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Situs go-live

Where Situs stands on Oct 12, ahead of the go-live call on Tue Oct 13 (8–9 AM MT). Checked against our systems today; what we couldn't check is at the bottom. Owners: us (PropFlow engineering), Gera, Fede, Situs.

What's needed to go live

Not yet	A stable AppFolio login. JP&Co got its own robot login today and it's healthy. Situs is next: its admin creates clara+situs@propflowai.co (code number +1 720-330-3404), then we switch it over. Situs, then us
Not yet	Correct data sync. Paused since Oct 7; buildings last read Sep 29. Restarts once the login works. The safety fixes are already live (no emails to old guest cards, no dropped leads). us
Partly	Their policies in. Some prices from AppFolio for 20 of 52 buildings. No pet rules, parking or application criteria. Situs sends, we load
Not checked	Payment. $4,000 setup checkout created Oct 10. Paid or not, we haven't checked. Fede
Tomorrow	Agree what Clara answers. Proposal: only guest cards that arrive automatically from listing sites. Partly built: we record where each card came from, and the filter itself needs putting back once agreed. Situs, Fede

Agenda for tomorrow's Situs call

Robot login: who is your AppFolio admin, and can they create clara+situs@propflowai.co with code number +1 720-330-3404 this week?
What Clara answers first: only guest cards that come in automatically from listing sites and that nobody on your team touches. Manual, referral and walk-in leads stay with your team for now. OK?
How messages go out: through AppFolio, or from Clara (today she's set up to email from your leasing inbox)?
Unit availability: today it's a whiteboard. Is AppFolio kept current, or how should Clara know what's available?
Lead sources: which do you use (Facebook, GoSection8, your website, drive-by, others), and which land in AppFolio on their own?
Policies: pets, parking, fees, application criteria. A document is fine.
Payment: confirm the setup payment.

Overall

—

Done

—

Merged

—

In flight

—

Open

—

Waiting on Situs

Phases — click to filter

The phases

PHASE 0

Situs's AppFolio login back

now

Every client gets its own robot login. JP&Co is done. Situs needs its admin to create the user, then we switch it the same way.

Done when

The robot signs in to Situs as clara+situs@ and stays signed in for a full day

To settle

Who at Situs creates the user, and when

PHASE 1

Correct data, then leasing on

supervised first

Restart the sync, load Situs's policies, and turn on leasing for automatic listing-site guest cards only, with every email held for approval at first.

Done when

Every Situs building shows today's date as last read
Clara's first held email to a real listing-site lead is approved and arrives
Payment confirmed

To settle

Syndicated-only scope (Situs)
Outbound through AppFolio or Clara (Situs)
When to stop holding emails (Fede, Gera)

PHASE 2

Wider lead coverage

Fede

Once Clara can see what staff already said in AppFolio, widen to Situs's other lead sources and then to manual leads.

Done when

AppFolio texts and emails show up in the PropFlow conversation
Each lead source Situs names reaches Clara

To settle

Which lead sources come first (Situs)

Situs to provide

The robot user in AppFolio: clara+situs@propflowai.co, code number +1 720-330-3404 (their admin).
Their policies: pets, parking, fees, application criteria.
Their list of lead sources.
Turn off AppFolio's own auto-reply to guest cards, so leads don't get two replies.
A calendar for whoever gives tours, so Clara can offer times.
One person Clara hands a lead to when she can't help.
Confirm which buildings Clara covers (34 of 52 are on only by default).
Setup payment.

Agreed, not go-live work

Keep checking AppFolio on a schedule as we do today. Revisit if AppFolio flags us or costs jump. Gera may look at cheaper event-driven options separately.
Off this plan: a phone line, maintenance, renewals and collections, a test-company email rehearsal, and per-building escalation names. They come after leasing is running.

All items in one table (search and filter)

Rewritten Oct 12 after the founders' sync, from that day's checks of Situs's live setup, the code, and the login incident. Rows with a code change update their state on refresh. Last refreshed 2026-10-12 22:30Z.

Not checked: whether the setup fee was paid; why Situs's sessions drop (not confirmed); the AppFolio-messages work (we have Fede's word, not a look at it); whether "arrived automatically" lines up exactly with listing sites; unit counts (185 of about 448 imported as of Sep 30, not rechecked). Clara has never sent an email from Situs's leasing inbox.