Renewals with the team in the loop

flowchart LR
  A["1 · Clara first\noffer · questions · yes or no\n(90 days out)"] --> B["2 · Clara tells the office\nthe tenant said yes"]
  B --> C["3 · Office sends the contract\nin AppFolio (any time,\nalso on their own)"]
  C --> D["4 · AppFolio's reminders\ncarry the document\n(day 1, 2, 7)"]
  C -. the sync records it;\nClara's reminders stop,\nshe only answers .-> A

flowchart LR
  subgraph WS["Western Slope today: one November lease, from its AppFolio record"]
    direction TB
    a1["Aug 11 · price heads-up\nemail from the shared\nAssistant PM login"] --> a2["Aug 18 · nudge text"]
    a2 --> a3["September\ntexts both ways"]
    a3 --> a4["Sep 28 and 29\ntenant: yes\nstaff: I'll let Kat know"]
    a4 --> a5["Oct 6 · the office creates\nthe AppFolio offer"]
    a5 --> a6["Oct 7, 8, 13 · AppFolio's\nown reminder emails"]
    a6 --> a7["next: e-sign in AppFolio"]
  end
  subgraph PF["What PropFlow saw"]
    direction TB
    p1["nothing until\nthe AppFolio offer"] --> p2["board: waiting,\nwith an Offer sent dot"]
  end
  MB["Monday board\nupdated by hand"]
  a4 -.-> MB
  a5 -.-> p1

flowchart TB
  AL(["Weekly alarm\nthe company's day and time"])
  AF[("AppFolio\ntheir source of truth")]
  PIC["Person picture\nmessages · notes · owner\nrecord changes\nwhat was sent"]
  PRE["① Pre-read email\nto decide · what changed\nwhat goes out next"]
  TEAM{"② The team\ndecides"}
  RE["a reply to\nthe pre-read"]
  MT["notes emailed to us"]
  NT["Clara as note taker\nor on the video call"]
  VC["a phone call,\nor any other text"]
  DE["One decision engine\nsource-agnostic: text in,\nper-lease decisions out,\neach with its quote and source"]
  BR[("Company brain\nprivate, staff only")]
  CF["③ Confirmation email\nonly for meeting inputs\nor when Clara is unsure"]
  EN["④ Renewal engine\nthe same in every mode"]
  CK{{"Staff-touch check\nbefore every message"}}
  DR["⑤ Send\nthrough AppFolio once\nthe door is ready"]
  HD["held, listed in\nthe next pre-read"]
  AL --> PIC
  AF -- "sync and mirror" --> PIC
  PIC --> PRE
  PRE --> TEAM
  TEAM --> RE
  TEAM --> MT
  TEAM --> NT
  TEAM --> VC
  RE --> DE
  MT --> DE
  NT --> DE
  VC --> DE
  MT -.-> BR
  NT -.-> BR
  VC -.-> BR
  DE -- "typed reply: sends as today" --> EN
  DE -- "meeting input, or unsure" --> CF
  CF -- "approve" --> EN
  EN --> CK
  CK -- "clear" --> DR
  DR --> AF
  CK -- "a teammate is on it" --> HD
  HD -.-> PRE

flowchart LR
  SY["The sync\nthe AppFolio offer,\nnotice, signature"] --> V
  LI["Per-person history read\ntexts and emails mixed\nrobot route, live (D5)"] --> V
  HI["Per-number history\ntexts, once tenant\nthreads are mirrored"] --> V
  GC["Guest-card read\nprospects only"] --> V
  V["What was sent in AppFolio\non the person picture,\neach item dated"] --> U["the staff-touch check\nand the pre-read"]

flowchart LR
  due["A renewal message is due\noffer · reminder · nudge"] --> pic["Read the person picture\nstored by the sync\nand the mirror\nno AppFolio call\nat send time"]
  pic --> q{{"Since Clara's last message\na teammate wrote, added\na note, took ownership,\nor the record changed?"}}
  q -- "yes" --> hold["held with the reason,\nparked for the\nnext pre-read"]
  q -- "no" --> mode{"mode"}
  mode -- "Supervised" --> list["list check,\nthen send"]
  mode -- "Live" --> send["send"]
  pic -- "cannot read" --> retry["wait and re-check\nnever a blind send"]

flowchart LR
  L1["Level 1\nthe team decides,\nthe office sends\nthe paperwork"] --> L2["Level 2\nClara also sends\nthe paperwork,\nonce templates exist"]
  L2 --> L3["Level 3\nClara decides by policy,\nthe list optional"]
  L3 --> L4["Level 4\nplus the team's\ninternal notes"]
  L4 --> L5["Level 5, proposed\nexceptions only\nhistory and market\nas inputs\nno meeting, no approval\ncontract included\nflagged rows to the team"]

flowchart TB
  subgraph T["Today, if the office creates the AppFolio offer while Clara is still reminding"]
    direction LR
    o1["office creates\nthe AppFolio offer"] --> o2["AppFolio: offer email,\nreminders day 1, 2, 7"]
    c1["Clara: offer text"] --> c2["Clara: reminders\nday 2 and day 9"]
  end
  subgraph B["Recommended D1 (b): one cadence at a time"]
    direction LR
    b1["Clara: offer text,\nreminders, answers"] --> b2["tenant says yes,\nClara stops"]
    b2 --> b3["office creates\nthe AppFolio offer"]
    b3 --> b4["AppFolio: offer email,\nreminders, e-sign"]
  end
  T ~~~ B

flowchart LR
  S6["6 · what was sent\nin AppFolio · fix"] --> S1["1 · staff-touch check\nyes, Fede 10/15 · before the WS flip"]
  S5["5 · one decision engine\nFede: build and battle test"] --> S2["2 · confirmation, meeting\ninputs only · improvement"]
  S2 --> S4["4 · weekly pre-read\nnew, dark"]
  S3["3 · list on its own\nsetting · fix"] --> S4
  IP["in progress\ninbox list read,\nall channels"] --> S6
  X["AppFolio Communications lane\ntenant threads · first text\nwith no thread · failed writes"] -.-> S6

flowchart LR
  M1["Tue Oct 20\nWS renewals meeting"] --> N1["Clara's raw notes\n(join, or notes forwarded\nto clara@) → private brain"]
  M1 --> N2["Fede's raw notes"]
  N1 --> E["One engine · dry run\nread-only, nothing sent"]
  N2 --> E
  E --> C["Compare: Fede's notes\nvs Clara's vs engine output"]
  C --> B["Every miss → a case\nin the battle test"]
  B --> M2["Tue Oct 27: again\n(more if needed)"]
  M2 --> F["Then, Fede's press:\nRenewals at WS → Supervised"]

10 · Update 2026-10-19: renewal offers through AppFolio, every message approved by Fede

Fede, 2026-10-19: "the priority this week is to turn on renewals for Western Slope… send renewal offers through AppFolio, so they know that it's the team… hold each outreach for review… if someone responds, supervised mode… 100% certainty that nothing will leak by accident without me approving every message." This section is the gap map he asked for: what exists, what is missing, the smallest build, four calls. The Oct 20 dry run in section 6 stands unchanged; nothing here goes to a tenant before it.^C60

How they do it today, and what "through AppFolio" can mean

Fede guessed "just text". It is both, all inside AppFolio and nothing from their leasing inbox: Bev's price email from the shared Assistant PM login (August, C1), a bulk text about three months out and a personal nudge text later (October), then the office creates AppFolio's renewal offer, AppFolio emails it with its own reminders, and the tenant e-signs.^{C61 C48} Tenant replies, by text or email, land in AppFolio.^C3

Fede's flow against the code, step by step

flowchart TB
  subgraph S["Sending the offer"]
    direction LR
    A["Team meeting\nnotes"] -->|"no path yet"| B["Decision\nengine"]
    B -->|"built: replies to the\nlist email only"| C["Month's list\napproved by Jay or Kat"]
    C -->|"HOLE: approval releases\nevery offer at once"| D["Fede approves\neach offer"]
    D -->|"HOLE: company-wide door,\nno tenant thread start"| E["Text lands in the\ntenant's AppFolio thread"]
  end
  subgraph R["The tenant answers"]
    direction LR
    F["Tenant\nreplies"] -->|"HOLE: tenant threads\nnot filed, no wake"| G["Clara's reply\nheld for Fede"]
    G -->|"built: Supervised,\nthree carve-outs"| H["Fede approves,\nsent in AppFolio"]
  end
  E --> F
  classDef hole fill:#fde8e8,stroke:#c0392b,color:#7a1c1c;
  classDef ok fill:#e8f5e9,stroke:#2e7d32,color:#1b4d1e;
  class C,D,E,F hole;
  class B,G,H ok;

"Nothing leaks without me": what waits for Fede today, and after the minimum build

Minimum build, one PR each, in order

Not on the list, already decided: the office sends the paperwork (C43), so no letter PDF and no AppFolio offer by Clara; the Oct 20 and Oct 27 dry runs (section 6) stay as planned. Also stale and fixed: the tracker row "blocked tenant text after approval tells nobody" was fixed Oct 13 (#19304); the plate's "hold until the policy arrives" is over (policy arrived Oct 7).

Proof of concept for build 4 (local, read-only, 2026-10-19 16:00 MT)

Fede asked for a local proof of concept before the tenant-thread code is written. A harness replayed the mirror copies of the Western Slope and Willows inboxes through the filer and the wake rule as if the tenant hold were lifted and the renewal guard added. Nothing was sent, no code pushed.^C67

Rulings made by the session, not Fede (routine data work): route a tenant reply to the person's renewal conversation while the renewal is in play; guard only tenant-only threads; re-offer the 707 held rows as inert history. The small PR (build 4) started 16:10 MT with the POC as its spec; the Willows live tenant try follows the merge, with a fresh tenant-shaped number and an open renewal on it.

Four calls for Fede

Started 2026-10-19 15:10 MT: builds 2 and 3 (one PR each, in worktrees) and the local proof of concept for build 4. Builds 1 and 7 wait on D7 and D9.

PRs open 2026-10-19 evening (each merges on green under the standing grant; none turns anything on at a customer):

What the Western Slope list would hold today (dry run, read-only, 2026-10-20 03:20Z)

Nothing opened, nothing sent. Renewals is Off at Western Slope (company and all 90 buildings), the texting route is still Clara's line, the AppFolio inbox copy is on. The numbers below are what the list code would produce if the company were Supervised.

Worth a look before the flip: every row offers the same rent as today, because every building's rule reads "up to $0 increase, 12 months". If Western Slope wants increases, the rent rules need numbers first. Reviewers on record: Jay Taylor and Kat Barker (the list email goes to the first). Two rows checked against the raw lease records (end date and rent) matched exactly. Raw output stays local in the session scratchpad (tenant names).

With D7 to D10 answered today: PRs 1 to 5 open Tuesday and Wednesday, the Willows tenant proof runs Thursday, and Renewals at Western Slope can flip to Supervised with the renewals door on Friday, Oct 23, after the Oct 20 dry run. Every offer and every reply then sits on the approval queue until Fede presses it. Sources: the code gap map, the Western Slope production read and the docs and transcript pass, all 2026-10-19, in the session's scratchpad (`door/renewals/`).

Overnight Willows run, 2026-10-20 04:30–05:00Z: the loop end to end on the test property (steps 2–5)

Building 45 at the Willows on Supervised, one test tenant (unit EVAL-101, phone ours), a hand-written meeting transcript. Nothing reached a tenant; every write is ledgered in the session folder.

Defects found Oct 20 PM:

1. An approved reply that fails to send is dead, and its recorded intent is lost.
2. A repeated "yes" is not re-recorded, so "You're all set" went out with nothing recorded.
3. Failed office emails land in a dead-letter list that nothing drains.
4. The test phone +17202630905 answers Clara by itself: its Twilio webhook points at a voice agent, and a "Miracle Cleaners" auto-reply was filed as the tenant and raised a false escalation (the test guards blocked it). Needs disarming before the next text run.
5. The test reset leaves the per-cycle claim and lease-end fields behind.

Defects found Oct 21 (r5):

1. #21621: the test phone was matched as a vendor before a tenant, so the reply went to the maintenance lane; a 5-text loop with the test phone's auto-responder followed, stopped by switching Maintenance off at building 45.
2. #21624: a "no" after a "yes" never ends the 14-day countersign wait (new, real).
3. #21625: the Supervised hold is bypassed when the classifier labels a renewal-tool turn "other": three texts left unheld and the inline office pass-off failed, which raised the bake alert "Renewal action did not land" at 20:05Z (real).
4. #21626: tenant replies land on the general text thread, not the renewal conversation.
5. #21627: the "no" hold card omits "and tells the office".
6. #21628: intent signals from a text are labelled "voice".
7. #21629: Clara re-texted a wrong-number auto-responder three times before stopping.
8. No issue (same as r3): the office pass-off can never land at the Willows, because its renewal contact is a test.local address and owner pages are blocked for sandbox.

Bugs found, fix PRs in flight (no switch, live on merge):

• The reader missed "Building 23 unit U028" against the list row "Building 23 - U028". A real transcript names units that way. Fix: #21370 (building + unit parts match in any spelling; twins in two buildings still get a "which one?" question; battle test 15 of 15 cases unchanged).
• An Outlook-style quoted thread ("From: Clara … Sent: …") is read as the reviewer's words. Western Slope's mail program decides whether step 4 works at all; Fairhaven's passing replies came from a Google mailbox. Fix: #21376 (the reply door strips the quoted thread, Outlook separator line included; what the reviewer writes above the quote is theirs).
• A pasted transcript with any question in it ("Is 9C one of ours?") is refused whole. Fix: #21380 (a reply with three or more "Name: …" lines from two speakers is read as a transcript; only a question outside the speakers' lines counts as a question to Clara). Still open after it: the clear decision (EVAL-101) is not yet recorded from a transcript reply, Clara asks about U028 first (#21377; fix #21382 on the same ruling as #21343: sure rows land, unclear rows wait; on the Willows transcript EVAL-101 now lands at $1,525 / 12 months, U028 waits as a question, 9C is reported as not on the list, the rest is held by the "circle back" line, and the list is not approved).
• Smaller: a "Did you mean X?" with one candidate drops the edit the reviewer asked for (#21367); the approval reply says "everything else goes out as listed" while every send is held for review (#21368).

Two things the code does that the loop map did not say: a lease that surfaces after the month's list is approved skips the list and becomes a direct Supervised hold, which still pings the card; and a held offer with no list behind it closes as rejected after 24 hours with "Expired — not sent" posted in its Slack thread (never silent). A held offer tied to an approved list never expires.

Step 8 proven Oct 21 (2:03 pm MT). Steps 1–8 all pass on the live code. Before any Western Slope turn-on: fix #21625 (Supervised must hold everything, Fede's rule) and #21624 (a no after a yes must end the workflow). The per-building 'quiet hours off' setting was dropped by Fede on Oct 21 (PR #21567 closed unmerged): test sends run inside 8 AM–9 PM local. Lane handed to session 005 (document engine direction) on Oct 21.

11 · Update 2026-10-20: why so much got built and nothing is on, and the packet-first turn-on

Superseded Oct 21: D11, D12 and D15 here, and D18 and D19 in section 12.8, are settled or replaced on the document engine page; D13, D14, D16, D17 and D20 stand.

Fede, 2026-10-20, after the Western Slope meeting (no recording): the biggest value for them is preparing the renewal packet; the north star is "they meet on Monday, they decide… Clara prepares the offer like we do at Camellia, fills everything, parks it, and tells them it's ready for review"; no Monday.com integration, ever; nothing hard-coded per customer; "why did I build so much and I feel like I'm not anywhere near being able to turn on". This section is that rethink, written with an Opus 5.5 pairing round at max thinking and a read-only pull of their real AppFolio renewals. Proposed — pending review

11.1 How they do it today 11.2 Why so much, and nothing on 11.3 The model on one whiteboard 11.4 One engine for any customer's packet 11.5 What exists, what is missing 11.6 Minimum build and proof 11.7 Decisions for Fede 11.8 Tomorrow's meeting Sources

11.1 How Western Slope renews a lease today (from their real AppFolio records, Jul–Oct 2026, read-only)

flowchart TB
  subgraph A1["Before the yes"]
    direction LR
    M["Weekly renewals meeting\nJay, Kat, Jason, recorded\ndecides each lease and the rent"] --> B["Monday board\n146 lease rows, 12 statuses\nupdated by hand after each step"]
    B --> E["60 to 90 days out\nprice email from the Assistant PM login,\nthen follow-up texts and calls"]
    E --> Y["Tenant says yes\nby text or email, inside AppFolio"]
  end
  subgraph A2["After the yes"]
    direction LR
    P["Office builds the AppFolio offer by hand\none amendment, 6 typed fields\nsent in batches for e-sign"] --> R["Unsigned: 'resend' in batches\n(Sep 9, Sep 24, Oct 13)"]
    R --> C["Jay countersigns"]
    C --> K["Kat by hand: rent charge,\nmonth-to-month fee date,\nrent-increase date"]
  end
  Y --> P
  classDef hand fill:#fff4e5,stroke:#B45309,color:#5a3200;
  class B,E,P,R,K hand;

Company settings: month-to-month option on, give-notice in the portal on, Renew by Default off (company-wide and at all 8 sampled properties), full signatures. No property sets a default renewal letter; whether a letter ever went with an offer: unverified. 9 occupancies across 8 properties checked.^{S9 S10}

11.2 Why so much got built and nothing is on

The single cause that explains the most: we treated the packet as the hard part and the texts as the easy part. The packet is one page, only exists inside AppFolio, and is the hand-typed job they value; the texts are the part the office already does, and after Send AppFolio emails, reminds and collects the signature on its own (25 of 30 offers signed that way).^{S1 S9 S10}

What was right, keep it: the decision engine (0 wrong actions on Camellia meetings, 74 of 81 clear rows right; section 7); a PMS-neutral renewal record with AppFolio behind an adapter; robot code that refuses unknown fields; the "who sends the paperwork" setting, which is exactly where the new value goes; the AppFolio text door, mirror and reply wake, proven at the Willows (section 10); Camellia live end to end.^{S4 S5 S10}

11.3 The model on one whiteboard

flowchart LR
  D["DECIDE\nthe Monday meeting\nrent, term, concession, not renewing\ntyped on the renewal list\n(Clara pre-fills what the notes make clear)"] --> P["PAPER\nClara builds the packet in AppFolio:\nthe right documents, every blank filled,\nasks the office when unsure\nparks it: Prepared not Sent"]
  P --> G["THE ONE GATE\na person opens AppFolio,\nchecks the packet, presses Send\nafter the tenant's yes"]
  G --> A["AppFolio\nemails the offer, reminds,\ne-sign, Jay countersigns"]
  A --> L["Clara reads the status back daily\nprepared / out for signing / signed / notice\nthe renewal list replaces the Monday board"]
  L -.-> D
  T["TELL (later)\nClara's texts in the tenant's AppFolio thread\nfor the ones who have not signed\n002's comms hold: Fede approves each message"] -.-> A
  classDef gate fill:#e8f5e9,stroke:#2e7d32,color:#1b4d1e;
  classDef later fill:#eef0fe,stroke:#4F46E5,color:#1E244A;
  class G gate;
  class T later;

Two weak points to close at the Willows before any customer: a parked offer must be invisible to the tenant (portal and email) and must fire no AppFolio reminder; AppFolio's help says both happen only at Send, but neither is proven on a live portal. Two rules in code: Clara never prepares where an offer already exists, and reads status back daily; the office's own offer wins.^{S8 S10}

11.4 One engine for any customer's packet, nothing hard-coded

Clara fills the form the way a new hire would: copy what the office did last time, use the lease and the meeting for the values, ask when unsure. All of it is company data, never a code module per template (today Western Slope's six blanks live in a template-specific robot module, and any other customer's blanks would be refused).^{S4 S10}

11.5 What exists, what is missing

The paper leg. Labels: proven at the Willows / built, unproven / missing.

The texts leg, per session 002 at 21:00Z Oct 20 (its PROVEN / UNVERIFIED labels kept). Not needed for v1.

11.6 Minimum build and proof (no PR before Fede's decision)

About a week for one builder plus the proof runs; an estimate, not a promise. Cut by proof: three PRs, each dark and mergeable alone.

1. A test property in their AppFolio (D13a): one unit, one fake tenant, portal login ours. There: prepare and park with their templates, check the portal and inbox show nothing and no AppFolio reminder fires, send from a staff login, confirm the email arrives, the status reads Out for Signing and our list shows it. Until it exists, the Willows can prove parking with the PDF-form prepare-and-stop script but not the fill (JP&Co has no typed fields) and not the portal (no test tenant login).
2. Capture the wire shape, read-only: done Oct 20 (their form opened by GET, its code read, every non-GET blocked, nothing submitted). The six blanks go out as manual_merge_fields keyed by field id, the shape the robot already sends; the five deltas above are the robot changes for PR 2. What a parked write still has to prove: that AppFolio accepts the values and the document shows them.
3. Replay, read-only: for their recorded offers (11 previews read, about 63 recorded), does Clara pick the same document and the same six values? Target: identical apart from date format and the office's own typing slips.
4. First fill at the customer: one Western Slope lease they pick, prepared by Clara and parked, never sent; they review it before pressing Send. Two conditions: their write lock is lifted for that one call only, and the deadline sits far enough out that AppFolio's "7 days before the deadline" reminder cannot fire before they review (unless step 1 shows reminders skip parked offers). A write at the customer: Fede's call (D13).
5. Then the batch: leases ending in December (9) are the first Clara can own; the office has already made the November and December offers (5 + 6). At their median lead of 56 days, those packets are built in the first week of November. Northridge's 10 month-to-month tenants stay with the office.^{S9 S10}

The smallest thing the customer would feel: after the Monday meeting, Kat opens AppFolio and that week's renewal packets are already built, every blank filled, waiting in "Prepared not Sent" with a note from Clara saying which ones.

11.7 Decisions for Fede

Only D13 (the test property in their AppFolio, asked for tomorrow) blocks the proof; nothing blocks the build. The rest confirm what is recommended.

11. D11 · When does Clara build the packet? (a) Recommended: when the Monday list says "renew at $X"; the office presses Send after the tenant's yes, their order today, and paper never waits on texts · (b) only after the tenant's yes is recorded, which chains the packet behind the texts again · (c) before the meeting at default rent, and the meeting edits, which needs rebuilds and a cancel that is a known gap.
12. D12 · Switch and gates for the paper leg. (a) Recommended: one new value on the existing "who sends the paperwork" setting, default off, Fede turns it on; delete the list-approval click, Fede's per-offer hold and Supervised for this leg (changes D8's scope for paper only; texts keep D8 and D10) · (b) same switch, keep Fede's hold on each parked packet for the first week · (c) keep the Oct 23 plan: Supervised, every offer and reply on Fede's queue.
13. D13 · Where the first real fill happens. (a) Recommended (Fede, Oct 20 evening): a one-unit "ZZ TEST" property inside Western Slope's AppFolio, like the Willows at JP&Co, with a fake tenant whose portal login is ours; asked for in tomorrow's meeting, created by us with their robot login on their OK (one billable unit for them, nobody on their staff types anything). It proves the fill on their templates and the portal check on the same day, and gives the ladder the sandbox rung in the customer's shape it lacked · (b) one real lease they pick, prepared and parked by Clara, never sent, reviewed by them before Send (a write on a real tenant's record; no portal check possible) · (c) six test blanks in JP&Co's AppFolio (an account-wide write at another customer).
14. D14 · Which documents. (a) Recommended: copy the office: the property's last offer, then the company's usual document, then ask; Northridge and Section 8 stay with the office · (b) the property's AppFolio defaults, as the robot does today (wrong at 2 of 8, cannot do Northridge) · (c) ask Western Slope to fix their defaults first (asks the client to type into AppFolio).
15. D15 · Where the blank rules live. (a) Recommended: company data (fact / decision / standing answer / ask), drafted by Clara from past offers, no confirmation screen, the Send review is the check · (b) code per template, as today · (c) the office confirms a recipe once per property (about 90 clicks).
16. D16 · Texts and ownership. (a) Recommended: pause texts at Western Slope until paper is live, then point them at the tenants who have not signed; one lane owns Western Slope renewals end to end; this page is the one page · (b) keep texts on the Oct 23 track in parallel · (c) drop texts at Western Slope.
17. D17 · The Monday board. (a) Recommended: the renewal list replaces it; seed it once from the Oct 16 export file, every row including the expired-lease groups where the month-to-month holdovers sit (10 move-outs across all rows, Do Not Contact 5, Do Not Renew 2, Escalate 3), matched to an AppFolio lease by property and unit, never by name, an unmatched row becomes a one-line question, so Clara never prepares those; after the seed the list is the record; no connector, ever · (b) no seed, the meeting re-decides · Connectors (Monday, Google Drive) as company context: not now; a connector earns a place only when a named blank cannot be filled without it, and none qualifies today (rent is flat by rule; AppFolio holds the documents, lease facts, past offers and status).

11.8 Tomorrow's meeting with Western Slope: the advice and the six questions

The advice: the minimum to get renewals off the ground is the packet. After your Monday meeting, Clara builds each renewal packet in AppFolio and parks it; you check it and press Send, as today. Nothing changes for your tenants. Next: Clara reads AppFolio back so the board goes away; then she chases the ones who have not signed; then the after-signing bookkeeping (rent charge, month-to-month fee date, increase date). Questions the data cannot answer:

1. Build the packet right after the meeting and hold it until the tenant says yes, or only after the yes?
2. Who reviews and presses Send, and how do you want to be told that packets are ready? And may we add a one-unit test property to your AppFolio (like at JP&Co) so Clara prepares packets there before touching a real lease?
3. Date rules: the deadline to respond (your recent offers use about 30 days before the new term on most and the lease end on some); a month-to-month tenant's new start (the 1st of the next month?); a lease that ends mid-month (extend to month end? your example today typed 1/31/28 in the amendment and 01/15/2028 in the offer); and "Original Occupancy Lease Start Date" on the amendment: the first lease's start (move-in) or the current term's start?
4. When someone joins or leaves the household, do you use the add or remove amendments, and will the Monday decision say so?
5. Which ones do you keep building yourselves for now: Northridge (a whole new lease), the Section 8 buildings, voucher tenants (the offer holds the tenant's share, the amendment the full rent)?
6. Which decisions from the meeting should Clara pre-fill from the notes, and which do you want to type yourselves?

Sources for section 11

• S1 Sections 1–10 of this page and their claims register (C1, C42, C48, C61, C62): the Slack transcripts of Jason 9/9, 9/22, 9/30, Jay and Kat 10/7, and the Oct 19 gap map.
• S2 Western Slope's Monday board exports of Oct 15 and Oct 16 (WSPM_Renewals_1792073696 / _1792164741.xlsx), parsed Oct 20; tenant names in the export stay off this page.
• S3 Fede's three screenshots of their AppFolio renewal form, Oct 20, and robot `lib/afRenewSimpleMergeFields.ts` (#435, Sep 28).
• S4 Robot repo appfolio-browser-agent, origin/main be5aad7 (Oct 20): `lib/apiRenewalOps.ts` (prepareAndSendApm always sends), `lib/runRenewalL4.ts` (deadline today + 30, start = lease end + 1, original start from the lease record, no special-provisions input), `lib/renewalTemplateSelection.ts` (property defaults), `lib/accountDefaults.ts`, `docs/capture-apm-templates-renewal-2026-09-28.md`.
• S5 Session 002's door status, 21:00Z Oct 20, and section 10's dry run and morning verdict.
• S6 PR states read Oct 20 21:30Z: app #21249 merged 02:35Z, #21210 and #21257 merged, #21221 closed (superseded by #21447, merged); robot #580 merged 01:28Z.
• S7 Willows UI test Oct 20 (occupancy 986, test offers 365–368 created and cancelled, screenshots on the Mac mini).
• S8 AppFolio help: "Send Lease Renewal Offers", "Lease Renewal FAQs", "Configure Lease Settings" (the KB copy of Oct 2026).
• S9 Read-only pull of Western Slope's AppFolio renewals, Oct 20 (53 screenshots and dumps; replay corpus at s3://propflow-training-data/renewals-corpus/western-slope/2026-10-20/, Fede's yes Oct 20, tenant details inside, never public; 19 report row-queries were AppFolio's own read POSTs, nothing changed): status tabs, Renewal Summary (Oct–Dec starts), 11 document previews, 9 occupancies across 8 properties with their lease settings.
• S10 Opus 5.5 pairing round, Oct 20 (local file): page word counts, renewal commits per month on main, the robot and app code reads listed above, the Oct 7 ruling-log quotes from the levels page.
• S11 Read-only capture of Western Slope's Prepare Renewal Offer page, Oct 20 (one occupancy at a Situs-owned 3-unit property; the page code, its lease-settings and manual-field responses, request logs showing GET-only and every non-GET blocked; saved locally with names, address and tokens redacted).
• S12 Western Slope AppFolio setup fact sheet, Oct 20 night (Opus 5.5 pass over the Oct 20 dumps: template library, lease-settings pre-fill per sampled occupancy, 11 offer previews, company lease settings, the AppFolio help copy of Oct 8 2026); local file in session 006's scratchpad and in the S3 corpus.
• S13 Deep-research brief on residential renewals, Oct 20 night (Opus 5.5: Colorado statutes and law-firm summaries, AppFolio help on reminders, countersign and bulk renewals, Yardi and RealPage renewal docs, benchmark reports); local file in session 006's scratchpad and the S3 corpus.
• S14 Read-only look at Western Slope's renewals list and occupancy 876 through the robot's warm session, Oct 20 ~22:30 CDT (GET only; dumps 96-* and redacted screenshot in session 006's scratchpad; recipe in session-jar-report.md).
• S15 Raw per-speaker transcripts of the Western Slope calls (Sep 4, Sep 9, Sep 30, Oct 7, Oct 14) and the founders' Oct 7–8 and Oct 20 debriefs in #transcripts, pulled Oct 20; 94 quotes checked word for word; file ws-renewal-transcripts.md in session 006's scratchpad (tenant details removed).

12 · For the Oct 21 meeting: simplify first, then automate

This section is written to be shown on a screen to Western Slope. It holds nothing internal: three pictures, two tables, one checklist. Proposed — pending review (Fede, Oct 20 night: "helping the customer simplify this first before we automate"; "even the humans are confused with the amount of stuff"; "we don't have to do all the properties at once").

12.1 Today 12.2 The simplified flow 12.3 Where the complexity goes 12.4 Start with the easy properties 12.5 AppFolio setup audit 12.6 What we ask tomorrow 12.7 How we can help 12.8 For Fede only

12.1 How a renewal happens today (nine steps, seven by hand)

12.2 The simplified flow (what we propose for Western Slope)

12.3 Where the complexity goes

The moment from the meeting where Kat opened the lease, removed addenda, and did not know how to save and come back: AppFolio can save an offer unsent. "Review Renewal Offer", then close the preview; the offer waits under "Prepared not Sent" and Send is a separate click (checked by hand at our test property, Oct 20). That is a training note, not a build. ^S7

12.4 Start with the easy properties

All 11 recent offers that could be opened used the same one-page amendment, no PDF form, no attachment. The pre-fill is the property default plus whatever addenda the tenant's original lease carried, so a clean property default alone does not always shrink the packet. Lincoln was not sampled. ^{S9 S12}

12.5 AppFolio setup audit

What's good: every recent renewal we could open went out as the same single page. What's confusing: AppFolio still opens extra documents at some properties, and the library around that page holds many old copies. What we'd change: make that page the default wherever it's what you send, clear out the old copies, and do Northridge last, together.

What we'd change, with your OK

Times are our estimates. Every item is a setting in your AppFolio, not software, and template edits apply only to offers made afterwards. ^S12

Things to confirm together

• Does AppFolio fill the new start date, end date and rent on its own? We'd test it on one offer saved but not sent. If yes, most typed blanks go away.
• Where do the 12 extra addenda on one Pomona Park lease come from? Either the property's default or that tenant's original lease. Same question at 239 S Elm and the five newer properties: if it's the original lease, changing the default alone won't clear them.
• How is Lincoln set up? We haven't looked at it yet.
• Which old PDF forms do you still use? No recent renewal we opened used one, and we've seen 20 of the 43 names.
• Which AppFolio plan are you on? Bulk Renewals comes with the Plus and Max plans, and may need a full lease template instead of the one renewal page.
• Is Renew by Default allowed in Colorado, and by your policy? We'd check with you before anything changes.

12.6 What we ask tomorrow (four questions)

1. May we set each property's default renewal packet so "Prepare Renewal Offer" opens clean? (Tier 2 first.)
2. Can we build and send the offer right after your meeting decision, instead of after the tenant's yes? If you want a look first, Clara leaves it waiting and you press Send.
3. May we add a one-unit test property to your AppFolio (like at JP&Co) so Clara proves the packet there before any real lease?
4. Which properties first: the scattered homes and Pomona Park? Northridge and Section 8 stay with you for now.

Timing note for the meeting: Colorado's 2024 for-cause rules are summarised by law firms as: for tenancies of 12 months or more, a tenant refusing reasonable new terms counts as grounds only if those terms were offered 90 days before the lease ends. Deciding at 60 days gives that up. If that reading holds, the meeting decides at about 120 days out and the offer goes by about 100. From law-firm and news summaries; the statute text itself is unverified and a Colorado attorney should confirm before any template ships. ^S13

12.7 How we can help (we are your partners in this)

What you told us, and what we would do about it

Their words come from our calls with them (Sep 9, Oct 7, Oct 14) and the Oct 20 meeting. ^S15

Two things you can use tomorrow without us: an offer can be saved unsent ("Review Renewal Offer", then close the preview; it waits under "Prepared not Sent"), and Colorado's for-cause rules reward deciding earlier (12.6). ^{S7 S13}

12.8 For Fede only (not for the screen)

1. D18 · Prepare and send without waiting for the yes. (a) Recommended: yes, the Camellia process, same every time; the only exceptions are the list's "do not contact", "not renewing" and "balance" holds. No conditional "build only after the yes" step: it doubles the handling and is the step they forget. (b) Build after the yes only, as they do today. (c) Build at the meeting, park, send after the yes (two gates, more to remember).
2. D19 · The careful-send machinery. (a) Recommended: keep exactly one gate, the "who sends the paperwork" setting (Clara sends / office presses Send); do not build the per-offer hold or the list-release step for the packet. Texts keep 002's Supervised hold until the packet is live, then it is reviewed for removal (one follow-up, no new work tonight). (b) Keep everything built and add the packet behind it. (c) Remove the texts hold now too.
3. D20 · Simplify first. (a) Recommended: the AppFolio setup changes in 12.5 are offered in the meeting and done by us on their OK, before the first Clara packet; they also make Clara's job smaller (a clean default = nothing to override per property). (b) Build around their current setup as it is.

What they actually said, with dates (raw transcripts; for you, not the screen)

Promises on the record: Sep 30 (Sean) "it'll never make a decision on its own"; Oct 7 (Sean) "for the first few flights, we'll just flag all of them for human review"; Oct 7 (Fede) the rent sheet load; Oct 14 (Fede) "when you guys are ready with templates, I can do that for you as well", a weekly pre-read before their Tuesday 11:30 meeting. The Oct 8 plan to email them "renewals live Monday at +$25" is not confirmed sent. Internal counts disagree (18 templates on Oct 7; 10 templates and 52–56 addenda on Oct 20); the Oct 20 inventory (12.5) is the number to use. Kat has no line of her own in any transcript; the Oct 20 meeting was not recorded. ^S15

The one layer that makes this scale (answer to "is there a concept I am missing?")

flowchart LR
  L["Lease facts\n(from the PMS: term, rent,\noriginal start, tenant, unit)"] --> R
  D["The decision\n(from the list: new rent,\nterm, special terms, hold)"] --> R
  P["Property packet default\n(set in AppFolio once:\nlease or addendum, attachments)"] --> R
  K["Field recipe, per template\n(data, not code: each typed field is\na fact, a decision, a standing answer,\nor an ask)"] --> R
  R["Clara builds the packet"] --> AF["AppFolio offer\n(parked or sent, by setting)"]
  classDef data fill:#f3f4f6,stroke:#6b7280,color:#111;
  classDef clara fill:#e8f1ff,stroke:#1d4ed8,color:#0b2a6b;
  class L,D,P,K data;
  class R,AF clara;

A case from their own records for tomorrow (raise it gently, no names): the Northridge lease Fede opened (occupancy 876) is a month-to-month tenant who asked for a 12-month lease; on Aug 2 the office promised one at the same rent from Aug 1; as of Oct 20 no offer was ever prepared, and the form now defaults the start to Nov 1. Their list for Oct 20–Jan 18 holds 29 rows (24 eligible, 10 of them month-to-month, 5 out for signing, none parked). This is the "promised, never built" case the packet step exists for. ^S14

Sources: the section 11 list (S1–S15). The Oct 20 team-meeting with Western Slope was not recorded; today's two recordings (the Situs leasing meeting 11:04 and the Gera sync 12:32) do not cover renewals.

13 · Update 2026-10-21: the document engine (new design, decided Oct 21)

Decided by Fede, Oct 21 The full page, with figures, the Oct 20 proof and the decision list: /a/document-engine-2026-10.

• What it is: one engine in our app prepares renewal and new-lease paperwork in the customer's own PMS forms; AI studies their past packets once at onboarding, every renewal after that is a replay, and the robot only executes the engine's print order and gives one of five answers.
• What Oct 20 proved at the Willows: six typed blanks filled, parked unsent and read back 6 of 6, with no email; a wrong field id was accepted (AppFolio 200, rent left unfilled, the robot was silent), so the read-back is required; on unseen packets the recipe got 24 of 25 values right (22 of 25 if the original-start tie goes to move-in).
• The one setting value: no new setting; the who-sends-the-paperwork setting gains "Clara prepares, office sends", default off.
• Exit order: four small robot fixes first, with no switch; then the robot takes full print orders and the engine is built in the app; the robot's built-in rules and defaults are deleted last, and Camellia is untouched until its orders rebuild byte-identical.
• Eight decisions for the morning: the design, the paper gate, where AI reasons, the four robot fixes, your per-offer hold and Supervised for paper, Camellia, Western Slope's six typed blanks, and the MVP cut. They settle or replace D11, D12, D15, D18 and D19; D13, D14, D16, D17 and D20 stand.

Oct 21 morning: Fede decided (design yes, Camellia inside the MVP on the one engine, AI reasoning as a skill for now, the four robot fixes go); building started.

14 · Update 2026-11-03: leak audit before Renewals goes back on at Western Slope

Flipped to Preview, 2026-11-03 20:04Z Fede's press: "1. preview". One write (change off-to-preview-f40885ce): Renewals switch off to on with the Preview mark; read back on, preview; buildings reading Preview 0 to 80 (10 not in PropFlow stay Off); Courtyard and Lincoln still Preview. 0 renewal holds since the flip (control: 133 since Nov 1). The first daily scan opens November's list as a Preview hold with no reviewer email. Undo: one restore command, file kept with the plan. Marker backfill: a separate press, not run.

"Too many gates, not one choke point?" Yes. Each of the 14 renewal doors asks the mode itself; a registry and a drift test keep them in line. The Oct 30 door was one that never asked. One send choke point is a separate design for Gera's lane.

Every door, by mode

Live is left out: it is not on the table for Western Slope, and at Live every door sends without a hold.

Dry run: what day 1 would produce

Read-only list build for Western Slope as of Nov 3 (writes blocked, send keys removed, no AppFolio calls): 15 leases on the November list, 10 with the policy offer and 5 held for a balance.

Courtyard and Lincoln keep their own Preview rows, so their leases stay Preview whichever you choose.

The flip

• Recommend Preview: your Oct 23 "we just want to observe". Nothing reaches anyone, Jay and Kat included; nothing is written to AppFolio.
• Supervised when you want their team approving: the list and every held draft are emailed to Jay and Kat, and Clara answers tenants' renewal calls live.
• One write, the admin customer page's own path: PUT /api/admin/modules {organizationId, module: "leasing.renewals", mode: "preview"} → setOrgEnabledModules sets the switch and the marker together. Same write with a read-back and a restore file: scripts/modules/off-to-preview.ts --only-org <Western Slope> --modules leasing.renewals (dry run, then --apply --confirm-table=propflow-prod). Rollback: the same call with mode: "off", and reject any list hold it opened.
• Checks after: the company row reads Preview; the next 09:00Z scan opens hold eschold_rb_3935ca… stamped Preview with no reviewer emails; the Slack card says Preview; zero tenant sends and zero reviewer emails in the next 24 hours; the board shows "Paused (Preview)".

No marker means Preview (Fede, Nov 3: "no marker means lower level")

Today an "on" module with no stored mode runs Live. Fix in three steps, because the reader treats an unknown marker as Off: (1) PR 1a, #24932 (backfill tool: #24959, dry run: 10 company + 10 building rows): "live" becomes a stored value and every Live pick stores it, no behavior change; (2) write an explicit "live" on everything Live today (your press); (3) PR 1b: no marker reads Preview.

Source: read-only pass over all 8 company rows and their 204 buildings through the production resolver, 2026-11-03. ConAm and PropFlow Staff are all Off; no company relies on the all-on default.