Approved Applicant Workflows
Complete journey from application approval to tenant move-in
Application Approved!
Application has passed all screening checks and been approved by property management
Your Action
- Applicant automatically added to Approved Applicants board
- Status set to "Information Gathering"
Information Gathering
Collect final lease details and tenant preferences via secure applicant portal
Your Actions
- Set allowed lease start date range (earliest/latest dates)
- Verify RBP type ($15 window units / $35 central HVAC)
- Review and adjust optimal lease end date
- Confirm monthly rent amount
- Set security deposit amount
- Configure what info to collect from applicant
- Generate and send portal access code to applicant
Applicant Portal Features
- Portal Access: Secure code-based login system ✅
- Information Forms: Tenant completes all forms in portal ✅
- Data Pre-fill: Auto-populates from Buildium application ✅
- RBP Auto-Lookup: Retrieves RBP amount from Unit database ✅
- Lease End Calculator: Spreads move-outs evenly across days ✅
- Email Notifications: Portal update alerts (not action requests) 🚧
Coming Soon
Automated email notifications when portal forms are ready for completion
Lease Processing
Review portal-submitted information and prepare lease document
Your Actions
- Review tenant preferences submitted via portal
- Finalize all lease terms and amounts
- Manually create Buildium charges (rent, deposit, fees)
- Generate lease PDF document
- Review generated lease for accuracy
- Upload lease to portal for tenant review
Coming Soon
- Automated lease PDF generation from template
- Pre-fill all lease fields from portal-collected data
- Portal notification when lease is ready for review
Waiting for Signature
Tenant reviews and signs lease document via portal
Your Actions
- Upload finalized lease to applicant portal
- Send email notification that lease is ready (portal link)
- Monitor signature status in portal
- Answer questions via portal messaging
- Handle any requested amendments
- Confirm deposit choice (traditional vs. Obligo)
Portal Features
- Document Display: Tenant views lease in portal ✅
- Questions System: Submit questions directly in portal ✅
- Communication Hub: All interactions tracked in system ✅
Coming Soon
- In-portal e-signature integration (DocuSign/HelloSign)
- Automated reminder emails (portal notification after 48 hours)
- Document view tracking
- Auto-transition to next stage when fully signed
Move-In Checklist
Tenant completes all tasks via portal; admin verifies completion
Portal Checklist Features
- Task Display: Tenant sees checklist in portal ✅
- Progress Tracking: Visual completion percentage ✅
- Document Upload: Tenant uploads proof documents via portal ✅
- Admin Verification: Mark tasks complete after review ✅
- Status Updates: Real-time progress monitoring ✅
- Email Alerts: Portal notification for incomplete items 🚧
Typical Checklist Items
- First month's rent paid - Verify in Buildium
- Security deposit paid OR Obligo setup complete - Verify in Buildium
- Renter's insurance proof - Tenant uploads via portal
- Utility accounts transferred - Tenant confirms via portal
- ACH/Auto-pay enrollment - Verify in Buildium
- Buildium Resident Portal activated - Admin enables
- Move-in inspection form completed - Tenant fills out self-service document
- Pre-move-in cleaning completed - Admin schedules via Property Meld 🚧
Coming Soon
- Property Meld Integration: Auto-create cleaning work orders
- Auto-verify payments directly from Buildium API
- Automated portal reminder emails for incomplete items
- Insurance verification API integration
Ready for Keys
All requirements complete - prepare for move-in day
Your Actions
- Final review of all completed requirements
- Prepare keys or generate lockbox access code
- Schedule key handover appointment
- Send move-in day instructions
- Provide emergency contact information
Coming Soon
- Time-limited lockbox code generation
- Automated "Ready for Move-In" email package
- Move-in day checklist and tips
- Codebox/Sentrilock API integration
Moved In - Complete!
Keys handed over, tenant has taken possession - now an active resident
Final Steps
- Provide keys or lockbox access to tenant
- Tenant completes move-in inspection form (self-service document)
- Review tenant's inspection submission with photos
- Mark applicant as "Moved In" in system
- Archive workflow documentation
Coming Soon
- First week check-in via portal (automated email notification)
- 30-day tenant satisfaction follow-up
- Transition to active tenant management system
Portal-First System Design
All Tenant Actions Happen in the Portal
Email notifications are alerts only - they inform tenants that the portal has been updated with new items for them to complete. All forms, document uploads, and communications occur within the secure applicant portal.
Currently Available
- Applicant Portal: Secure code-based access system ✅
- Portal Forms: Information gathering & preferences ✅
- Document Upload: Tenant-submitted proof documents ✅
- Move-In Checklist: Task tracking in portal ✅
- Questions System: In-portal communication ✅
- Kanban Board: Admin drag-and-drop status management ✅
- Progress Tracking: Completion percentage per applicant ✅
- Lease Calculator: Optimal lease end date algorithm ✅
- RBP Integration: Auto-retrieve from unit database ✅
Planned Automation
- Email Notifications: Portal update alerts (not action emails) 🚧
- Lease PDF Generation: Auto-create from templates 🚧
- E-Signature: DocuSign/HelloSign in portal 🚧
- Payment Verification: Real-time Buildium API sync 🚧
- Property Meld Integration: Auto-create cleaning work orders 🚧
- Lockbox System: Time-limited code generation 🚧
- Status Auto-Transition: Move stages when criteria met 🚧
- Insurance API: Auto-verify renter's insurance 🚧
Important Business Rules
Lease Dates
- Property manager sets allowed start date range
- Tenant chooses preference via portal within that range
- System calculates optimal end date (~12 months)
- Algorithm spreads move-outs evenly across days
Deposit Options
- Traditional: Standard security deposit
- Obligo: Deposit-free alternative
- Tenant makes choice during lease signing
Buildium Charges
- Charges are created manually in Buildium
- System verifies payments, doesn't create them
- Future: API integration for verification automation
RBP (Resident Benefit Package)
- NOT an applicant choice - set by unit
- $15/month: Standard (window AC units)
- $35/month: Premium (central HVAC)
- Auto-retrieved from Unit database during setup
Move-In Inspection
- Self-service document completed by tenant
- Tenant fills out form via portal on move-in day
- Includes property condition notes and photos
- NOT a scheduled in-person appointment
Pre-Move-In Cleaning
- Scheduled via Property Meld (external system)
- Future: Auto-create work orders from this system 🚧
- Must be completed before tenant move-in