Marketing & leads

To market a vacant unit, choose Marketing & Leads → Listings in the sidebar, then New Listing. Only Listing title is required. Pick the Unit and the listing takes its property, size and rent. Choose Create Listing: new listings start as Draft.

You can also start one from a unit: open it under Property → Units and choose Actions → Create listing.

Fill in the listing's editor before you publish it: Description (with a Fair-housing language reviewed switch), Pricing & specials, Availability & terms (lease terms offered and tour options), Pet policy, Features & amenities, Furnished & mid-term, Photos, Virtual tour & video and Contact & agent.

A listing is Draft, Active, Paused, Leased or Archived. Its Actions menu moves it along:

• Publish sets it Active, and Unpublish sets it Paused.
• Mark leased asks for Leased on (required) and, optionally, the lease, then sets it Leased.
• Relist as draft brings a Leased or Archived listing back to Draft, and Archive retires it.

Publishing doesn't post the listing anywhere. Property tracks each listing site's status in the Syndication section, but nothing is sent to Zillow, Apartments.com or any other site: post the listing yourself, then record its status and link there. Leasing, archiving or unpublishing a listing turns its channels off, and a duplicated listing starts unpublished on every channel.

When an application for the unit becomes a lease, Property marks the unit's Draft, Active and Paused listings Leased.

The figures at the top of Listings show your Live listings (with how many are open and how many are drafts), the Avg asking rent across live listings, the Avg days on market since each was first published, and Lead → lease, the share of prospects that became a lease.

The view menu offers All listings, Live, Draft, Furnished / mid-term and Leased. A listing's editor also lists its Prospects, Showings and Applications, and Lead sources shows where its leads came from and how they converted.

Marketing & Leads follows one person from first contact to a signed lease. A prospect moves through these stages: New, Contacted, Showing scheduled, Toured, Applied and Converted, or Lost.

• Scheduling a showing moves the prospect to Showing scheduled, and completing it moves them to Toured.
• Creating an application from the prospect moves them to Applied.
• Converting the approved application to a lease moves them to Converted.

These moves happen on their own and only go forward: a prospect who already applied stays at Applied when another showing is booked. Every stage change is logged in the prospect's Stage & history section with the date and a note.

To add a lead, choose Marketing & Leads → Prospects, then New Prospect. Only Full name is required. Add an Email, a Phone, the Source (Website to start; others include Zillow, Apartments.com, Referral, Walk-in and Phone call) and, optionally, the Listing they asked about. New prospects start as New.

The prospect's editor holds their Contact details (including Do not contact and Consented to texts), Preferences (beds, budget, move-in date, pets, areas), Source & attribution, Rent quotes and Follow-ups. A follow-up needs a task and a due date, and is Open, Done or Skipped.

The figures at the top count leads (with showings booked), how many toured, applications and leases, each as a share of the step before. The view menu starts on Active pipeline; the others are New, Touring, Applied, Follow-up due, Won, Lost and All prospects.

An open prospect's Actions menu has:

• Mark contacted: moves a New prospect to Contacted.
• Schedule showing: books a tour in Showings. Unit, Date and Time are required; pick a type, a duration (15 to 90 minutes) and an agent.
• Convert to application: creates an application linked to the prospect. Unit and Applicant name are required. An Application fee entered here is recorded only, not charged.
• Hold a unit: reserves a unit for them until a date. The hold is tracked on the prospect only and doesn't change the unit.
• Add to waitlist: adds them to the waitlist, unless they're already on it.
• Mark lost: closes the lead with a reason, such as Leased elsewhere, Price too high or Stopped responding, and optionally who they went with and when to re-engage.

Reopen puts a lost prospect back at Contacted.

A showing is a tour of a unit. Book one from a prospect's Schedule showing, or choose Marketing & Leads → Showings, then New Showing: only Showing title is required, and the type is In-person, Self-guided or Virtual (In-person to start). New showings are Scheduled.

A showing's Actions menu:

• Confirm sets a Scheduled showing to Confirmed.
• Generate access code (self-guided tours) creates a six-digit code valid from 15 minutes before the tour to 15 minutes after it ends. Property doesn't program the lock: set the code on the keypad yourself and share it.
• Complete asks for the Interest level and Outcome (both required), moves the prospect to Toured and expires the access code.
• Reschedule needs a new date and time. Mark no-show and Cancel showing (with a required reason) revoke the access code.

Confirmation sent and Reminder sent are switches you set: Property doesn't send them. The list starts on Upcoming; Needs outcome shows past showings still open. The figures show upcoming and completed tours, the show rate and the share of tours that led to an application.

To start an application, use a prospect's Convert to application, or choose Marketing & Leads → Applications, then New Application. Only Applicant name is required; you can link it to a prospect and a unit. New applications start as Submitted.

The application's editor collects the rest:

• Applicant: identity, contact and disclosures. Keep only the last four digits of an ID: never store full ID or SSN numbers.
• Co-applicants: each one is a Co-applicant (on lease), Cosigner, Guarantor or Occupant (not on lease), with income and screening status.
• Household, Pets (an assistance animal isn't a pet) and Vehicles.
• Employment & income, Rental history and References.
• Screening, Fees and Decision & lease.

The list's figures show applications in review, the approval rate, the average days from applying to a decision and the share of applications that became a lease. The view menu starts on In review.

Screening in Property is a record you keep, not a check Property runs: it doesn't contact a screening company. Choose Actions → Start screening on a Submitted application. Its status becomes Screening, and each check is marked Requested. Record each result in the Screening section as it comes back:

• Criminal background: Clear, Records found or Review needed.
• Credit report: Meets criteria, Below criteria, Thin file or No score, with the score.
• Eviction history: None found, Eviction found or Review needed.
• Income verification: Verified, Partially verified or Unverified.

Your qualifying rules live under Screening Criteria at the top of Applications: Income multiple (× rent) (3 to start), Minimum credit score (620), Eviction lookback (years) (7), Count co-applicant income and Allow cosigners to qualify (both on), and the criteria text you share with every applicant.

Employment & income compares the household's monthly income with the rent times the income multiple. The rent is the unit's, then the listing's, then the Rent to qualify against you enter. One application can use its own Income multiple override.

To decide an application, choose Actions → Record decision (Change decision once there is one), pick an outcome and choose Save Decision:

• Approve sets it Approved.
• Approve with conditions sets it Conditionally approved, with any additional deposit, a required cosigner or guarantor, a monthly rent adjustment and other conditions.
• Deny sets it Denied and requires the adverse-action reasons, with the date the notice went out.

On an approved application, Convert to lease creates the lease. Lease name and Start date are required. The term is 6 to 24 months (12 to start); a blank end date is the start plus the term. Blank rent uses the unit's rent plus any rent adjustment, and a blank deposit uses your deposit policy plus any extra deposit. The lease starts as Draft unless you pick Pending or Active. Choose Create Lease, and Property:

• creates the tenant and the lease, with the applicant as primary tenant and each co-applicant, cosigner, guarantor and occupant as a lease party;
• sets the application to Lease created and the prospect to Converted;
• places the person's waitlist entries and marks the unit's open listings Leased.

Mark withdrawn closes an application, and Reopen puts a denied or withdrawn one back to Submitted.

To add someone to the waitlist, choose Marketing & Leads → Waitlist, then New Waitlist Entry (or use a prospect's Add to waitlist). Only Full name is required. An entry is Waiting, Offered, Placed, Converted, Declined or Removed.

The queue is ordered by position (entries without one come last), then priority (Standard, High, Transfer, Accessibility or Employee), then join date. Move up and Move down in an entry's Actions menu reorder it. Renumber Queue at the top of the list renumbers each property's queue from 1, with higher priorities first.

An entry's Actions menu also has:

• Log opening notice: records that you told them about an opening. Send the message itself from Communications.
• Offer unit: Unit and Respond by are required; a blank rent uses the unit's. The entry becomes Offered. Property records the offer but doesn't message the person. Matching units lists open units that fit.
• Convert to application, Mark placed, Remove from waitlist (with a required reason) and Put back in line.

Marketing & Leads → Rent Comparables tracks rents at competing properties. Choose New Comparable: only Comparable (its name) is required. Pick which of your properties it's Compared to, and add its rent, bedrooms and square feet.

Property works out each comparable's Effective rent (the asking rent less the monthly value of its concessions) and its price per square foot. To log a new asking rent, choose Actions → Record new rent: Observed on and Asking rent are required. The observation goes into the comparable's history and becomes its current asking rent. Archive and Restore retire and bring back a comparable.

The figures at the top show active comparables, their average effective rent and price per square foot, and Your avg rent with how far it sits from the market.