPreviewhubspotPreview

Triggers

Calendly tour booking with listing ID

Actions

Validate seller windows
Multi-property tours
Post-viewing feedback
Test showing flow

Examples

Quick start

Activate Viewing Scheduler with default variables and run a sandbox test.

Scenario: New user installs template and validates output in under 15 minutes.

Production rollout

Connect live apps, map business rules, enable monitoring alerts.

Scenario: Team deploys to workspace after QA sign-off on test runs.

Troubleshooting

Workflow fails on first run: Verify OAuth scopes for all required integrations and re-authorize if expired.
Variables not applying: Check required fields in the Configure Variables step; empty required values block activation.
Notifications not received: Confirm notification email and Slack channel IDs match your workspace settings.

Release notes

Version 1.2.0 — Improved reliability and Slack notifications for Viewing Scheduler.

Versioning

Version history

Current version: 1.2.0

v1.2.0Current

3/29/2026

improvementImproved error handling and retry logic for failed runs.
featureAdded optional Slack notification on workflow completion.

v1.1.0

1/28/2026

featureNew variable: brand voice selector for AI-powered steps.
fixFixed timezone handling for scheduled triggers.

v1.0.0

11/29/2025

featureInitial marketplace release.

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Premium

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Generate purchase offer and agency agreement PDFs from deal terms with DocuSign send.

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Open House Follow Up

Open House Follow Up — orchestrates HubSpot, Google Calendar, Gmail to automate this workflow with field mapping, notifications, and audit logging.

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Recommendations

Customize Viewing Scheduler for your business

Our team can adapt this template to your exact workflow, apps, and brand requirements.

Request custom automation →Talk to an expert

Viewing Scheduler

What this automation does

End-to-end scenario flow

How each step runs

Connected applications

Automation summary

Why use this automation?

What you need to get started

Required apps

Required accounts

Required API keys

Permissions

Estimated setup time

Optional apps

Activate this template

Required connections

Workflow summary

Trigger

Run history

Template performance

How Viewing Scheduler runs

Get started in 5 steps

Configurable settings

Frequently asked questions

Template documentation

Overview

Requirements

Supported apps

Triggers

Actions

Examples

Troubleshooting

Release notes

Version history

Related templates

Listing Inquiry Auto Match

CRM

Contract Generation

Open House Follow Up

Customers also installed

Property Recommendation

Price Alerts

CRM

Lead Capture

Trending this week

Canva Asset Approval Flow

To-do Manager

Pull Request Review Summary

Inbox Priority Briefing

Customize Viewing Scheduler for your business

Template documentation

Overview

Requirements

Supported apps

Triggers

Actions

Examples

Troubleshooting

Release notes

Version history

Related templates

Listing Inquiry Auto Match

CRM

Contract Generation

Open House Follow Up

Customers also installed

Property Recommendation

Price Alerts

CRM

Lead Capture

Trending this week

Canva Asset Approval Flow

To-do Manager

Pull Request Review Summary

Inbox Priority Briefing