Western Slope · Lead funnel audit

Everyone gets the same amount of time to book, so brand-new leads don't drag the rate down.

7 days: 12 to 13 of 53 people. 14 days: 11 to 12 of 34. To date: 18 of 72. The lighter end of a bar is a range, because one booking has no date.

Counting only the 65 people who reached Clara, every tour is still in, so the rates go up. 7 days: 12 to 13 of 46 (26 to 28%). 14 days: 11 to 12 of 29 (38 to 41%). To date: 18 of 65.

Booked a tour, out of people

Source is where the person's first inquiry came from. Phone callers almost all talk to Clara, but only 4 of 22 booked. Many weren't tied to a property (next tab).

Booked a tour, out of people

Property is the one on the person's first inquiry. Groups are small, so read these as hints.

"Sent" means our mail provider accepted it. We can't see whether it landed in the inbox.

• Calls: all 21 answered live by Clara.
• Emails sent automatically: median 2.3 minutes, 25 of 32 within 5 minutes.
• Launch week: 12 emails waited for someone to release them, median about 1 hour 50 minutes. Most of that wait came before they reached review.

Automatic email replies, time to first reply

6 automatic emails took over an hour, one of them 2 days. We haven't found why yet. Timed from when our system recorded the inquiry.

No real difference in booking: within 7 days, 3 of 14 after-hours leads booked against 9 to 10 of 39 business-hours leads. Emails sent automatically after hours went out in a median 2.6 minutes.

27 people, one main reason each

• Wanted a person: asked for a call or a human. In 5 of the 6 the transfer to staff was refused, skipped or rang out.
• Call ended or hung up: one hung up after one word, one was cut off while being passed to a leasing agent, one went silent, one hung up after hearing the price.
• Price: looking for $1,000–1,300. The cheapest open home is about $2,000.
• Where it stopped: the last exchange was a call for 15 people, a text for 9 and an email for 3. 10 of those calls ended mid-conversation.

These are ours to fix. None of them go to Western Slope.

• Transfers: live transfers to staff that were refused or rang out, including 3 in 20 minutes with no answer.
• Office hours: Clara told a caller the office was closed at 8:39 AM on a weekday. Hours aren't set on the property.
• Wrong answers: told a caller a listing wasn't ours (it was, already leased), offered tour times on a past date, gave mixed answers on 6-month leases.
• Duplicate property record stopped Clara from pulling pricing for one home.
• Non-renters in follow-ups: vendors and spam were put into the leasing follow-up texts.
• Phone callers with no property: 13 renters sit on the company line, so their follow-ups are generic.
• One lead may have received the same first email 4 times.
• Sync to AppFolio: 4 of 23 tour bookings have no showing in AppFolio, and one cancellation failed to sync.
• Attendance: nobody marks whether a tour happened, so we can't measure tour to application.

AppFolio's two showing reports disagree, so we show both and claim neither. In 2026 Clara writes showings into AppFolio herself. In 2025 staff logged them.

Vacant units

About 5x the vacancies of a year ago on Sept 18, and 7.5x on Oct 13. 80 units were added to AppFolio since last year, 49 of them in Aug–Sep 2026, and 58 of today's 75 vacancies are those new units.

Past vacancy is AppFolio's rent roll looked at after the fact, so the status labels are approximate.

Inquiries per month

Showings per month

AppFolio prospect source tracking. Last September was the busiest month of the year, and October dropped off. *October 2026 is Oct 1–13 only, so its line is dashed.

Last year about 36% of non-phone leads booked a tour within a week, against about 27% this year. The groups are small and last year's leads were mostly cards staff entered by hand, so this isn't a reliable drop, but it isn't a gain either.

Booked a tour within 7 days

• Who counts: non-phone leads who first reached out between Sept 18 and Oct 13, each year. A lead counts as booked if their AppFolio guest card shows a showing scheduled. Same rules both years.
• Checked first: we tried this on this year's leads before using it. All 5 known tours showed up, and none of 3 people without a tour did. This year's 27% matches our own records (26 to 28%).
• Why it isn't a reliable drop: the likely ranges overlap. Last year staff typed in 28 of 35 guest cards by hand, mostly people who had already called or visited. This year it was 30 of 67.
• Listing sites alone: 4 of 7 booked last year, 8 of 37 this year. Too few to compare.
• Far more to fill: 10 to 15 vacant units then, about 75 now. See Vacancy.

• Staff contact: only 4 people heard from staff before a tour, too few to compare with Clara alone. Most staff contact came after a tour was booked.
• So there's no proof yet either way. Nothing records whether staff called a lead, which is the thing to fix first.

• Who's on the list: the 27 talking-but-not-booked first, then people who haven't replied after 48 hours.
• How often: weekly by default. Western Slope can switch it to daily or every few days.
• Closing the loop: next to each name Kat or Bev tap Reached, Booked, Not interested or No answer. Clara stops or keeps following up from that. No reading of staff notes, so nothing internal leaks to a lead.
• First reply: a text shortly after the first email, instead of a day later.
• Phone callers: out of the text sequence, and tied to the property they called about.

• Every month, the same tour rate as the Funnel tab: within 7 and within 14 days, same rules.
• For people on the list: tapped outcome, and whether they booked within 14 days of being on it.
• Ask staff to mark tour attendance, so we can follow tours through to applications.
• Check back after 4 weeks of lists before changing anything else.

• Renters: each person counted once, from their first inquiry after Sept 18. 6 people who had reached out before that and came back are counted separately.
• Left out: 9 people who weren't looking to rent, like test calls, vendors, a job seeker and listing marketers.
• Got a reply: a message that actually went out, or a call that was answered, by Clara or the team.
• Booked a tour: any booking, counted once even if it was rescheduled. Cancellations are shown separately.
• Tour rate: everyone gets the same 7 or 14 days to book, so brand-new leads don't pull the rate down.

• We counted three separate times and compared the results person by person.
• Where the counts differed, we found the reason for each one and corrected it.
• Where we couldn't be sure, we show a range instead of a single number.