Your leasing team sits on the front line of your business.
They shape the first impression renters have of your properties and ultimately determine how many inquiries become signed leases.
The Renter Leads board gives your team a structured leasing pipeline that automates follow-ups, tracks engagement, and keeps agents focused only on prospects who matter.
We strongly recommend installing the board from the Template Gallery, as it includes the proven workflow described below.
Why This Board Exists
Leasing success depends on four things:
- Responding quickly
- Understanding renter needs
- Getting prospects to tour
- Persistently following up
The challenge is scale — renters typically inquire on multiple homes at once, and manually managing follow-ups leads to missed opportunities.
The Renter Leads board solves this by:
- Capturing every inquiry
- Automatically responding within seconds
- Nurturing cold leads until they engage
- Prioritizing qualified prospects
- Tracking tours and applications
- Measuring where leads drop off
What Aptly Automates For You
Using the best-practice workflow, Aptly will:
- Capture 100% of inbound leads
- Send immediate follow-up via email/SMS
- Continue follow-ups for unresponsive prospects
- Schedule and remind tours
- Collect post-tour feedback
- Move applicants automatically
- Track marketing performance
The template is designed to work as described. Modifying stages or automations may affect reporting and workflows.
Pipeline Stages
Your board is a leasing pipeline — leads move forward automatically as they interact with you.
Stage | What It Means |
Nurturing | New inquiries receiving automated follow-ups |
Engaged | Prospect has responded or qualified |
Scheduled Tour | A tour has been booked |
Tour Completed | Tour occurred — follow-up in progress |
Applied | Prospect submitted an application |
Lost / Unqualified | Not a fit or stopped responding |
How Leads Enter the Board
Aptly can capture leads from nearly any source:
Automatic Sources
Direct Prospect Actions
- Phone calls (tracking numbers)
- Website forms (JotForm)
Best Practice: Route all lead notifications to a shared inbox or board email so your entire team has visibility.
Stage-by-Stage Workflow
Nurturing (Cold Leads)
All new leads start here.
Aptly automatically:
- Sends first response instantly
- Starts a 7-day drip campaign
- Sends qualification form
If the lead responds
→ Moves to Engaged
If no response after 7 days
→ Archived as Unqualified
This helps identify weak marketing sources and prevents agents from wasting time.
Engaged (Human Follow-Up)
The prospect has replied or qualified.
Aptly:
- Notifies the assigned agent
- Sends qualification details internally
Agent responsibility:
- Answer questions
- Build rapport
- Schedule a tour
When a tour is scheduled → moves to Scheduled Tour
Scheduled Tour
Triggered by booking via calendar, manual scheduling, or integrations.
Prospect receives:
- Confirmation email
- Reminder messages
- Optional SMS reminders
After the tour time passes:
→ Moves to Tour Completed
Agents record outcome:
- Attended
- Rescheduled
- Canceled
- No-show
Tour Completed (Decision Stage)
Prospect receives follow-up asking:
- Interested
- Maybe
- Not Interested
Interested & Maybe include application links.
If no response after 7 days
→ Returns to Nurturing for re-engagement
Applied
When connected to the Applicants board:
- Moves automatically after application
- Notifies leasing agent
- Archives after 30 days
Connection to Other Aptly Features
Applicants Board
Automatically updates leasing status when someone applies.
Aptly Access Tours
Uses the Renter Leads board to manage tour communication and tracking.
How Your Team Should Use This Board Daily
Think of the board as a work queue.
Your team should primarily work only in Engaged and Scheduled Tour.
Everything else is automated.
Daily Leasing Agent Routine
1. Work Engaged (Main Task List)
- Respond to prospects
- Answer questions
- Encourage tours
If it’s in Nurturing → ignore (automation working)
2. Check Scheduled Tours
- Prepare showing details
- Confirm instructions
- Update tour outcome
3. Review Tour Completed
- Follow up with strong prospects
- Encourage application
4. Applied
No action — tracking & reporting only
Simple Rule
No response → Aptly works
They responded → You work
This workflow allows your leasing team to focus only on real prospects while Aptly handles follow-ups, reminders, and re-engagement automatically — increasing conversions without increasing workload.