Lead & Tenant Management AutomationPurpose
1.2. Reduce manual workload, eliminate missed steps, coordinate notifications, collect necessary legal or regulatory documents, and update accounting and CRM systems in real time.
1.3. Minimize turnover gaps, ensure consistent tenant experience, and ensure property condition assessment and deposit accounting are precise.
Trigger Conditions
2.2. Notice to vacate submitted by tenant (initiating move-out process).
2.3. Scheduled move-in/move-out date reached.
2.4. Manual trigger from property manager dashboard or CRM.
Platform variants
3.1. Twilio SMS
• Feature/Setting: SMS dispatch for tenant notifications; configure API POST to /Messages for move-in/reminders.
3.2. SendGrid
• Feature/Setting: Automated email confirmation to tenants; set up transactional template and integrate via /mail/send API.
3.3. DocuSign
• Feature/Setting: Lease document e-signature; trigger envelope creation via Create Envelope API.
3.4. Google Calendar
• Feature/Setting: Automated event creation for move-in/out appointment; configure Insert Events endpoint.
3.5. Salesforce
• Feature/Setting: Lead/contact state update; configure Process Builder/Flows or REST PATCH on Contact/Opportunity.
3.6. Yardi Voyager
• Feature/Setting: Move-in, move-out, and deposit status update; use Resident API for real-time sync.
3.7. AppFolio
• Feature/Setting: New tenant setup and vacancy clearing; configure AppFolio API integration for unit/lease records.
3.8. Slack
• Feature/Setting: Internal team move-in/out alert; configure Incoming Webhook message setup.
3.9. Trello
• Feature/Setting: Create move-out checklist card; use /cards POST endpoint or automation rule for board updates.
3.10. Asana
• Feature/Setting: Task assign and due date for cleaning/inspection; use Tasks API to add/assign.
3.11. Microsoft Teams
• Feature/Setting: Notify maintenance channels on move-out; configure Webhook or Bot Framework message.
3.12. Google Drive
• Feature/Setting: Auto-generate shared folder for new tenants; use Drive API to create/folder and permission assignment.
3.13. Monday.com
• Feature/Setting: Update move-in pipeline board status; integrate API to change item/status.
3.14. Zapier
• Feature/Setting: Trigger multi-system workflows from new lease event; use Zap trigger for webhook, then configure multi-action Zaps.
3.15. OneDrive
• Feature/Setting: Centralize deposit refund forms; use Graph API to create and share folder/file link.
3.16. HubSpot
• Feature/Setting: Auto-update contact lifecycle stage; use Workflows or Contacts API.
3.17. Mailchimp
• Feature/Setting: Automated welcome series on move-in; configure Audience automation on new contact via API.
3.18. QuickBooks Online
• Feature/Setting: Automated invoice for final utility bill; use API to create Invoice upon move-out.
3.19. Zoho CRM
• Feature/Setting: Stage change for tenant lead records; configure Workflow Rules or via API.
3.20. Dropbox
• Feature/Setting: Archive inspection photos and documents; use /files/upload endpoint for auto-save.
3.21. Adobe Sign
• Feature/Setting: Automate document signature on move-in/out; use transientDocuments and agreements API.
3.22. Freshdesk
• Feature/Setting: Raise maintenance request tickets for turnovers; configure API for new ticket on move-out.
3.23. Smartsheet
• Feature/Setting: Auto-update inspection/cleaning schedule row; use Sheets API for row insert/update.
Benefits
4.2. Increase tenant satisfaction with timely, personalized communication and self-service.
4.3. Improve operational transparency and reporting for corporate oversight.
4.4. Streamline vendor and internal team coordination, lowering delays and vacancies.
4.5. Lower costs related to manual labor and lost revenue from unoccupied units.