Weekly Showing Report – Processing Guide

Overview

Each Monday, the Leasing Coordinator (LC) will send a Showing Report — a consolidated list of showings across all of our properties, along with any feedback received. This report must be reviewed and processed promptly to ensure accurate records, quick owner response, and proactive leasing decisions.

Step-by-Step Process

1. Receive the Report

• The LC will send the showing report to the PM every Monday.
• Ensure it is saved and accessible in the Showing Agent Feedback Report.

2. Update the Spreadsheet

• Record all showings and feedback received from ProAgentSolutions in the master Showing Report Spreadsheet. Use this form to enter the information from the PAS emails. Record these as the reports come in during the 2x daily "Handling Inquiries" batch sessions.
• Double-check that agent name, showing date/time, and feedback are entered correctly.

3. Review Feedback

• Look for any action items mentioned (e.g., dirty house, repair needs, agent questions).
• Create tasks or follow up with the relevant team (PM, Maintenance, etc.) as needed.

4. Communicate with PM

• After reviewing and updating, send the report to the assigned Property Manager (PM) every Monday.
• Highlight any key issues or recommended actions.
• If needed, PM will instruct LC1 to make price decreases. PM to run local comps to compare current pricing against the market. Consider price adjustments, especially if feedback suggests high price resistance. Remember our standard price reduction cadence: 14 > 21 > 28 days on market, adjusting as appropriate based on seasonality, applications received, or level of interest.

Weekly Email to PM

After updating the showing report each Monday, send the PM a quick update using the following template:

Subject: Weekly Showing Report – [Date Range]

Hi {{PM}},

Here’s the showing report for all properties for the past week: Showings Report - Agent Feedback

Let me know if you have any questions or would like to enact a price change and/or free rent offering on any of these listings.