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 Jake, coordinated by Shyla
• Sign: Notes whether a yard sign can be placed – Shyla 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 Karoline
• Lawn Maintenance: Indicates if landlord is covering lawn care during vacancy
• Key System: Whether the property is in our internal key system (yes/no)