The Renter Leads Board is your central hub for managing scheduled tours. From tracking new tour requests to reviewing ID verification and approving access, everything you need lives in one place. This guide walks you through how to set up your board and how to manage your tour activity day-to-day.
Setting Up Your Tour Management View
Before you can manage tours, you’ll want to create a dedicated view and add the right widgets.
1. Create a Tours View
- Open your Renter Leads Board.
- Go to Advanced Settings → Card Options → Card Detail.
- Click Add New View.
- Name it Tours.
- Save your changes.
2. Add the Tour Requests Widget
- In your new Tours view, select Add Widget.
- Scroll through the widget list and select Tour Requests.
- The widget will appear as its own panel on the card.
- Resize and position it however you’d like.
This widget will display all tour requests associated with the lead.
Viewing Tour Requests on a Lead Card
Once your views and widgets are set up, every time you open a lead card you’ll see:
- All tour requests submitted by the prospect
- Any relevant access codes or lock information
- All details tied to their scheduled tour(s)
This gives you a full picture without needing to jump between boards or tools.
How Scheduled Tours Move Through Your Pipeline
Aptly automatically tracks and moves tours for you:
- When a prospect schedules a tour, the lead automatically moves into the Scheduled Tour stage.
- If your system is configured to auto-approve tour requests, everything happens behind the scenes:
- A lock code is generated automatically
- Access is sent automatically
- All communication is sent out by the system
If your team has chosen manual approvals, you’ll handle approvals directly from the Tour Requests widget.
You can review every email sent during the tour flow by visiting the linked communication logs article.
Managing Tour Requests (Manual Approval Flow)
In your Tour Requests widget, you’ll see all the information you need to review a tour:
Tour Overview
- Tour location
- Created date
- Ideal move-in date
- Number of pets
- Who requested the tour
- Requested tour date
- Timestamp generated when the door is unlocked
Note: The entry timestamp is system-generated when the prospect accesses the lock. This field is not editable.
ID Verification
Depending on your setup, you may see one or both:
- Uploaded IDs: If the prospect manually uploaded their ID
- Instant ID Verification: A link to the automated verification report
Qualification Questions
These are the screening or pre-tour questions your team configured. Review the prospect’s responses to ensure they meet your criteria.
Consent
This section includes:
- Signed consent
- IP address the form was submitted from
- Digital signature
Approve or Deny the Request
At the bottom of the widget, you’ll find buttons to:
- Approve the tour request
- Deny the request
Approving a request triggers any access steps your system is configured for, whether automated or manual.
Viewing Tours from the Listing Side
If you want to check tours at the unit level:
- Open the Unit card for the listing.
- Scroll to view tours scheduled in the last 7 and 30 days.
This is helpful for reviewing activity on a specific property or diagnosing issues with low or high tour volume.
For deeper analysis of tour activity, you can also reference the Listings Performance Report.
You’re All Set
With your Renter Leads Board configured, you’ll have a streamlined way to view, manage, and approve scheduled tours—all from one centralized workspace.