Book deed slots without mixing papers and signings
Quick summary
- The assistant reads the diary before it offers a time, so a papers drop is never offered as a signing hour.
- A ten-minute certificate and a deed reading are different bookings. Get that wrong and a client sits in a slot reserved for a reading.
- New deed or papers first. Then the name. Then the diary.
- Anything that sounds like a form, a tax, or a bank deadline stays a callback. The notary goes through the form at the appointment.
- If the assistant cannot read the diary, it takes a callback. It does not guess that a signing hour is free.
- The assistant texts the time, the type, and the paper list, so the folder that arrives is a folder you can use.
TL;DR
You are reading a deed. A caller who wants a time will not wait for a callback just to learn whether Thursday is free. An assistant can book those times if it reads the diary first, treats a papers check as different from a signing, and asks what they want before it places anything. A tax question is not a new visit type. A bank deadline is not a reason to invent Friday. If the diary cannot be reached, the assistant does not guess. It takes the request and says so. It texts the time, the type, and what papers to bring.
Key takeaways
- Give the assistant the types and their real durations before you let it book — papers check, signing, power of attorney, will.
- Mark reading hours, locked signings and August in the same diary it reads.
- Test a move on an existing papers check and on a signing, separately, before you test a new deed.
- Turn on the SMS at the moment of booking, with the paper list for that type.
- If the diary cannot be reached, the only answer is a callback.
- Check the first fifty bookings by hand. That is when you find the hour that was a certificate put into a signing.
The caller wants a time. You are in a reading.
They want a purchase booked. Or a gift they named. Or a power of attorney before a flight. You are in the inner office. The diary is on the waiting-room desk, or on a screen next to the stamps. They will not wait for the reading to end just to learn whether Thursday is free.
A time in this office is not one kind of time. A papers check is short. A signing is a locked hour and a reading that cannot pause. A will often needs two people. A power of attorney may need a draft you have not started. Mix them and Thursday looks full of certificates while a deed never gets a slot.
The assistant’s job on this call is not to be helpful with a day. It is to name the type, read the diary, and write a visit the office can keep.
New deed or papers — then the facts
Nothing useful goes into the diary before the type.
Papers check. You have not seen the folder, or you need a first look. Purchase, gift they named, will, power of attorney. The assistant takes what they said, in their words, a name, and a number. It offers a time only if the diary shows that time free. It does not add Friday’s signing on the same call. It does not name a form.
Signing. The deed is ready, or they think it is. Duration is longer. If you marked signing as its own type, that is the slot it offers. If you did not, it will drop a reading into a ten-minute gap, and the next purchase will be told you are full.
Power of attorney. Often urgent, still a type. If a draft has to be prepared, mark the lead time. The assistant does not invent Thursday 19:00 because they fly on Friday.
Will. Two names if they said two people. Do not squeeze it into a certificate drop.
Ask what they want before the day. A caller who says “the flat” may mean a gift, a sale, and a power of attorney for a sibling. Three requests are three lines on the note, even if they want one visit.
A visit is a slot, not a minute
You do not run “in a bit”. You run 11:00, or a morning of signings you already locked. A reading that starts late throws the waiting room.
The assistant offers the time the diary shows, or the window you use for papers checks. It repeats that time on the SMS. It does not invent “come at the end of the reading” because they are already in the building.
A signing that needs two notaries — rare, but some offices work that way — is not the same slot as a one-person papers check. Mark it, or Thursday will show one name and need two bodies.
A bank deadline does not create a slot. It flags the note.
Do not put Friday’s signing on a first call
They are in a hurry. The bank wants Thursday. Guests arrive. They want the gift done this week. They want to know if the gift is faster than a sale.
The assistant does not put that Friday in as a signing. The papers have not been seen. A Friday promised now is a Friday you spend taking back when a cadastre paper is missing or the form is not the one they assumed.
After a papers check, the signing is a different type, from a list you control. The assistant may book it then, if you said so. On this call it books the papers.
Do not let it “squeeze” a new file over a reading already listed. Then the reading runs long, and the waiting room hears it.
Moving Thursday is one change
A cadastre paper is late. A certificate did not arrive. They cannot come. A name on the deed was wrong.
A move is find the visit, release the hour, offer a time that is actually free, write the new time, text. One change. The old hour is not offered to the next caller until it is back on the diary.
If the assistant leaves both hours in, Thursday is empty and Friday is double. If it offers the old hour before the change is in, two folders arrive at the same reading.
A cancel has to go back on the diary the same hour. Otherwise the next caller is told you are full and the inner office sits empty. A cancel is not a chance to advise a different form on the same call.
The assistant does not say they can sign without the missing paper. That sentence is advice. Flag you.
What the confirmation has to name
The SMS is part of the booking. If it does not go out, the folder will still be missing a certificate.
It names the time, the type, and the list of papers you typed for that type. Identity. Tax number. Cadastre extract. Whatever you actually want. It does not invent extras from a general internet list.
It goes out in the language of the call — 70+ languages. A Greek text after an English booking is a paper list they cannot use.
It does not contain a tax figure. It does not contain “do the gift”. It does not contain “the deed will be ready on Thursday”.
If they need to bring both spouses, that line is yours to type in. The assistant repeats it. It does not add legal commentary.
When the diary cannot be reached
Then it does not guess. Last week’s Thursday is not this week’s Thursday. A gap you remember from the waiting room is not a gap.
The assistant takes the request, the name, and a number, and says someone from the office will call back. That is the whole call. A guessed hour that collides with a reading is worse than a callback.
Decide this before the first live week. If the answer is not a callback, you will find out when two folders are promised to the same inner office.
How CITT handles it
- Type first. Papers check, signing, power of attorney, will. Nothing goes in the diary before that split.
- The diary you already use. A visit is written only when that diary shows a free slot.
- The duration you actually run. A drop is not a reading.
- No form, no tax, no promised Thursday. No signing on a first call unless you marked that type.
- A move is one change. Release, write, text. The old hour is not offered until it is back.
- The SMS follows the call. Time, type, paper list. 70+ languages.
- Late-this-hour and at-the-door are not bookings. They ring a phone you named.
What it will not do
It will not invent a tax figure to close the slot. It will not book Friday’s signing because the bank is in a hurry. It will not drop a certificate into a reading unless you marked them the same, which you should not. It will not squeeze two people into a ten-minute will. It will not say they can sign without a paper. It will not offer the old Thursday until the move is in the diary.
What these calls sound like
The order is the type, the name, a time the diary can honour, the SMS. There is no “do the gift”. There is no rate. There is no “come at the end of the reading”.
If the assistant is friendly and still puts a drop in a signing hour, Thursday is certificates and the deed is at the next office. Check the first fifty bookings by hand. That is when you find the duration you never typed in.
What you set up first
Write the types and their real durations. Connect the diary you already use. Mark reading hours, locked signings, and August. Turn on the SMS with the paper list. Decide the callback for when the diary cannot be reached. Give it the same-hour list: late, at the door. Test a move on an existing papers check before you test a new deed.
Rates live on the pricing section of the home page. They are not repeated here.
AI receptionist, in-house staff, or a call centre
| CITT | In-house | Call centre | |
|---|---|---|---|
| Reads the diary before offering a time | Yes, the diary the office works from | Yes, if they can see it | Usually not — takes a message |
| Treats a papers check as shorter than a signing | If you marked the durations | Yes | Rarely sees the difference |
| Books a signing over a reading already listed | Never, if you marked it | Yes — they can see the list | May not see the list |
| Names a tax on the booking call | Never — the form is at the appointment | Can refuse | May name a rate to close the slot |
| Move when a cadastre paper is late | One change, then a new SMS | Yes | Two messages, often |
| Speaks the caller's language | 70+ languages | One or two | Whoever is on that shift |
| SMS names the papers | Time, type, list you typed | If they remember to text | A generic “see you Thursday” |
What a mixed morning costs when a certificate sits in a signing hour
Worked from these assumptions — change any of them and the answer changes:
- Two people. A normal week with about 8 signing slots and 10 papers checks in the diary. Put your own weekly count in.
- A signing that becomes a completed deed is worth about €450 here. A papers check is shorter work. Replace both.
- This example assumes 2 certificate drops were given a signing hour, so 2 real signings were pushed or lost.
- Of those 2 lost signings, 1 does not rebook — put your own conversion in.
- Two certificate drops occupy two signing hours.
- One of the displaced signings does not come back.
- 1 × €450 = €450 of work that week that the diary looked full for.
- A week like that once a month, 11 months — 11 × €450.
About €4,950 a year on those assumptions. Change the tickets and how often a drop is put in a signing hour.
What it costs
CITT is pay as you go: no packages, no minimum, no contract. The current rates — the monthly fee per number and the per-minute rate — are on the pricing section of the home page, which is the only place they are published.
Frequently asked questions
Can it book Friday because the bank wants the deed by Thursday?
It can take the date they named and look at the diary. If a slot is free, it books a papers check or a signing of the type you marked. It cannot promise that a deed will be ready by Thursday, and it cannot invent a Friday because a bank asked. A deadline is a flag, not a new kind of magic slot.
What if a cadastre paper is still missing on the morning of the signing?
That is a move, not a new file. The assistant finds the visit, releases the hour, offers a time that is actually free, writes the change as one change, and texts. It does not leave the old hour on offer until the change is in. It does not say they can sign without the paper.
Can it put two people on a will in one slot?
Only if you marked a will as a type that holds two names, and only if the diary shows that time free. It still takes both names. It does not tell them what to put in the will, and it does not squeeze a will into a ten-minute papers check.
What does the confirmation text actually say?
The time, the type (papers check, signing, power of attorney, will), and the list of papers you typed in for that type. It goes out in the language of the call. It does not contain a tax figure, a form recommendation, or “the deed will be ready”.
What if the diary cannot be reached?
Then the only honest answer is a callback. The assistant takes the name, what they said they want, and a number, and says someone from the office will call back. It does not guess that Thursday is free because last week it was.
Do we have to give up the number on the door?
No. You keep the number. You set one forwarding rule. A call you pick up never leaves the office. See [pricing](/en/#pricing).
