Vacancy Spreadsheet

This is a general overview of the Vacancy Spreadsheet that we use heavily in daily operations.

Vacancy Spreadsheet – Treaty Oak Property Management

• The Vacancy Spreadsheet is used daily and is critical for tracking:
  • Upcoming move-outs
  • Make-ready status
  • Listing and marketing activity
  • Move-ins and tenant transitions

Key Columns & What They Mean:

• Move-Out Date: When tenant/owner is leaving the property
• Move-In Date: When the new tenant is scheduled to move in
• Make-Ready Completed: Status of cleaning, repairs, and rekey
• Photos: Confirms if we have usable marketing photos or need new ones
• MLS Status: Active, Pending (yellow), or Leased (red)
• M.O.: Move-out instructions sent to tenant/owner – template available in Help Scout
• Walkthrough: Refers to move-in walkthrough scheduled by the Field Tech, coordinated by the Leasing Coordinator
• Sign: Notes whether a yard sign can be placed – Leasing Coordinator manages Sign Otter for this
• Combo / Combo Location / Supra / Supra Location: Lockbox types and their exact location at the property
• Utilities (Columns P–R): Lists utility providers and status – maintained by Maintenance Coordinator
• Lawn Maintenance: Indicates if landlord is covering lawn care during vacancy
• Key System: Whether the property is in our internal key system (yes/no)

FAQ

Only the maintenance coordinator / Karoline. 

If you’re aware that a property has an early termination, please double-check that it’s correctly marked. If it’s not, go ahead and update it so the rest of the team can proceed accordingly.

What does the Leasing Coordinator update?

LC is responsible for the following:

1. Column B: Move-out date
2. From Column I (Address) to Column K (Move-out instructions)
3. From Column M (Sign) to Column Q (Supra location) - Linked to Signotter
4. Column Z (In TOP Key System)