When prospects schedule tours through the Aptly Showings portal, a series of automated emails keeps them informed and helps ensure a smooth experience. Below is a breakdown of each email type and how they support your leasing process.
TOUR REQUEST INITIATED
- When it’s sent: As soon as a prospect creates an Aptly portal account and begins a tour request.
- Purpose: Provides prospects with an easy way to reopen their request if they step away before completing it.
TOUR REQUEST IN PROGRESS
- When it’s sent: A prospect has created an account and started a tour request, but has not submitted it.
- Purpose: It reminds the prospect to complete their tour request.
TOUR REQUEST SUBMITTED
- When it’s sent: Immediately after a prospect submits their tour request.
- Purpose: Confirms the request has been received.
- Key Feature: The “View Request” button allows prospects to check the status of their request anytime (Pending, Approved, or Denied).
TOUR REQUEST APPROVED
- When it’s sent: Once a request has been approved—either automatically or manually.
- Customization: The message at the top of this email can be customized in your Showing Settings to reflect your organization’s tone or instructions.
TOUR REQUEST DENIED
- When it’s sent: If a tour request is denied - either automatically or manually.
- Customization: The message at the top of this email can be customized in your Showing Settings to reflect your organization’s tone or instructions.
TOUR APPOINTMENT REMINDER
- When it’s sent: On the day of the scheduled tour.
- Purpose: Reminds the prospect of their tour and provides property access instructions.
PROPERTY UNAVAILABLE - SELECT A NEW PROPERTY TO TOUR
- When it’s sent: When a unit status is changed from Vacant to Occupied
- Purpose: Let’s the prospect know that the property is no longer available and provides a link to the portal to find another property
PROPERTY ACCESS DURING TOURS
When the prospect arrives at the property:
- They click “Access Rental” from their reminder email.
OR, if they still have the portal open from their initial request, they can generate the access code there.
- Location services must be enabled on their device to generate the code.
- Aptly uses geofencing to ensure only the authorized individual can access the property.
Important: While you can manually generate one-time access codes, we strongly recommend requiring prospects to follow the standard flow. This minimizes risk and ensures secure property access.
✅ With these automated emails and security measures in place, Aptly helps you streamline the tour process while keeping access safe and controlled.