Lease Generation + Tenant Move-in Workflow

The following wiki explains the workflow after we have approved applicants for a property.

Trigger: This process is launched once we have an approved set of applicants.
LC: Confirm whether the property has washer/dryer, other appliances. Confirm if the property is located in an HOA, if there are HOA bylaws, shared utilities, shared common areas (pool, gym, community centers, etc) or monthly lawn care fees on the property. These items must be included in the lease. Check Appfolio and MLS to confirm. We just need to be aware of these items so we can be sure to include them in the lease.
LC: Prepare lease and send to PM for approval. Wait for PM to approve and follow up daily until you have approval. https://secure.helpscout.net/docs/682c98b85b07a90ce479dbc9/article/6830a9d4b989167c8aa87c50/
PM: Approve lease
LC: Approve tenant in Appfolio, charge hold deposit, then send portal invitations.
- https://treaty-oak-property-management-llc.helpscoutdocs.com/article/313-tenant-move-in
LC: After PM approves lease, send lease to tenants and PM for signing. Place the tenants first in the 'signing order'. PM signs second. https://secure.helpscout.net/docs/682c98b85b07a90ce479dbc9/article/6830a9d4b989167c8aa87c50/
LC: Send “Application Approved – Next Steps for Your New Home at {{PROPERTY}}”. CC Anna + Anna’s team, MC, PM. BCC the FT. https://treaty-oak-property-management-llc.helpscoutdocs.com/article/16-approval-email-template /
- The utility information should be included in the application approved email.
PM: Send owner ‘Your property is leased’ email
- https://treaty-oak-property-management-llc.helpscoutdocs.com/article/17-owner-email-templates-application-approved-lease-confirmation
OSM: If this is a new owner, notify Owner of What to Expect from Your First Owner Payout
FT: Contact tenants to schedule the move in walkthrough.
LC: Send reminder to pay deposits and/or prorated rent (if not received 1-2 days after approval) (https://secure.helpscout.net/docs/682c98b85b07a90ce479dbc9/article/682e50dd0624d12fd497f49b/ -
LC: Update MLS listing status to “AU”. https://treaty-oak-property-management-llc.helpscoutdocs.com/article/176-updating-mls-listing-status
LC: Enter move-in date and set status on vacancy sheet to ‘Pending’ once lease is fully executed (fully signed + all money received)
MC: Goes to the tenant’s page in AF and reviews the lease + Appfolio notes to confirm who is responsible for lawn maintenance + utilities.
MC: If this is an early termination, rekey property. If not an early termination, skip this task.
MC: Disconnect utilities based on move-in date after lease is fully signed (where applicable). For example, if water is metered, or if HOA pays a particular utility, please act accordingly. Update vacancy spreadsheet with updated utilities information.
LC: Upload executed lease to Appfolio tenant page + property page.
LC: From the property page, click ‘Share with Owner’ on the lease document
- {{ALEX TO DROP A WIKI HERE}}
LC: 2 days before the move in date, doublecheck that tenant has paid all money owed. Remind them to pay if they have not paid.
LC: Schedule send (for 12am on lease commencement date) ‘Happy Moving Day” email to tenants. CC PM, FT.
- The happy moving day email should only be scheduled as soon as we have a fully signed lease and all required payments have been made. This is held off even after their specified move in date until payments have been made. The tenant does not gain access to the property before this.
- https://secure.helpscout.net/docs/682c98b85b07a90ce479dbc9/article/682e50615804997157136c7f/
FT: Conducts walkthrough with tenants. https://treaty-oak-property-management-llc.helpscoutdocs.com/article/56-move-in-walkthrough-checklist
LC: Collect lease commission invoice & W9 from the other agent https://treaty-oak-property-management-llc.helpscoutdocs.com/article/172-collecting-commission-invoice-and-w9-from-the-agents?preview=6830aa50c750b84c056d023e
LC: Update lease commission spreadsheet with lease commission details (% to TOP, % to the leasing agent, rental rate, owner commission rate) https://treaty-oak-property-management-llc.helpscoutdocs.com/article/172-collecting-commission-invoice-and-w9-from-the-agents
LC: Forward lease commission invoice and W9 from the agent to Complete Controller (treatyoakpm@talk2cc.com)
LC: If we receive a ‘Broker Compensation Agreement’ from the other agent, please review it for accuracy, then send to PM to sign.
- {{ALEX WILL PLACE A WIKI HERE. NEED TO SEGMENT THE BROKER COMP AGREEMENT REVIEW PROCESS FROM THE HANDLING INQUIRIES WIKI INTO A SEPARATE DOC, THEN LINK IT HERE AND THE HANDLING INQUIRIES}}
LC: Schedule SignOtter to pick up signs/lockboxes ~4-7 days after lease commencement date.
LC: Update Vacancy Spreadsheet once signs/lockboxes are removed
LC: Unsync lockbox from MLS in Supra.
LC: Close out ProAgentSolutions listing.
LC: Update MLS listing status to ‘L’
LC: Unlist property from website + internet from inside Appfolio.
LC: Remove property from vacancy spreadsheet.
LC: Notify Karoline that tenant move-in is complete and that we have deleted the property from the vacancy spreadsheet.
FT: Ask tenant for review during welcome walkthroughs. https://secure.helpscout.net/docs/682c98b85b07a90ce479dbc9/article/6830a004db16bf7fb8f092f7/