003 MOVING IN
This procedure should be used when one of our Leasing Agents occupies a vacancy and the team receives an e-mail from Docusign saying a new lease has been completed.
Responsible Parties:
1. Support
2. Accounting
3. Leasing
4. Compliance
SUPPORT
1. After you receive the lease via e-mail, save the data.
Save the resident's contact information in Open Phone.
You can retrieve the resident contact information by visiting the TAM Directory by clicking here.
2. After you save the contact information, send the tenant a TC1 communication.
You can find the [TC1] Tenant Welcome text & email template by clicking here.
4. Send the Landlord an [LC2] Communication to the landlord to let them know the details of the move in.
You can find the [LC2] Landlord New Move In E-Mail & Text templates by clicking here.
3. 7 Days after Move In, Follow up and send the [TC3] Communication to the tenant to collect the feedback.
You can find the link to the [TC3] Template by clicking here
You can access the survey by clicking here.
5. Follow up with the resident 30 days after move in.
You can find the 30-Day Resident Follow Up template by clicking here.
ACCOUNTING
1. Update the Tenants in our Systems
Please save the tenant's information in the following systems in Rental Collection, Yardi, and Quickbooks.
You can find the Rental Collection New Tenant Guide by clicking here ____.
You can find the Yardi New Tenant Guide by clicking here ____.
You can find the Quickbooks New Tenant Guide by clicking here ____.
2. Invite the tenant to Rent Café
Notification, Lease, Summary with rent amount, who to contact if they have questions or requests.
LEASING
1. Save the Lease in 2 separate locations:
First: Thompson Master Folder > TAM Properties > Property Address > Save the file as "Active - Address - Move In Date - Name" or click here.
Second: Thompson Master Folder > TAM Properties > Move Ins - In the folder that corresponds to the move in date, or click here.
2. Update the TAM Directory with the following details:
- Tenant first name, last name, email address, phone number, lease start, lease end dates. Then communicate with the leasing agent to finalize and document the rest of the details in the TAM Directory.
3. Update the listing on Facebook Marketplace to reflect its occupancy and unavailability.
4. Remove the availability on the leasing agent's schedule