When using Aptly Access for self-guided or controlled tours, there are a few built-in automations that happen automatically—along with additional workflows you’ll need to configure on your Renter Leads board to ensure a seamless leasing process.
What Happens Automatically
Aptly Access includes a small set of backend automations and communications:
🔄 Automatic Stage Movement
- When a prospect schedules a tour using Aptly Access, their card will automatically move to the Scheduled Tour stage.
📧 Automated Emails to Prospects
Aptly will send email notifications throughout the tour request lifecycle, including:
- Tour request initiated
- Tour request submitted
- Tour request approved
- Tour request denied
- Tour appointment reminder (sent on the day of the tour)
Automations You Need to Create
Because every leasing workflow is different, Aptly leaves the rest of the process customizable. Below are three essential automations you should set up on your Renter Leads board.
1. Move to “Tour Completed”
This automation ensures that prospects who successfully attend their tour are moved forward in your pipeline.
✅ Trigger Conditions:
- Stage is Scheduled Tour
- Generated at Door Timestamp is not empty
- Requested Showing Date/Time is in the past
💡 The Generated at Door Timestamp field is automatically populated when a prospect generates an access code at the property.
⚙️ Action:
- Change stage → Tour Completed
➕ Optional Add-Ons:
- Assign follow-up tasks
- Send post-tour emails
- Notify leasing agents
2. Move to “No Show”
This automation identifies prospects who scheduled a tour but never arrived.
✅ Trigger Conditions:
- Stage is Scheduled Tour
- Generated at Door Timestamp is empty
- Requested Showing Date/Time is in the past
💡 Best practice: Add a delay (e.g., ~1 hour) before triggering this automation to allow for late arrivals.
⚙️ Action:
- Change stage → Tour Canceled – No Show
➕ Optional Add-Ons:
- Send rescheduling email
- Notify leasing team
3. Handle “Property Off Market”
This automation ensures prospects are updated when a unit is no longer available.
🛠️ Required Setup (Before Automation):
- Add a Mirror Card Field on the Renter Leads board:
- Field: Published for Rent Flag
- Source: Units board
- Set to Read-Only
- Ensure unit data is up to date so the field populates correctly on all cards.
✅ Trigger Conditions:
- Published for Rent Flag (Mirror Field) = False
- Applies to selected stages (e.g.):
- Engaged
- Scheduled Tour
- Tour Completed
⚙️ Actions:
Choose one of the following (or both):
- Change stage → Property Off Market
- OR change stage → Tour Canceled / No Show
➕ Recommended Add-Ons:
- Notify assignee to follow up with the prospect
- Send automated email explaining the unit is no longer available
- Move prospect into a nurture or alternative property workflow
⚠️ Important: If the tour was scheduled using Aptly Access, you must manually cancel the tour. Otherwise:
- The prospect will still have access to the property
- Automated reminder emails will still be sent
Final Thoughts
Aptly Access handles the tour scheduling and communication, but your board automations ensure the leasing workflow continues smoothly after the tour.
By setting up these three automations, you can:
- Accurately track tour outcomes
- Automatically manage no-shows
- Prevent issues when units go off market