Turn a property shortlist into booked viewings
By Nick ·
Send each buyer a shortlist as one document, one property per page. They tap through and mark the ones they want to see. An automation reads those picks and turns them into calendar invites and CRM notes - so the shortlist comes back as a booking list instead of a reply saying "numbers 2, 5 and the one with the garden".
What you need
- An EveryPage Pro account - page marks are a Pro feature.
- An API key from Account → API keys.
- An account on Zapier, Make, or n8n.
1. Build the shortlist so one page is one property
The page number is the property reference in everything that follows, so keep it clean: one property per page, in a stable order, and keep a note of which page is which. When the automation reports "picked pages 2, 5, 9" you want that to map to three addresses without ambiguity. Upload it and enable Page verdicts under Proofing on the Configure & Share screen.
2. Send it as an email invite
This is the step that makes the whole thing work, and it is worth being precise about why.
Invites name the marker; per-recipient links do not. A reader who arrives through an email invite is identified by their email address, so their picks arrive attributed to them and follow them from phone to laptop. Link variants are excellent for attributing reads to a named recipient and for per-recipient download and page-range rules - but they do not name the person who left a mark. Send a variant link and the picks come back under an anonymous per-browser label, which is no use for booking anything.
So: invites for the shortlist. Use variants alongside them only if you also need to restrict what each buyer can download or which pages they can see.
3. Trigger when they start marking
Subscribe to Proofing Updated (proofing.updated). It fires once per buyer, the first time they mark anything - which is exactly the "this buyer is engaging with the shortlist right now" moment. It carries the page they touched and who they are, but not their verdicts, and it will not fire again however many more they mark.
If you would rather not act while they are mid-list, trigger on New Document Read (file.viewed), which fires when a reading session ends, or simply run the next step on a schedule.
4. Read the picks
Add a Get Page Marks step for the document. Each viewer row gives you the buyer's email address and the pages they picked, rejected, or were unsure about - on Zapier and Make already joined into a string like 2, 5, 9. The per-page tallies are a useful second signal across your whole buyer list: a property everyone rejects is telling you something about the price.
5. Book the viewings
- Map picked pages to addresses with a lookup table (a Google Sheet or an Airtable base keyed on document + page), then create one calendar event per property.
- Send the buyer a booking link with their picks listed back to them, so the confirmation email doubles as a check that you read the list correctly.
- Log the picks against the buyer's CRM record and set a follow-up task for anything marked maybe - that is the column where a nudge actually changes the outcome.
- Notify the listing negotiator for each picked property rather than the whole office.
Which platform does what
| Step | Zapier | Make | n8n |
|---|---|---|---|
| Proofing trigger | — | — | Trigger → proofing.updated |
| Read trigger | New Document Read | Watch Reads | Trigger → file.viewed |
| Read the picks | Get Page Marks | Get page marks | File → Get Page Marks |
| Per-recipient links | Create Link Variant | Create a link variant | Link Variant → Create |
Only n8n carries the proofing trigger today. On Zapier and Make, use the read trigger or a schedule - the marks are always there to be read.
Keeping buyer data tidy
Picks arrive attached to real email addresses, so this workflow moves personal data into whatever you connect it to. Two things worth knowing: link variant labels can be erased in place with a GDPR redaction that keeps the anonymised analytics, and EveryPage never stores a reader's IP address in the first place - see GDPR-compliant PDF tracking.
Questions
Why not just send everyone a per-recipient link?
Link variants attribute reads to a named recipient and let you vary download permission and page range per person, but they do not name the person who leaves a page mark - those come back under an anonymous per-browser label. Email invites are what tie a set of picks to a named buyer. You can use both together.
Does the buyer need an account or an app?
No. They open the link in their browser on any device, tap the verdict under each property, and that is it. Their marks are restored whenever they come back, and follow them between devices when they arrived through an invite.
Can I see which properties are being rejected across all buyers?
Yes - the same call returns per-page tallies across every reviewer alongside the per-buyer breakdown, so you can see at a glance which properties are being passed over by everyone.
What if a buyer changes their mind?
Marking a page again updates the verdict rather than adding a second one, so the report always reflects their current view. Re-running the read step picks up the change.
Does this need Pro?
Yes. Page marks, link variants and the endpoint that reads the marks are all Pro features.
Related
See EveryPage for estate agents, the page marks documentation, or the same pattern applied to photo proofing.
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