5.1 Recommended Autopilot Process Rules

Get a list of our recommended autopilot process rules to set up for each process type.

Aimee avatar
Written by Aimee
Updated over a week ago

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.)

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