Once you've documented and automated your processes in LeadSimple, you'll want to have certain processes start automatically.
Learn how to set up the autopilot rules in this help article.
Here are some recommended autopilot process rules (see below the chart for screenshots and additional explanation):
| Lease Renewals | Delinquencies / Rent Collection | Move Ins | Move Outs |
Start the process | Every Day | Every Month on the 2nd day | Every Day | Every Day |
Process Due Date | 30 calendar days before Current Lease End Date | 13 calendar days after Process Creation Date (if started on the 2nd of the month) | 3 business days after Future Lease Move In Date | 21 days after Current Lease Move Out Date |
Criteria #1 | Active on PM Software --> is true | Active on PM Software --> is true | Active on PM Software --> is true | Active on PM Software --> is true |
Criteria #2 | Current Lease End Date --> is equal to --> 90 days --> in the future | Delinquent Rent --> is greater than --> $1 (or value of your choice) | Future Lease Move In Date --> is more than --> 1 day --> in the future | Current Lease Move Out Date --> is more than --> 1 day --> in the future |
Criteria #3 | Current Lease Move Out Date --> is empty | (Optional) Amount Receivable --> is greater than --> $1 (or value of your choice) | Future Lease Move In Date --> is less than --> 30 days --> in the future | Current Lease Move Out Date --> is less than --> 30 days --> in the future |
Active Processes | Active Processes --> does not include --> Evictions, Move Outs, Owner Offboarding | Active Processes --> does not include --> Evictions | None | Active Processes --> does not include --> Make Ready, Marketing, Owner Offboarding, Property Sale |
Lease Renewals
Start lease renewals automatically every day for leases ending in 90 days.
Start the process every day at the time of your choice (preferably first thing in the morning).
Use the following criteria:
Active on PM Software ---> is true
Lease End Date ---> equal to---> 90 days ---> in the future
(Note: Using "equal to" rather than "less than" avoids any possibility of starting processes again for properties that complete their lease renewals within the 90 days.)
Current Lease Move Out Date ---> is empty
(To avoid starting processes for tenants that moved out prior to their lease expiration date.)
Active Processes ---> does not include ---> Evictions, Move Outs, Owner Offboarding
(Your Eviction, Move Out, and Owner Offboarding processes may have a different name)
(OR you may not have an Eviction, Move Out, or Owner Offboarding process in LeadSimple. If so, you can skip this step or skip the missing processes.)
Rent Collection/Delinquencies
Start delinquency processes automatically every month for tenants that have a delinquent balance.
Start the process every month on the 2nd of the month, at the time of your choice (preferably first thing in the morning).
Delinquent Rent ---> is greater than ---> $1
Use Delinquent Rent to only start processes for units with a delinquent rent. Use Amount Receivable to start processes for units that have a delinquent balance (including rent, fees, security deposits, etc).
Active on PM Software ---> is true
Active Processes ---> does not include ---> Evictions
(Your Eviction process may have a different name)
(OR you may not have an Eviction process in LeadSimple. If so, you can skip this step.)
Note: if you would like the process to start on the last day of the previous month, select "every month" and put -1 in the "on day" field. That will then start the process on the last day of the month, regardless of whether the month has 28, 29, 30, or 31 days.
Move Ins
Start move in processes when the move in date has been added
(Note that Move In Autopilot rules are currently only possible for AppFolio API users, as the Buildium API doesn't allow us to sync move in dates.)
Future Lease Move In Date ---> is more than 1 day ---> in the future
Future Lease Move In Date ---> is less than 45 days ---> in the future
Active on PM Software ---> is true
Move Outs
Start move out processes when the move out date has been added.
(Note that Move Out Autopilot rules are currently only possible for AppFolio API users, as the Buildium API doesn't allow us to sync move out dates.)
Current Lease Move Out Date ---> is more than 1 day ---> in the future
Current Lease Move Out Date ---> is less than 45 days ---> in the future
Active on PM Software ---> is true
Active Processes ---> does not include ---> Make Ready, Marketing, Owner Offboarding, Property Sale
This will exclude any units that have already completed the Move Out process and have moved on to the next process.
(Note: your Make Ready, Marketing, Owner Offboarding, or Property Sale processes may have different names)
(OR you may not have one of more of these processes in LeadSimple yet. If so, you can skip the missing process.)
