Rewritten per Fede's read of the 2026-09-20 audit: this is a plain checklist of the real settings in the PropFlow leasing app's own screens (organization settings, property settings, admin settings) — not a DynamoDB attribute inventory. For each setting: what it does, what it's set to today for Camellia (our fully-configured reference), Western Slope, and Situs Group, whether it has to be right before the human-in-the-loop review loop can run, and what to do about it.
2026-09-20 · read-only, no prod writes · code: propflowai origin/main · data: propflow-prod DynamoDB, full reads · the review loop this page checks against: new lead arrives → Clara posts it to the property's Slack channel → a person reviews → Clara sends
These live on the company's Organization Settings and Admin Settings screens in the app (or are set for them by us, since some of these don't have a form field yet — noted where that's true).
| Setting (as shown in the app) | What it does | Camellia (reference) | Western Slope | Situs | Needed for review-gate go-live | Action |
|---|---|---|---|---|---|---|
| Clara Live | Master switch — with it off, Clara never sends anything on her own; nothing else on this page matters until it's on. | ON | ON (turned on 2026-09-20, relayed by Fede) | n/a | yes | Western Slope: correct, no action. |
| Review outbound emails before sending | The human-in-the-loop switch — when on, Clara drafts and posts to Slack for a person to approve instead of sending straight to the prospect/tenant. | OFF — Camellia graduated past this step | ON | n/a | yes — this is the review gate | Western Slope: correctly on. Nothing to do. |
| Lead source | Tells Clara where new prospects come from (AppFolio guest cards, the property website, a manual entry) so the right pipeline picks them up. | uses a different, equivalent field (record-owner = PropFlow CRM) | AppFolio guest cards | n/a | yes | No form field yet — we set this for the client via a one-off script. Western Slope's is set; keep this in mind for Situs once the account exists. |
| Operating model | Centralized (one shared leasing team/inbox) vs. On-site teams (one team per building) — changes how work gets routed. | On-site teams | Centralized | n/a | no | Both set intentionally; no action. |
| Modules on (Leasing / Renewals / Maintenance / Collections) | Turns whole product areas on or off for the company. | All four on | Leasing (prospects) only | n/a | no — only Leasing needs to be on for the review loop | Correct for where each client is today. |
| Company mailbox & calendar connection | One shared inbox/calendar Clara reads and books tours from, for every building at once (used instead of per-building connections when Operating model is Centralized). | not used — Camellia connects mailboxes per building instead | Connected (leasing@westernslopepm.com) | n/a | yes, given Western Slope's Centralized setup | No action — this is why Western Slope's per-building mailbox counts below read 0/69: it's covered at the company level instead. |
| AppFolio connection | Links the company's AppFolio account so units, rents, and availability sync into PropFlow. | Connected | Connected | Unclear — Situs has an AppFolio account (situsgroup.appfolio.com) but no PropFlow organization to attach it to | yes | Situs: once the organization exists, connect it — the AppFolio side is reportedly already reachable. |
| SMS Messaging (Admin Settings) | Lets Clara send outbound texts, company-wide. | OFF | OFF | n/a | no | Neither client needs this yet. |
These live on each building's Property Settings screen. Western Slope has 69 real buildings; showing counts, not 69 rows, with one line on how to close each gap.
| Setting (as shown in the app) | What it does | Camellia (reference) | Western Slope | Situs | Needed for review-gate go-live | Action |
|---|---|---|---|---|---|---|
| Leasing activity Slack channel | Where Clara posts a new lead for a person to review before anything goes out. No channel set = the review step never happens for that building. | 2 of 2 buildings | 0 of 69 real buildings | n/a | yes — this is the step that blocks the whole review loop | Backfill all 69 from the hand-verified channel-per-building list (already scoped as a scrub-writes job). Nothing posts for review until this is done. |
| Calendar connection (per building) | Lets Clara check/book tours on that building's own calendar. Not shown/needed when the company uses a shared calendar instead. | 1 of 2 (Yale) | 0 of 69 — covered by the company-wide calendar instead (see above) | n/a | no, given Western Slope's shared setup | No action. |
| Email connection (per building) | Lets Clara read/reply from that building's own inbox. Same shared-vs-per-building logic as calendar. | 1 of 2 (Camellia) | 0 of 69 — covered by the company-wide mailbox instead | n/a | no, given Western Slope's shared setup | No action. |
| Knowledge base content | The facts Clara answers prospects/tenants from for that building (fees, pet policy, lease length, etc.). | 2 of 2 | 8 of 69 | n/a | yes, for any building actually taking live leads | Grow past the 8 that have it as buildings go live; not a go/no-go blocker for the review loop itself. |
| "Remind me about pending approvals and signatures" (PM reminders) | Emails the property manager when an application/lease/renewal is waiting on them. | ON (company-wide) | OFF on all 70 rows | n/a | no — opt-in, not required for the review loop | Leave off unless Western Slope asks for it (Fede ruling: opt-in setting, default off). |
| AppFolio messaging-sync user (staff-set, no form field yet) | Lets a guest card auto-assign to Clara in AppFolio. Without it, "assign to Clara" silently does nothing on that building. | set where used | 1 of 69 | n/a | only for buildings using AppFolio auto-assignment | Set alongside the Slack-channel backfill for any building that needs auto-assignment. |
PROP#western-slope-front-door: blank address, 0 units) that looks like a building to any script that loops "every property" without excluding it.resolve-mailbox-scope.ts) has been built and tested but isn't turned on — production still runs the older matcher (agents/clara/lib/email/match-property.ts). Not urgent, but the better code sitting unused is worth knowing about.