Tips for Getting Started with Autopilot

‍

It’s time to put your processes on Autopilot! There’s no need to start processes manually or have to remember who to assign to what process anymore. 

‍

If you haven't had a chance to get started with Autopilot, it’s time to get started!

‍

Are you ready to transform your operations from 🔥to ☕? Let's get started!

‍

Ensure Timely Completion of Processes with Process Due Dates

‍

Process due dates are an effective way to enforce quick, efficient, and timely completion of processes. 

‍

You can use them to track your vacancy time in your property marketing process, or work towards a better customer experience in your onboarding process by ensuring it’s a quick process.

‍

Be sure to add a default process due date to each of your processes so you can keep track which processes are on track and which need more attention to make sure they are completed on time.

‍

‍

To determine your default due date for each process, follow these simple steps:

• At what point would this process be considered overdue and become a problem? (For example, a security deposit deposition is required to be completed within 21 days of the move out date.)
• When do the final steps in the process need to be completed? Do they need to be complete a certain number of days after the process is created OR after a specific date like a move out date?

‍

Here are our recommended property due dates for each major property management process:

‍

‍

Be sure to check your overdue processes every week to see what's falling behind and which processes are consistently over the due date. That will tell you which processes need either more manpower or more accountability to be completed on time.

‍

‍

‍

Customize your Processes based on Property Group

‍

Property Groups allow you to automatically assign your processes to the correct people on your team based on group! This is especially helpful if you operate in a pod/portfolio structure, with a team of people responsible for managing groups of properties.

‍

You can sync your property groups automatically from AppFolio:

‍

‍

or add them manually if you use another property management software:

Automatically Assign Users to Processes

‍

Want your processes to be assigned automatically to the correct people without any action from you? Set up your automatic assignment rules!

‍

First, you’ll want to add all the roles in your company as user roles in LeadSimple. People on your team likely fill multiple roles currently - if you build all your future roles into your processes they will be ready for you as you grow.

‍

Follow these steps to determine the roles you’d like to build into your account:

Step 1: What are all the roles in your company today?

Step 2: What are the roles you could see your company needing as you grow?

Step 3: Add them to your processes and mark who is doing these roles today in your auto-assignment rules!

‍

‍

Here’s a list of recommended roles to get you started:

‍

‍

‍

Put Your Processes on Autopilot!

‍

Finally, build your Autopilot rules and put your processes on Autopilot.

‍

Start your lease renewal processes when the lease end date is 90 days out, your delinquencies at the beginning of each month, and your move-in and move-out processes as needed as tenants move in and out!

‍

Here are some additional ways you can use Autopilot rules:

Have units with different rent due dates? Use Autopilot rules to start your late rent processes at the correct time for each unit! Simply be sure that the rent doesn't post as due in your property management software until the day it is due. Then add an Autopilot rule for each rent due date you have to start the process for any properties with delinquent rent.

Want to start mid-lease inspections automatically? Create an inspections process and create an Autopilot rule to run once a month for any properties with the lease start date between 120-150 days in the past.

‍

Use the templates in LeadSimple to get started with your first Autopilot rule!

‍