A changed viewing time can leave a client, an agent and the person providing access working from different calendars. Use one appointment record and make the status explicit. A suggested replacement is not a confirmed booking.
Record the change before sending another invitation
| Field | What to write |
|---|---|
| Property | Existing property reference |
| Old appointment | Full date, time and time zone |
| Requested change | Who requested it and when |
| Proposed replacement | Full date and time, clearly provisional |
| Access confirmation | Name or role responsible and response |
| Client confirmation | Accepted, declined or awaiting reply |
| Final status | Confirmed replacement or still pending |
Keep the original entry identifiable until the change is resolved. Once everyone agrees, mark it as superseded so it cannot be mistaken for a second live appointment. Use the same property reference throughout. Avoid including door codes or unnecessary personal details in a broadly shared calendar.
Use a message that does not imply acceptance
“Could we move the viewing for [property reference] from [old date and time] to [proposed date, time and time zone]? The new time is provisional until you confirm and access is arranged. Please tell us whether it works for you.”
After both confirmations, send a separate final message with the agreed time, meeting point and contact channel. If the client agrees but access is unavailable, keep the status pending and offer alternatives. Do not describe that situation as confirmed.
Check the last mile
Before the visit, check that the latest invitation matches the record and that the colleague attending knows about the change. A sent message does not prove it was read. Use the agreed communication channel and record the response. If no replacement works, explicitly cancel the old appointment and document the next action rather than leaving two uncertain slots.
Teams exploring Devzonia can adapt this checklist to their current calendar or record system. It describes a working process, not a claim about automatic reminders or calendar integrations in the product.
