Plex owners
You list two apartments and take thirty calls in three days. People outside your criteria learn it immediately, and you only show units to applicants who hold up.
Leasing and applications
“Is it still available?” gets an answer at eight in the evening, the showing gets booked, and the application lands on your desk complete — the decision stays yours.
7 days, 20 answered calls, no card
The task it takes over
Leasing calls arrive in the evening and on weekends, because that is when people go look at apartments. They also arrive all at once: the residential lease calendar here ends on the thirtieth of June, and the run-up to the first of July piles up showings, questions and applications.
The opening line barely changes: “is it still available?”. This add-on answers from the list you keep current, pre-qualifies on your criteria and only yours, offers a showing — grouped if that is how you run them — and then collects the application documents.
What it will not do is just as sharp. It asks nothing about origin, religion, age, family situation, disability or lawful source of income. It picks no applicant and ranks nobody. It hands you a complete file, or a file with its list of what is still outstanding, and you decide.
Step by step
- Answer
The unit, and whether it is still free
The answer comes from the list you maintain. If a unit is absent or the list has gone stale, your receptionist says so and takes contact details rather than inventing availability.
- Pre-qualify
Your criteria, nothing else
Move-in date, number of occupants, pets, consent to a credit and reference check if an application is filed. The questions asked are the ones you configured, and they are visible.
- Book the showing
A time slot, not a vague promise
The showing is booked in your calendar, one on one or grouped. A reminder goes out beforehand, and a cancellation frees the slot for the next person in line.
- Build the file
Documents, and what is outstanding
Proof of income, references, identification — whatever you require. A checklist follows the file and chases the applicant while something is missing. The file reaches you with its completeness state attached.
An add-on, not a base capability
The Real estate base recognizes an applicant, opens a request and passes it to you. It builds no file and books no showing. This add-on brings coordination and collection, and can be dropped without breaking anything.
The decision stays with the manager, and the add-on has no mechanism for making it instead. It collects no rent and no deposit either: merchant collection belongs to the deposits and payments module.
What this changes for your business
Managing for third parties
The portfolio is split across several owners who signed mandates. Every application is tied to the unit and to the mandate, and an owner sees what their delegation allows.
Rental brokerage
The same filter applies on the brokerage side: pre-qualification on configured criteria, grouped showings, file passed along. Opinions of value and negotiation stay outside what a receptionist touches.
What it receives
- An applicant call or message, naming the unit or the listing
- Your list of available units and your configured selection criteria
- Your showing slots, one on one or grouped
- Documents the applicant sends, and the list of those you require
What it produces
- An honest answer on availability, or contact details taken when the list is silent
- A showing booked in the calendar, with its reminder
- An application file tied to the unit, with its list of outstanding documents
- Chasing that stops as soon as the file is complete
You choose the tenant. No preference is computed, no ranking is produced, and questions forbidden in housing matters are absent from the script — and cannot be added to it.
What is metered, and what comes from elsewhere
The add-on carries its own monthly allowance, separate from the calls in the base.
- Applications handled per month, reset at each period
- A document page allowance for the paperwork behind those files
- Booked showings land in your calendar, with no second counter
- Calls stay metered on the base, separately from this add-on
Third-party costs stay separate: a credit check ordered from an outside bureau is billed by that bureau, and collecting a deposit belongs to another module and to its payment provider.
With management and brokerage software
The status shown is technical qualification, as the software register establishes it. With nothing connected, the file lives in Zenvox.
- No connected softwareZenvox native modeThe unit list, the criteria, the documents and the completeness state stay in Zenvox, readable from the app.Work without connected software
- BuildiumTo qualifyAccount-credential access is documented; creating an application and reading its state still have to be proven.Buildium
- Hopem, Proprio Expert and local systemsTo qualifyAccess contracts for those products are unsettled; they are named because they are common here, not because they are wired in.HopemProprio Expert
- Follow Up BossTo qualifyOn the brokerage side: system registration and scope of rights have to be qualified before any write.Follow Up Boss
Questions about this add-on
Does it choose the tenant?
No. No preference is computed and no ranking is produced: it hands you a complete file, or a file with its list of outstanding documents, and you decide.
Which questions are absent from the script?
The ones forbidden in housing matters: origin, religion, age, family situation, disability, lawful source of income. They are not in the script, and they cannot be added to it. The questions asked are the ones you configured, and they are visible.
What if my list of units has gone stale?
Your receptionist says so and takes contact details rather than inventing availability. The same rule holds on the brokerage side: it confirms no availability when your listing record is silent.
Does it order the credit check?
No. It collects consent to a credit and reference check when an application is filed; the check itself, ordered from an outside bureau, is billed by that bureau and stays outside this add-on.
What is metered when I turn this add-on on?
Applications handled per month, reset at each period, and a document page allowance for the paperwork behind those files. Booked showings land in your calendar with no second counter, and calls stay metered on the base.
Where to next
Go back to your situation, or see how the add-on sits beside your base.
Leasing and applications