1. Owner Occupied
“Occupied”
“Owner Signed”
Paperwork
30 Day Notice
Inspection
Owner
“Vacant” “Past Owner”
Owner 30 Day Notice
LEAD
Owner Unoccupied Inspection
“Vacant” “Occupied”
Market Property
Tenant
Paperwork “Past Tenant”
Inspection Tenant 30 Day Notice
Rented
Weekly Call Auto New Tenant Fol-up
Not Rented
“Occupied” “Tenant”
Tenant
“Tenant”
Auto New Tenant
2. Owner Occupied
“Occupied”
“Owner Signed”
Owner is moved into this
Paperwork
Stage when they have a 30 Day Notice
Inspection
Tenant in their property Owner
“Vacant” “Past Owner”
Owner 30 Day Notice
LEAD
Owner Unoccupied Inspection
“Vacant” “Occupied”
Market Property
Tenant
Paperwork “Past Tenant”
Inspection Tenant 30 Day Notice
Rented
Weekly Call Auto New Tenant Fol-up
Not Rented
“Occupied” “Tenant”
Tenant
“Tenant”
Auto New Tenant
3. Owner Occupied
Owner is moved into this “Occupied”
Stage when they DO NOT “Owner Signed”
have a Tenant in their Paperwork
Property 30 Day Notice
Inspection
Owner
“Vacant” “Past Owner”
Owner 30 Day Notice
LEAD
Owner Unoccupied Inspection
“Vacant” “Occupied”
Market Property
Tenant
Paperwork “Past Tenant”
Inspection Tenant 30 Day Notice
Rented
Weekly Call Auto New Tenant Fol-up
Not Rented
“Occupied” “Tenant”
Tenant
“Tenant”
Auto New Tenant
4. Owner Occupied
“Occupied”
“Owner Signed”
Paperwork
30 Day Notice
Inspection
Owner
“Vacant” “Past Owner”
Owner 30 Day Notice
LEAD
Owner Unoccupied Inspection
“Vacant” “Occupied”
Market Property
Tenant
Paperwork “Past Tenant”
Inspection Tenant 30 Day Notice
Tenant is automatically Rented
moved into this stage Weekly Call Auto New Tenant Fol-up
Not Rented
from the web form on “Occupied” “Tenant”
Onqpm.com website
Tenant
“Tenant”
Auto New Tenant
5. Owner Occupied
“Occupied”
“Owner Signed”
Paperwork
30 Day Notice
Inspection
Owner
Move a Tenant or Owner into this stage
“Vacant” “Past Owner”
when receiving a 30 Day Notice from Owner 30 Day Notice
either.LEAD system will know what type
The Owner Unoccupied Inspection
of LEAD (Owner/Tenant) was moved into this
“Vacant” “Occupied”
stage and will automatically start the
Market Property
designated process Tenant
Paperwork “Past Tenant”
Inspection Tenant 30 Day Notice
Rented
Weekly Call Auto New Tenant Fol-up
Not Rented
“Occupied” “Tenant”
Tenant
“Tenant”
Auto New Tenant
6. Owner Occupied
“Occupied”
“Owner Signed”
Paperwork
30 Day Notice
Inspection
Owner
*Sequence will only start if they do not have a "Paperwork Completed" Tag
“Vacant” “Past Owner”
PaperWork
Owner 30 Day Notice
LEAD #
1
Name
*S obtain 3 copies of each key
Type
Task
Schedule
Immediate
Owner 2
Unoccupied *S turn in file to SM Task Inspection Immediate
3 *S create portfolio/owner(s) in PW Task Immediate
“Vacant”
4 *S create building(s) in PW Task “Occupied” Immediate
Market Property enable owners portal
5 *S Task Immediate
6 *S set up owners epay in PW Task Tenant Immediate
Paperwork *SM turn in file to admin
7 Task Immediate
“Past Tenant” Immediate
8 *SM scan and attach owners agreement to PW Task
Inspection
9 *SM Review File in PW Task Tenant 30 Day Notice
Immediate
10 Rented
*PM File Keys Task Immediate
Weekly Call
11 *PM Upload CC&Rs Task Auto New Tenant Immediate
Fol-up
12 Not Rented
*PM Upload Proof of Insurance Task Immediate
“Occupied”
13 *SM Broker initial Task “Tenant” Immediate
14 *SM input sale in tracking spreadsheet Task Immediate
15 *PM check W/O status w/ Sales Agent Task Immediate
16 Call New Owner and introduce yourself as PM Task Immediate
Tenant
17 *New Owner email to PM Email Immediate
“Tenant” *ADMIN mail post card to New Owner
18 Email Delay 15 Days (rounded to next Wednesday)
19 *New Customer - How are we doing? Email Delay 30 Days
Auto New Tenant Customer - Referral Request
20 *New Email Delay 90 Days
7. Owner Occupied
“Occupied”
“Owner Signed”
Paperwork
30 Day Notice
Inspection
Owner
“Vacant” “Past Owner”
Owner 30 Day Notice
LEAD
Owner Unoccupied Inspection
*Sequence will only start if they DO NOT have a "Inspection Started" Tag
“Vacant” “Occupied”
Inspection
#
Market Property Name Type Schedule Content
Tenant
Paperwork *Inspection Started Tag
1 Actions Immediate
“Past Tenant”
Actions
2 *PM call for 6 month inspection Task Delay 180 Days Task
Inspection call for 6 month inspection
3 *PM TaskTenant 30 Day Notice
Delay 360 Days Task
Rented
Weekly Call call for 6 month inspection
4 *PM Task NewDelay 540 Days
Auto Tenant Fol-up Task
5 *PM call for Not Rented
6 month inspection Task Delay 720 Days Task
“Occupied” call for 6 month inspection “Tenant”
6 *PM Task Delay 900 Days Task
7 *PM call for 6 month inspection Task Delay 1080 Days Task
8 *PM call for 6 month inspection Task Delay 1260 Days Task
Tenant
9 *PM call for 6 month inspection Task Delay 1440 Days Task
“Tenant”
10 *PM call for 6 month inspection Task Delay 1620 Days Task
Auto New Tenantcall for 6 month inspection
11 *PM Task Delay 1800 Days Task
8. Owner Occupied
“Occupied” Market Property
# “Owner Signed” Name Type Schedule Ready
1 *S publish property and post to craigslist in PW Task Immediate Yes
2 Paperworkupload pics to PW
*S Task Immediate Yes
30 Day Notice
3 *S confirm utilities are on
Inspection Task Immediate Yes
4 *S put sign on property Owner
Task Immediate Yes
5 “Vacant” take pictures of property
*S “Past Owner”
Task Immediate Yes
6 *S put lock box on property TaskOwner 30 Day Notice Yes
Immediate
LEAD
Owner Unoccupied Inspection
“Vacant” “Occupied”
Market Property
Tenant
Paperwork “Past Tenant”
Inspection Tenant 30 Day Notice
Rented
Weekly Call Auto New Tenant Fol-up
Not Rented
“Occupied” “Tenant”
Tenant
“Tenant”
Auto New Tenant
9. *Sequence will only start if they do not have a "Paperwork Completed" Tag
Owner Occupied PaperWork
# Name Type Schedule
“Occupied” 1 *S set up owners epay in PW Task Immediate
“Owner Signed” 2 *S turn in file to SM Task Immediate
3 *S obtain 3 copies of each key Task Immediate
Paperwork 4 *SM turn in file to admin Task Immediate
5 30 Day Notice
*SM scan and attach owners agreement to PW Task Immediate
Inspection 6 *SM Review File in PW Task Immediate
7 *S create building(s) in PW Owner
Task Immediate
“Vacant” 8 *New Owner email to PM Email
“Past Owner” Immediate
9 Call New Owner and introduce yourself as PM Task Immediate
Owner 30 Day Notice
LEAD 10 *PM check W/O status w/ Sales Agent Task Immediate
Owner Unoccupied
11 *SM input sale in tracking spreadsheet Inspection
Task Immediate
12 *SM Broker initial Task Immediate
“Vacant” 13 *PM Upload Proof of Insurance “Occupied”
Task Immediate
14 *PM Upload CC&Rs Task Immediate
Market Property
15 *PM File Keys Task Immediate
Tenant
Paperwork 16 *S enable owners portal Task
“Past Tenant”
Immediate
17 *S create portfolio/owner(s) in PW Task Immediate
Inspection 18 *ADMIN mail post card to New Owner Tenant 30 Day Notice (rounded to next Wednesday)
Email Delay 15 Days
19 Rented
*New Customer - How are we doing? Email Delay 30 Days
Weekly Call 20 *New Customer - Referral Request Auto New Tenant Fol-up Delay 90 Days
Email
Not Rented
“Occupied” “Tenant”
Tenant
“Tenant”
Auto New Tenant
10. *Sequence will only start if they DO NOT have a "Inspection Started" Tag
Owner Occupied Inspection
# Name Type Schedule Content
“Occupied”
1 *Inspection Started Tag Actions Immediate Actions
“Owner Signed”
2 *PM call for 6 month inspection Task Delay 180 Days Task
Paperwork*PM call for 6 month inspection
3 Task Delay 360 Days Task
4 *PM call for 6 month inspection 30 Day Notice 540 Days
Task Delay Task
Inspection
5 *PM call for 6 month inspection Task Owner Delay 720 Days Task
“Vacant”6 *PM call for 6 month inspection Task
“Past Owner”Delay 900 Days Task
7 *PM call for 6 month inspection Task Delay 1080 Days Task
Owner 30 Day Notice
LEAD 8 *PM call for 6 month inspection Task Delay 1260 Days Task
Owner Unoccupied call for 6 month inspection
9 *PM Task Delay 1440 Days
Inspection Task
“Vacant”10 *PM call for 6 month inspection Task
“Occupied”Delay 1620 Days Task
11 *PM call for 6 month inspection Task Delay 1800 Days Task
Market Property
Tenant
Paperwork “Past Tenant”
Inspection Tenant 30 Day Notice
Rented
Weekly Call Auto New Tenant Fol-up
Not Rented
“Occupied” “Tenant”
Tenant
“Tenant”
Auto New Tenant
11. Owner Occupied
“Occupied”
“Owner Signed”
Paperwork
30 Day Notice
Inspection
Owner
“Vacant” “Past Owner”
Owner 30 Day Notice
LEAD
Owner Unoccupied Inspection
“Vacant” “Occupied”
Market Property
Tenant
Paperwork “Past Tenant”
Inspection Tenant 30 Day Notice
Rented
Weekly Call Auto New Tenant Fol-up
Not Rented
“Occupied” “Tenant”
Weekly Call
Tenant
# Name Type Schedule
“Tenant”
1 *Call Owner Weekly Task Delay 3 Days (rounded to next Wednesday)
Auto New Tenant
12. Owner Occupied
“Occupied”
“Owner Signed”
Paperwork
30 Day Notice
Inspection
Owner
“Vacant” “Past Owner”
Owner 30 Day Notice
LEAD
Owner Unoccupied Inspection
“Vacant” “Occupied”
Market Property
Tenant
Paperwork “Past Tenant”
Inspection Tenant 30 Day Notice
Rented
Weekly Call Auto New Tenant Fol-up
Not Rented
“Occupied” “Tenant”
Weekly Call
Tenant
# Name Type
“Tenant” SCENARIO
Schedule
1 *Call Owner Weekly Task Delay 3 Days (rounded to next Wednesday)
Auto New Tenant Property is Rented
Property still needs to be Rented
13. Owner Occupied
“Occupied”
“Owner Signed”
Paperwork
30 Day Notice
Inspection
Owner
“Vacant” “Past Owner”
Owner 30 Day Notice
LEAD
Owner Unoccupied Inspection
“Vacant” Agent Must change the
“Occupied”
Market Property OWNER’s Stage to
Tenant
Paperwork Owner Occupied
“Past Tenant”
Inspection Tenant 30 Day Notice
Rented
Weekly Call Auto New Tenant Fol-up
Not Rented
“Occupied” “Tenant”
Weekly Call
Tenant
# Name Type
“Tenant” SCENARIO
Schedule
1 *Call Owner Weekly Task Delay 3 Days (rounded to next Wednesday)
Auto New Tenant Property is Rented
Property still needs to be Rented
14. Owner Occupied
“Occupied”
“Owner Signed”
Paperwork
30 Day Notice
Inspection
Owner
“Vacant” “Past Owner”
Owner 30 Day Notice
LEAD
Owner Unoccupied Inspection
“Vacant” “Occupied”
Market Property
Tenant
Paperwork “Past Tenant”
Inspection Tenant 30 Day Notice
Rented
Weekly Call WeeklyNew Tenant Fol-up
Auto Call
Not Rented
“Occupied”
Sequence Repeated
“Tenant”
Weekly Call
Tenant
# Name Type
“Tenant” SCENARIO
Schedule
1 *Call Owner Weekly Task Delay 3 Days (rounded to next Wednesday)
Auto New Tenant Property is Rented
Property still needs to be Rented
15. Automated New Tenant Follow-Up
# Name Type Schedule
Owner Occupied 1 *PM Call New Tenant and introduce yourself as PM Task Immediate
2 *LA Lease is Signed by Agent and Tenants Task Immediate
“Occupied” 3 *LA Copy of Driver License Task Immediate
4 *LA Give Tenant a copy of Leasing Paper-work Task Immediate
“Owner Signed”
5 *LA Call owner inform Lease Status Task Immediate
6 *LA Property is Rent Ready Task Immediate
Paperwork
7 *LA Keys are ready (2 Copies)
30 Day Notice Task Immediate
8 *LA Return Sign Task Immediate
Inspection
9 *LA Return Lockbox Owner Task Immediate
10 *LA Take Prop off Website Task Immediate
“Vacant” 11 *LA Turn File Into Sales Manager “Past Owner” Task Immediate
12 *SM Review File Task
Owner 30 Day Notice Immediate
LEAD 13 *SM Input into tracking Task Immediate
Owner Unoccupied14 *LA Call Tenant to make Appt & Disclose Move-in Costs
Inspection
Task Immediate
15 *LA Prepare Leasing Paper Work Task Immediate
“Vacant” 16 *LA Call Owner to Review Applicants “Occupied” Task Immediate
17 *LA Apply appropriate Management fee in ProertyWare Task Immediate
Market Property
18 *PM Converting Application to Lease Task Immediate
19 *PM Enable Portal Tenant in Propertyware Tenant Task Immediate
Paperwork
20 “Past Tenant”
*PM Setup Auto Pay information in Propertyware Task Immediate
21 *PM Scan and Attach File documents to Tenant Portal Task Immediate
Inspection
22 *PM Input Data from Lease Tenant 30 Day Notice
Task Immediate
23
Rented *PM Give Check and File to Admin Task Immediate
Weekly Call 24 *PM Received Application Auto New Tenant Fol-up
Task Immediate
25 Not Rented Screening in Propertyware
*LA Request Task Immediate
“Occupied” 26 *LA Verify Past Landlord
“Tenant” Task Immediate
27 *SM Broker Initialed Task Immediate
28 *LA Verify Employment Task Immediate
29 *LA Review Credit Check Task Immediate
Tenant
“Tenant”
Auto New Tenant
16. Owner Occupied
“Occupied”
“Owner Signed”
Owner 30 Day Notice
# Name Paperwork Type Schedule
1 *Send management change letter to tenant Task Immediate 30 Day Notice
Inspection
2 *Close Owner File Task Delay 30 Days Owner
“Vacant” “Past Owner”
Owner 30 Day Notice
LEAD
Owner Unoccupied Inspection
“Vacant” “Occupied”
Market Property
Tenant
Paperwork “Past Tenant”
Inspection Tenant 30 Day Notice
Rented
Weekly Call Auto New Tenant Fol-up
Not Rented
“Occupied” “Tenant”
Tenant
“Tenant”
Auto New Tenant
17. Tenant 30 Day Notice
# Name Type Schedule
Owner Occupied
1 *Move Out Tenant Email Email Immediate
2 “Occupied”Task
*Call the Owner 30 day received Immediate
3 “Owner Signed”
*Call for Move-out Inspection Task Delay 24 Days
4 *Put Lock Box on Property Paperwork Task Delay 28 Days
5 *Completed move-out inspection Task Delay 28 Days 30 Day Notice
Inspection
6 *Call Owner- report move-out inspection Task Delay 30 Days
Owner
7 *Get a bid for Maintenance/Cleaning Task Delay 30 Days
“Vacant” “Past Owner”
8 *Is the tenant out of the property? Task Delay 32 Days
Owner 30 Day Notice
9 LEAD *Call Owner- with bid Task Delay 34 Days
10 Owner Unoccupied
*Begin maintenance on the property Task Delay 37 Days Inspection
11 *Mail Tenants ledger/check Task Delay 40 Days
“Vacant” “Occupied”
12 *Call Venders- check status Task Delay 43 Days
13 *Move paper file to past tenantsMarket Property
Task Delay 45 Days Tenant
14 *Make sure the Property is rent ready
PaperworkTask Delay 45 Days
“Past Tenant”
Inspection Tenant 30 Day Notice
Rented
Weekly Call Auto New Tenant Fol-up
Not Rented
“Occupied” “Tenant”
Tenant
“Tenant”
Auto New Tenant
