New Lead Inquiry
Lead submits inquiry from listing platform (Zillow, Apartments.com, etc.) or sends SMS
"Respond to Lead Inquiry" task appears in your Tasks page
Initial Response
You respond to the lead via SMS or the messaging system
- Review lead details and property interest
- Use AI Assist to generate response
- Answer questions about property
- Gauge interest and qualify lead
Is Lead Interested?
Archive as Not Interested
Lead is archived with status "Not Interested"
Schedule Self-Showing
Book appointment for lead to view the property on their own
- Click "Book Appointment" in lead detail
- Select available time slot
- System checks for conflicts
- Lead status changes to "Viewing Scheduled"
ID Verification
Lead verifies their identity before the showing
- Send ID verification link to lead
- Lead uploads ID via DocuPass
- System processes and validates ID
- "ID Verification - Awaiting Completion" (if pending 15+ min)
- "ID Verification - Review Result" (when results arrive)
Send Lockbox Access Code
After ID verification passes, send lockbox code for self-showing
- Click "Send Access Code" button
- System generates code (Codebox API or manual)
- AI-generated message pre-fills with code + location
- Review and send message to lead
"Self-Showing Confirmation" task created 2 hours before appointment (or smart timing)
Lead Views Property
Lead uses lockbox code to access property and view on their own
"Follow-Up After Self-Showing" task created 1 hour after appointment time
Post-Showing Follow-Up
Check in with lead about their experience and gauge interest
- Click follow-up task (AI-generated message auto-populates)
- Ask about their experience viewing the property
- Answer any questions they have
- Determine if they want to apply
Ready to Apply?
Continue Nurturing
Lead may want to see other properties or needs time to decide
"Unresponsive Lead Check" if no response for 24+ hours
Application Submitted
Lead submits rental application with required documents
- Change lead status to "Working Application"
- Send application link to lead
- Monitor application progress
"Application Follow-Up" task created if application stalls for 36+ hours
Review Application
Review application, run background/credit checks, make decision
- Review application completeness
- Verify income and employment
- Run credit and background checks
- Make approval decision
Application Approved!
Congratulations! Lead becomes an Approved Applicant
- Change lead status to "Approved"
- Notify applicant of approval
- Move to Approved Applicant Workflows →