Plan the Client Tour Day With Numbered Stops in Driving Order

Add a Stop column to your spreadsheet and use it as the pin label, so each building shows its place in the tour. The number comes from your data, which means you set the order and can change it at any time. Number only the buildings the client will walk through. If you want the client’s office or a parking garage on the map without a number, add it as a text label with the Draw Label Tool in the Drawing Tool.

Yes. In the Data tab, type the new number into that building’s Stop cell and press Enter. The pin label updates, and the route and the shared link stay as they are. If a building comes off the tour, delete its row or filter it out so the remaining numbers stay in order. A printed tour book won’t update itself, so send a fresh export to anyone who is working from paper.

Most tenant rep brokers plan three to five buildings in a day. After that, clients start to mix up what they saw. Allow at least half an hour inside each building, more for a full floor or a warehouse, and add drive and parking time between stops. If the shortlist is longer, split it over two days and group each day by submarket, which is easier to decide when you can see all the numbered stops on one map.

A tour book usually starts with the schedule and a map of the stops in order. After that, each building gets a page with a photo, the address, the available suite and size, the quoted rent and the leasing agent’s contact. Leave space for notes on every page. The debrief after the tour depends on what people wrote down, and it goes faster when the pages are in the same order as the stop numbers on the map.

Start with the shortest drive, then change the order where you have a reason to. Some brokers save the strongest building for late in the day so the client sees it after the others. Maptive handles both. Set the first and last stops yourself and let Optimize Route order the ones between by driving distance. After that, drag any stop by hand when a showing time or your own plan calls for a different order.

No. Maptive’s routing uses road speed limits and doesn’t include live traffic or weather, so treat its drive times as a minimum. Downtown, the time spent parking and waiting for elevators can be longer than the drive between two nearby buildings, so add time for it. In suburban office parks and industrial areas, the driving takes up more of the day, and a good stop order saves more time. Build the extra time into the schedule before you confirm showings with the building agents.

Before the tour, send the client the share link with the map set to Password Protected, so each person can open it on a phone. Tapping a pin opens its popup, and from there the stop can be sent to Google’s turn-by-turn directions for whoever is driving. The routing panel lists every stop in order. You can also export the route to a spreadsheet that shows the approximate distance and drive time for each leg, which is handy if someone drives separately.

Yes. Use Add a New Column in the Data tab to make a Notes column, then fill it in after each showing, either in the Data tab or from the pin’s popup. The notes appear when anyone clicks that pin, so the debrief can happen with the map open. After the tour, filter out the buildings the client ruled out, and what’s left is a smaller numbered set for the next round of tours or proposals.

Confirm the meeting time and parking, and ask who will open the suite, since vacant space may be locked. Ask for the current floor plan and the date the space is available, and for industrial buildings ask about ceiling height and dock-high doors too, so the client can compare the same facts at each stop. Put each agent’s phone number in your spreadsheet so it shows in the pin popup when you need to call ahead.

Add it as a second route on the same map. After the first route is drawn, reset the form at the top of the routing panel and select the next day’s buildings. Then choose Add another directions instance. The second route gets its own color, and you can rename either one with Edit Route from its Settings icon. Add a Day column to your data and filter by it to show one day at a time.