Graded against the 18 company facts and 7 property exceptions in the onboarding playbook gold set. Sources: the sample lease (24 Jun), the schedule of fees (14 Jul), Jaise's 25 Jun email, the website scrape. "Yardi" means a Voyager user could read it; "ConAm" means staff must answer.
| Knowledge | Status | What we hold | Fill via |
|---|---|---|---|
| Office hours, contact | conflict | Lease and fee sheet: Mon to Fri 9 to 6, Sat 10 to 5. Website scrape: 9:30 to 5, Sat 9 to 4. Phone and address known. | ConAm picks one |
| Application: what you need, decision time, screening reports, co-signers, income rule | missing | Only "every adult 18+ applies" and "a third party may guarantee". Fee is $30 per person (fee sheet). | ConAm |
| Lease length options | missing | Sample lease is 13 months; no list of offered terms. | Yardi lease terms, or ConAm |
| Month-to-month | have | Auto-renews month to month unless 60 days' notice; $125 a month on top (fee sheet). | Lease, fee sheet |
| Security deposit rule | conflict | Rule: varies by apartment and screening, refunded within 60 days. Fee sheet says $350; the sample lease holds one month's rent. | ConAm confirms the rule |
| Pets | have | Pet friendly, no breed restrictions, max 2, written consent, $300 refundable deposit, $35 rent, $335 unauthorized pet fee. Weight limit not stated; Animal Addendum not attached. | Lease, fee sheet; ConAm for weight |
| Renter's insurance | have | Required, $100,000 liability minimum, own policy or ePremium, $19 admin charge. | Lease, fee sheet |
| After approval, holding deposit | partial | $165 holding deposit, refundable for 72 hours, counts toward move-in. No post-approval steps. | ConAm |
| Move-in day | partial | Inspection form; 5 days to report damage; 48 hours for pests. No key pickup or elevator steps. | ConAm |
| Tours | missing | Process known from the Aug visit (about 5 a week, assistant tours 1 to 2 days a week). Nothing written. | ConAm |
| Smoking | have | Smoke-free community; marijuana banned everywhere including balconies; $10 alarm tampering. | Lease, fee sheet |
| Utilities | conflict | Fee sheet and Jaise (25 Jun): water, sewer, gas, trash, electric billed by usage with rent. Sample lease: $140 flat rate. The $140 is what sits in the Yale record today. | ConAm picks one |
| Late fees, payments | have | Due the 1st, 5% late fee on the 9th, $20 NSF, card fees, no cash, certified funds after the 9th. | Lease, fee sheet |
| Early termination, move-out notice | have | 1.5x rent plus concession payback; 60 days' written notice; no release except military, domestic violence or written agreement. | Lease, fee sheet |
| Guests, occupancy, subletting | have | Guest becomes an occupant after 14 straight or 28 days a month; no Airbnb; no subletting without approval. | Lease (loaded July) |
| Parking, garage, storage | have | Reserved $85, garage $100, tandem $150, storage $40, fob $25; street parking first come. Addendum not attached. | Fee sheet |
| Property exceptions (promotions, door codes, income-restricted) | missing | Addenda listed by name in the lease but not attached (Animal, Smoke Free, Parking, Community Policies). | ConAm sends the addenda |
| Floor plans, unit mix, pricing, availability | have | 112 units and scraped prices in the record (Aug). Stale until a feed runs. | Yardi, daily, by robot (to build) |
Built the playbook way: only what the documents and the platform cannot answer. 27 items: 4 to settle, 10 to confirm, 13 gaps. Files beside the Western Slope gold set: yale-25-station-facts.json, yale-25-station-review-list.md. The client review page is built (no knowledge written) and sent on Fede's go.
| Topic | Kind | Question | What we think today |
|---|---|---|---|
| Office hours & contact | settle | Which office hours should Clara give? Your lease and fee sheet say Monday to Friday 9 to 6 and Saturday 10 to 5; your website says 9:30 to 5 and Saturday 9 to 4. And is the office number (303) 395-9448 or (303) 757-2152? | Mon to Fri 9 to 6, Sat 10 to 5 (lease, fee sheet) |
| Utilities | settle | How are utilities billed? The fee sheet and Jaise's June email say water, sewer, gas, trash and electric are billed with rent by Conservice based on usage; the sample lease shows a $140 monthly flat rate. Which one applies to new leases? | Billed by usage with rent (fee sheet, Jaise 25 Jun) |
| Security deposit | settle | How should Clara describe the security deposit? The fee sheet says $350 and varies; the sample lease holds one month's rent. Is $350 the standard with a higher deposit depending on screening? | Standard $350, higher depending on screening; refunded within 60 days of move-out |
| Rent payment | confirm | Late fee: 5% of the balance on the 9th (fee sheet), which matched $81.50 on the sample lease. Correct? Anything else Clara should say about paying rent (no cash, card fees, certified funds after the 9th)? | Rent due the 1st; 5% late fee on the 9th; $20 NSF; no cash; certified funds after the 9th |
| Applying | confirm | Application fee $30 per person and every adult 18 and over applies. Correct? | $30 per person; all adults 18+ apply |
| Lease terms | confirm | After the lease ends it goes month to month unless 60 days' written notice is given, and month to month adds $125 a month. Correct? | Auto month-to-month after 60 days' notice window; +$125/month |
| Pets | confirm | Pet friendly, no breed restrictions, maximum two pets, $300 refundable pet deposit and $35 pet rent per pet. Correct? Is there a weight limit, and are cats and other animals treated the same as dogs? | Pet friendly; no breed restrictions; max 2; $300 deposit; $35/month per pet |
| Pets | confirm | Assistance animals: the lease says they are exempt from pet rules and a professional's statement may be requested. Is that what Clara should say if someone asks, and nothing more? | Exempt from pet deposit and rent; documentation may be requested |
| Renter's insurance | confirm | Renter's insurance is required, at least $100,000 liability, your own policy or ePremium, and the $19 a month liability program applies if they do not bring their own. Correct? | Required; $100,000 liability; own policy or ePremium; $19/month program otherwise |
| Applying | confirm | Holding deposit $165 at application, refundable for 72 hours, counted toward move-in. Correct? | $165; refundable 72 hours; applied to move-in |
| Smoking | confirm | Smoke-free community and no marijuana anywhere on the property, balconies included. Does that cover vaping, and is there any outdoor smoking area? | Smoke-free; no marijuana anywhere |
| Lease terms | confirm | Early termination: 1.5 times one month's rent plus repayment of any concession, with 60 days' written notice. Correct? | 1.5x rent + concession payback; 60 days' notice |
| Parking & storage | confirm | Reserved outdoor parking $85, single garage $100, tandem garage $150, storage $40, key fob $25 per key, street parking first come. Correct? Is there a waitlist for garages? | $85 / $100 / $150; storage $40; fob $25 |
| Guests & subletting | confirm | A guest counts as an occupant after 14 straight days or 28 days in a month; no subletting or short-term rentals. Correct? | 14 consecutive / 28 total days; no Airbnb; no sublet without approval |
| Applying | gap | What does someone need to apply: which forms of ID, and what proof of income (pay stubs, offer letter, bank statements for self-employed)? | — |
| Applying | gap | When someone asks how long an application takes, what should Clara tell them? A range is fine, for example "usually one to two business days once we have all your documents". | — |
| Applying | gap | What is the income requirement (for example gross income of 2.5 times the rent), and what rental history or credit rules apply? | — |
| Applying | gap | Do you accept a Colorado portable tenant screening report in place of your own screening, and is the application fee waived in that case? | — |
| Applying | gap | Are co-signers or guarantors allowed, and when? Does the guarantor apply and pay the fee, and what income does the guarantor need? | — |
| Applying | gap | How should Clara answer someone with a housing voucher: take their details and continue the application, or refer them to someone? | — |
| Lease terms | gap | Which lease lengths do you offer new residents (for example 6 to 15 months), and is the price different by term? | — |
| Tours | gap | How do tours work: who meets the prospect (Jaise, the leasing assistant, the centralized team), on which days and hours, and can someone tour without an appointment? Any self-guided or video option? | Jaise on site; assistant 1 to 2 days a week; about 5 tours a week |
| After approval | gap | Once approved, what happens next: lease signed online, which payments are due before move-in, proof of insurance, and how far ahead must move-in be? | — |
| Move-in day | gap | How does key handoff work on move-in day, and is anything else needed (elevator reservation, fob pickup time)? | Keys, fobs and remotes recorded on the move-in form |
| Documents | gap | The lease lists the Animal, Smoke Free, Parking Storage Garage and Community Policies addenda but they were not attached. Can you send them? | — |
| Applying | gap | What is the application link Clara should send once Yale is on Yardi? | — |
| Hand-off | gap | When a caller asks for a person: who should Clara send leasing calls to, where do maintenance and emergency calls go, and what number is the after-hours emergency line? | — |
| Item | Today | Ask |
|---|---|---|
| Company move | Done 24 Sep, Gera's way: Yale stays owned by JP&Co and is managed by ConAm through a management link. ConAm staff see it once ConAm has users. | Nothing to do. |
| Questionnaire | Generated 5 Oct and parked (below). Not sent. | Send to Dara and Jaise once the contract is signed: Fede's call. |
| Addenda | Lease and fee sheet received; the Animal, Smoke Free, Parking and Community Policies addenda were never sent. | Asked for in the questionnaire. |
| Record hygiene | Apply link is JP&Co's AppFolio page; emergency phone empty; escalation owner is Fede's address; office phone on the record differs from the lease's; $140 flat utilities loaded where the fee sheet says usage. | Fixed as part of the knowledge load, no ask. |
| Tours | No Outlook or Google calendar. Fede decided 5 Oct: Yardi's property calendar is the building's calendar, read and written like Outlook; robot first. | Decided. Design on the calendar page. |
Sources: ConAm roll-out thread 16 Jul to 5 Oct 2026, the "Yale 25 Station Lease" thread 24 Jun to 17 Jul, the 17 Jun call, onboarding status log 27 Aug, the July lease load (PR 3690), production Yale and ConAm records read 5 Oct, playbook gold set. Claims audited 5 Oct; corrections applied.
| Option | What it means | When | Cost | What we give up |
|---|---|---|---|---|
| 1 · Launch now recommended | Clara takes leads, books tours and sends the application link, no Yardi connection. ConAm forwards Yardi's application, approval and lease emails to our mailbox so Clara knows the outcome. Paid connection added later. | Days | $0 now | ConAm's Yardi has no record of leads and tours until the paid connection. PropFlow has them. |
| 2 · Pay Yardi first, then launch | Sign the Yardi connection agreement before going live so leads, tours and application status flow directly between the two systems from day one. | Weeks to months | $10K to $25K a year | Time. Ownership has been waiting since April. |
| 3 · Ask ConAm to delay their move | Keep Yale on RealPage until we are ready. | — | $0 | Not realistic. RealPage refused to work with us in August, and ConAm already runs Yardi elsewhere. |
All sources and the technical detail: tracker, Decision 13.