Lease Listing Workflow

For a new property,

For a new property, first we need to add it into our system, which is AppFolio. AppFolio is a property management software. Adding a property to AppFolio involves two steps, which are owner onboarding and property onboarding. In order to successfully add the property, we need a specific document called a property management agreement.

Required documentation

Property Management Agreement (PMA)
Proof of Insurance (POI)
W-9 form (landlord’s)

Onboarding owner

A property management agreement is required. (After creating the owner, upload the agreement on the owner page.)

Onboarding the property

A property management agreement is required. (After adding the property, upload the agreement on the property page.)

Scheduling/Ordering the photoshoot

Confirm the photoshoot day with the property manager
Confirm the instructions with the property manager (if the property is occupied)
Add the lockbox code (it’s 1161 or 5025)

Prepping the MLS (Single family property or Multi-family property)

From an already existing listing
From tax records

Gathering information from the property manager

Lease price/List price
Bed/Bath confirmation (first check the previous listing on mls or other syndicated listings like Redfin, Realtor, and Zillow etc.)
The marketing title and description (sometimes it’s already available on the property page but for the new property, we need a new one)
Lockbox number (we have a sheet for the LB numbers )
Showing instructions (confirm with the property manager if the property is occupied or else it is vacant)

Adding information to the MLS

The MLS form is almost pre-filled when we add the property from the previous listing.
The application fee is always $55.
Are pets allowed? Please confirm it with the property manager.
Pet fee is $500
Only 2 pets are allowed with breed restrictions & a medium weight limit.
Confirm the lease terms with the property manager.
Confirm the available date with the property manager.
Add ‘On file’ under owner name
Showing instructions (Vacant property)
Under showing requirements, check: Go, Lockbox
Lockbox type: Supra
Lockbox serial number: Check Vacancies
Lockbox location: Check with Stephanie / Vacancy Spreadsheet
Showing instructions: Add from the MLS wiki
Add compensation information as is in the image
Add directions
Search the property on Google Maps.
Get the property directions from the main highway.
The property distance from the main highway should be the shortest
Add the marketing descriptions under public, private, and syndication remarks
Leave the virtual tour and add the following information as shown in the image.
Click ‘Publish Listing.’

After clicking, the MLS form will give a few error messages. Remove those errors and publish the form again. The property will be published.

After publishing the property on MLS, the property needs to be posted on the Treaty Oak website and other syndicated listings. For that:

Go to the property page on Appfolio
On the right hand side under marketing section, click ‘Post to Website & Post to Internet.’
Add the hashtags under amenities. The tags will be provided by Ryan
Add the marketing title and description provided by Ryan
Check the uploaded photos. The photos should always be new.