6 automations for Property Managers

Automations are rapidly becoming an imporant component of the daily operations of Property Managers. I know nearly nobody that hasn't at least understoo why they need them at this point, so I won't go into detail about why they are necessary in 2023. If you are interested in saving costs and time, have a better control and insights into your business, and prepare to scale it, you can make a quick Google search as you will find more detailed explanations than I can provide in the intro to this blog post.

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There are many options for integrating platforms, apps, and services we use on a daily basis. For example, Google Drive, Sheets, LeadsSimple, Slack, just to name a few. One of my favorites is Zapier since it is one of the most popular at the time and offers 5,000+ apps that you can integrate by undersatnding a few intuitive concepts. It is really a no brainer.

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Here is a YouTube video that sums it up if you are not bought in by now.

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Without further ado let's dive right in.

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Notifications

Notify the team every time something happens. Any trigger can be set up to activate this automation. For example, when a new lease is signed, when tenants are moving out in 30 days, and when a new maintenance request has been submitted. You can set up emails, slack messages, and texts using platforms like xtMessage Desk.

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Emails

Automate sending out emails from a specific trigger. After onboarding a new client or tenant you may want to reach out and congratulate for signing. It is always good to follow up with the next steps and inform them of what they can expect. Will you be in touch with them to give them any updates? You may also want to give them important information like a welcome package with information about setting up utilities and paying rent (for tenants), or for owners, when they can expect to get paid, what happens in the event of an emergency, ways to get in touch with you, etc.

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Feedback Forms

Send feedback forms after completing a maintenance request. It is a good idea to follow up with your tenants after a contractor has been by just to make sure they are happy and no more work is needed. After move-ins you also want to make sure they are good, provide them with a point of contact in case they have any problems setting up utilities or something in their home doesn't work. You can also make forms for owners, after sending them their first payment for example. In my experience, this is a point in their lifecycle where you really want to make sure they know you are by their side and ready to answer any questions immediately.

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Client and Tenant Onboarding

Send forms to collect information like Tax ID, insurance information, bank account details, property details, and documents. They can upload them to a platform like Google Forms or Jotform.

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Showings

Set up automatic communication and reminders for tenants who have scheduled showings. Keep your calendar updated with new appointments and keep information about your leads for later use.

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Application Screenings

You can also set up automatic communication to keep applicants informed throughout their process. You can set up triggers to send automatic texts or emails if you need additional documents or to notify them that they have been approved.

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