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Procedure for Managing Approved Applications

This procedure outlines how to manage approved applications, including follow-up guidelines, assignment, and unit verification.

Procedure:

  1. Approval Validity:
    • Approval is valid for 30 days from the approval sent date.
    • The goal is to have the applicant select a unit and place a deposit before expiration.
  2. Follow-Up Guidelines:
    • First 5 days: Follow up every 24 hours (excluding weekends) via email, call, and text.
    • First follow-up call must be made within 1 hour of sending the approval email.
    • Continue calling daily until contact is made or after 5 calls.
    • If "ghosted," pass the applicant to the Backup Coordinator for continued follow-up.
  3. Approval Coordinator Responsibilities:
    • Send out approval emails and log details in the Leasing Master Tracker.
    • Verify if the desired unit is available using Propertyware (Check under "Application Pending").
    • Ensure notes are logged in Propertyware, including all communications and approvals​(Procedure - Approval Fo…)​(Sending a Move-In - Tem…).
  4. Backup Coordinator Responsibilities:
    • Handle denials and follow-up after the 5th attempt for approved applications.
    • Ensure all communication efforts are logged in the Master Spreadsheet and Propertyware.