Western Slope Property Management — Onboarding Intake DRAFT
Prepared by PropFlow for Jay Taylor and Jason Fish. Everything we need from you to start leasing, in one place.
How to use this. This covers leasing only; maintenance and renewals get their own list later. Where an item says send, an email or a shared folder is perfect. Where it says decide, a one-line answer is enough and we will confirm it back in writing so it becomes the rule Clara follows.
There is a second part at the end. Help Clara get it right shows what we already worked out from your AppFolio and asks you to confirm or correct it. About 15 minutes, and it saves as you go.
Our commitment. During setup PropFlow works read-only in your systems. Nothing is created, edited, sent, or scheduled in AppFolio on your behalf until you approve it in writing,
Leasing: inquiries, follow-up, tours
Goal: every inquiry gets an answer in minutes, follow-up happens on schedule, and tours get booked on the right person's calendar. Applications and move-in stay with your team for now; Clara hands those conversations to a person.
People
- Day-to-day contact for the rollout, and a backup. Name, mobile, email.
- Who approves policy answers. When Clara meets a situation without a rule, one person answers once and the answer becomes the rule. Who is that person for leasing?
- Staff list: name, role, which properties or towns each person covers, working hours, languages spoken. Include anyone outside the office who works leads today (a virtual assistant or answering service, if you use one).
- Who signs the agreement, and the billing contact.
AppFolio
- First step: add clara@propflowai.co as a Property Manager user in your AppFolio. That lets us see your properties, units, and guest cards the way your team does, read-only on our side. If your policy needs an NDA before granting access, say so and we will sign yours or send ours the same day.
- One test property created inside your AppFolio, with two or three fake units. We rehearse everything there first.
- Confirm the property list. We will send the list of properties and units we see and ask you to mark which are residential and in scope, and which are commercial, industrial, medical, or owned by others and out of scope.
Email and calendar (Microsoft 365)
- Do guest-card and Zillow notices land in leasing@westernslopepm.com? If yes, that mailbox is all we need. Whoever has admin rights on your Microsoft 365 clicks one approval so Clara can reply from it and read the tour calendar; we send the link.
- Calendars. Whose calendars tours should be booked on, one per person who shows units.
Leads
- Lead sources. Zillow, Apartments.com, your website, AppFolio guest cards, Facebook, signs, referrals. Which ones you pay for, and where each one lands.
- Today's process. Who answers first, how fast, what the first reply says, how many times you follow up and when. Screenshots of a typical thread help.
- Who answers leads today. Staff, a virtual assistant, or the call center, and which part of that Clara should take over.
- Voice and tone. Anything you always say, never say, or want to sound like. Two or three real emails you were proud of are the best input.
Phone
- Phone provider. We believe it is RingCentral; confirm, and tell us who can change the forwarding and after-hours rules on it.
Tours
- Who shows units, and which towns each person covers: Grand Junction, Fruita, Clifton, Ridgway.
- Travel time you want kept between showings in different towns, and the days and hours tours can be offered.
- Self-showing. Whether any units use lockboxes or self-guided access, and how that is authorized.
- Occupied units. Notice rules for showing a unit that is still occupied.
Availability, pricing, specials
- Source of truth for availability. AppFolio, your website, a whiteboard, a spreadsheet. Who updates it and how often.
- Specials. Who approves one, how it is written, when it expires. Send the current ones, including the new-construction move-in offers and what utilities are included.
- Pricing changes. Who can change a rent and how Clara should learn about it.
Applications and screening
- Application tool applicants use, and the link Clara should send.
- Screening criteria: income multiple, credit, background, eviction history, co-signers, and the housing-assistance policy. If this is the criteria page on your website, confirm it is current.
- Fees and deposits: application fee, security deposit, pet policy and pet fees, parking, utilities, any admin fee.
- From application to lease. Who processes, the target turnaround, and what happens when an application is incomplete or denied.
Property types
- House and townhome questions. Yards, garages, appliances, snow and lawn responsibility, HOA rules where they apply. A short standard answer per property type saves a lot of back and forth.
- Out of scope. Confirm that commercial, industrial, and medical tenants are excluded from leasing automation for now.
Help Clara get it right
The review now lives on a password-protected page on propflowai.co that Fede sends to the team. The internal analysis (missing facts, conflicts, coverage) is on the new-customer-onboarding-experience-2026-09 page under "Western Slope — what their AppFolio tells us".
Timeline
| Step | Who | When |
|---|
| Agreement signed | Western Slope, PropFlow | on receipt of this timeline |
| Items above sent | Western Slope | week of Sep 8 |
| Test property rehearsal with your team | both | as soon as access lands |
| Leasing live on inquiries and follow-up, one property first | both, with your written go | to be set together |
Questions or anything unclear: reply to the email this came with, or call Fede directly.