What tours are
A tour is a scheduled visit by a prospective member to one of your locations. Each tour records the visitor's name, email address, an optional phone number, the date and time it is scheduled for, and a status. Visitors can book tours themselves through a public booking page, and your team manages the resulting tours from inside Deskie.
Every tour belongs to a specific location within your workspace. If you operate several locations, each one can have its own tour availability and its own confirmation email copy.
How a tour gets booked
There are two ways a tour gets created:
- By a visitor, on the public booking page. A visitor picks a location (when you have more than one), chooses a date and an available time slot, and enters their name, email, and optionally a phone number.
- By your team, from the CRM. From a lead in your CRM pipeline, the Schedule Tour action books a tour for that lead using the same available time slots, and moves the lead to the Engaged stage.
However the tour is booked, Deskie creates it with a status of Scheduled and converts the chosen time into your workspace timezone so it is stored consistently.
You can share the public booking page directly. From the Tours page in Deskie, the Copy Link action copies a link to your currently selected location's public booking page, so you can paste it into emails, social posts, or your own marketing. The public booking page is also reachable from your public website.
What happens automatically after a booking
When a tour is booked, Deskie does several things at once:
- Confirmation email to the visitor. The visitor receives a tour confirmation email with the date and time. If you have enabled custom confirmation content for that location (or your workspace default), your custom message is included in the email.
- A lead in your CRM. Deskie automatically creates or matches a lead from the booking and places it in the Engaged stage, with the tour recorded as the lead's source. This lets you follow up from the CRM pipeline.
- Notifications to your team. Admins who have the relevant tour booking preference enabled receive an email, an SMS, and a push notification about the new booking. See notifications for how these channels are controlled.
If any notification fails to send, the tour is still created. Deskie does not block the booking on a failed email, SMS, or push.
Tour availability
Availability controls which days and times visitors can choose when booking. It is configured per day of the week. For each of the seven days you set whether tours are enabled and, if enabled, a start time and an end time.
From the enabled window for a given day, Deskie generates bookable time slots on the hour, from the start time up to (but not including) the end time. For example, a window of 10:00 to 13:00 produces slots at 10:00, 11:00, and 12:00. Slots are shown in your workspace's time format, either 12 hour or 24 hour.
Default availability and per-location overrides
Each workspace has a default availability setting. If a day has never been configured, it defaults to disabled, so no slots appear until you turn days on. If you run multiple locations, you can give a specific location its own availability that overrides the workspace default. Deskie always prefers a location's own settings and falls back to the workspace default when a location has none.
How slots are filtered for the visitor
When a visitor opens a date, Deskie starts from that day's configured slots and then removes any that are not actually open:
- Disabled days show nothing. If the chosen day is not enabled, the visitor sees no slots for that date.
- Already booked times are removed. Existing tours at that location on that date occupy their slot, so two visitors cannot book the same time. Cancelled tours do not block a slot, so a cancelled time becomes available again.
- External calendar conflicts are removed. You can attach external calendar links (iCal URLs) to your tour availability. Deskie reads those calendars and removes any slot that conflicts with an existing event, which lets you block out times you are busy without managing them inside Deskie.
Managing tours
The Tours page lists every tour for your current location, most recent first, alongside a calendar view of your tours. Selecting a tour opens its details, where you can see the visitor, the scheduled date and time, and the current status. Because a tour also creates a CRM lead, you can open the related lead to continue your follow up.
Tour statuses
A tour can be in one of four states:
- Scheduled is the default when a tour is booked.
- Completed
- Cancelled
- No show
A scheduled tour whose date and time have already passed is shown as Past in the tour view, so you can quickly see which upcoming visits have come and gone.
Rescheduling a tour
You can reschedule a tour that is still scheduled. Pick a new date and time, and Deskie updates the tour and keeps its status as scheduled. The visitor automatically receives a reschedule email that shows both the old and the new date and time.
Cancelling a tour
You can cancel a scheduled tour. Cancelling sets the status to Cancelled and sends the visitor a cancellation email. As noted above, cancelling also frees up that time slot so another visitor can book it. If the cancellation email cannot be sent, the tour is still cancelled.
Reminders
Deskie sends reminders to your team about upcoming tours so no visit is missed. These reminders go to admins, not to the visitor, and are delivered by push notification, SMS, and email. There are two reminders:
- One hour before. Roughly an hour ahead of the scheduled time, admins are reminded that a tour is coming up, including the visitor's name and the tour time.
- Starting now. At the scheduled time, admins are reminded that the tour is starting.
Reminders are only sent for tours that are still in the scheduled status, so cancelled tours never trigger them. Each reminder is sent once: Deskie records when it has sent the one hour reminder and the starting reminder for a tour, so the same reminder is never sent twice even if the scheduling job runs again. Reminder delivery still respects your team's notification channel preferences.