As Clara takes on more, please change these in AppFolio

Clara already answers your renters. AppFolio still sends automatic messages under your team's names, so renters get two. These are the ones to turn off.

Propflow · October 30, 2026 · From AppFolio's help pages and your last two weeks of renter threads

Change	Where in AppFolio	Why
1. Turn off the automatic reply to new inquiries, and the questionnaire link	Your name, top right > General Settings > Communication > Automatic Communication Settings	Three renters already got both replies. Clara is already replying.
2. Stop AppFolio's showing confirmations and reminders (leave "notify prospect" unchecked)	Schedule a Showing > Notifications	Clara confirms and reminds. One message per tour.
3. Turn off auto-cancel of unconfirmed showings. Do this first.	General Settings > Leasing > Showings Settings	Left on, tours Clara books get cancelled an hour before.
4. Mute the other canned messages: the "lead nurturing" texts and emails, the follow-up email after a showing, the showing survey	General Settings > Workflow Management > Realm-X Flows; Automatic Communication Settings; Reporting > Surveys	Clara follows up. One voice per renter.
5. Skip the "thanks for your interest" texts and bulk texts to leads Clara is working	Guest card > Inbox > Use Template	A template under a name looks like a person took over.
6. Switch off new-guest-card alerts for individual agents	Your name > My Settings > Notifications	Fewer emails. Keep the leasing inbox alert.
7. Turn off renters booking showings themselves from a listing, for homes Clara runs	General Settings > Leasing > Showings Settings > Prospect-Scheduled Showings	Clara may not see that booking and could book a second one. She books every tour within a minute.

After this, a renter hears one voice and your team stops getting duplicates. AppFolio's tour reminders go off only once Clara's reminders are proven on your tours.

Leave these on

Keep on	Why
The application email and "Apply now" link from AppFolio	Clara texts the link, and the application itself comes from AppFolio.
Guest cards from listings and your website, and the alert email to your leasing inbox	It is how Clara learns about new leads.
Showings in AppFolio and the emails to your agents	Clara reads them so nobody is booked twice.
Two-way texting	Renter replies come back through it.
Decision letters, online lease and signature emails, the self-guided lockbox code (if you use it), the showing notice to current residents, the "Reply STOP" footer	Required or unrelated to Clara.

We will check these with you on a short call

Which of the above you already have off, and whether you use Leasing CRM reminders, self-guided tours, the waitlisted status, or move-in checklist emails.
The email applicants get when they submit an application. We would mute it; it is their proof it went in, so your call.
Reminders for your team in the Leasing CRM (Customize > Follow Up Cadence), if you use them. We suggest pausing them for leads Clara is working.
Whether renters can book showings themselves from your listings today (item 7 above), so we know if there is anything to switch.
AppFolio's own AI assistant, if you have it. It would need to be off.
Replies from the listing sites themselves (Tenant Turner, TurboTenant, Zillow). They are set up in each site, not in AppFolio. Which ones reply on their own?
Your plan level. It decides whether the showing messages can be switched off by you or by AppFolio support.

Before we ask for more switches: what Clara does not cover yet (Nov 2, 2026)

Inspected on Nov 2 against the code and Situs's 2026 leasing inbox (3,958 messages). The one ask that is safe today is item 1 (the automatic reply to new inquiries). The rest wait on the two designs below.

Situation	What happens today	Gap	What closes it
A showing your team books by hand in AppFolio	Clara never learns about it. She only looks at the card's showings right before writing her own, to avoid a duplicate.	No confirmation, no reminders, no after-tour note ask, no calendar event from Clara. A later move or cancel in AppFolio goes unseen. If AppFolio's reminders are off, nobody reminds that renter.	Design + local proof of concept: Staff-booked showings become Clara tours (Proposed). Until then, keep AppFolio's showing reminders on (item 2 stays on).
Unconfirmed showings (AppFolio auto-cancels an hour before; the team texts CONFIRM/DENY)	Clara confirms at booking and reminds before, but never asks for a yes.	Turning off auto-cancel (item 3) removes the team's confirmation habit with nothing in its place.	Design + local proof of concept: Tour confirm-or-cancel (Proposed). Launch shape per Fede: ask the renter to confirm; if still silent 30 minutes before, tell the host once by email; the tour stays booked. No automatic cancel at launch.
Tenant Turner self-scheduling (Situs uses it on every property)	It answers each inquiry with its own "Schedule Viewing" link. Bookings go to a mailbox we do not read; only one ever reached leasing@ in 2026, forwarded by the renter.	We are blind to most of these bookings. Clara still offers times, so a renter can end up with two booking paths.	Ask Hugo where Tenant Turner bookings land and whether its auto-reply can be turned off for Clara's homes. Same import design as the row above once the source is known.
TurboTenant self-scheduling	119 "New lead!" emails since May 20 (66 in the last 90 days). One booked showing (May 20) and its "Showing Reminder" email is not recognised.	A TurboTenant booking never becomes a tour. The "New lead!" email makes a guest card with no contact, so Clara sends nothing. Proven double path: May 11, Carr Street Flats, the renter had booked on TurboTenant while staff asked her for a time.	Parse the booked-showing email into the same external-showing record; or delete future TurboTenant availability for Clara's homes so bookings stop there.
Zillow and Apartments.com	About 8 Zillow lead messages, all requests, none booked. Apartments.com leads arrive through AppFolio; no tour emails.	Zillow instant booking with AppFolio listings is advertised; whether it flows back into AppFolio is unconfirmed.	Check on the call with Hugo (item 7 above).

Source files for engineers: lead parsers in agents/clara/lib/email/parse-lead-source.ts, the same-slot check in src/lib/domain/pms/showing-slot-match.ts, inbox evidence in session 004's situs-inbox-fable/threads*.jsonl.