Weekly Showing Report – Processing Guide

Overview

Each Monday, the Leasing Coordinator (LC) will send a Showing Report to the PM — 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

LC1 handles this part.

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

LC1 handles this part.

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.

(PM) Process Action Items + Enact Price Reductions

The PM takes over at this point. Ideally this batch session takes no more than 30 minutes. Each week, they'll do the following:

• Review all showing feedback for the last week only. 
• Are there any actionable items? If so, please handle it.
• Any agent questions? If so, please respond or have LC1 respond asap, if they have not already.
  • Please note: LC1 responds to inquiries + showing feedback from PAS Monday through Friday. OC handles these on Sat/Sun. If received Sat/Sun, ping the OC.
• Once addressed, have LC1 confirm any Active properties that have not had a price decrease in 7+ days. 
• Do any of those properties that LC1 mentioned require a price reduction? They do if they do not have applications, if showing activity was slow and if days on market are beyond 21 days
• Send Adrienne your proposed price reductions