Important Notes

  1. Use the Prospect Navigator to initiate lease creation.
  2. The Units and Leases Navigator should only be used during initial setup or if your company does not use prospects.


1. Select the Prospect

  1. Open the Prospect Navigator.
  2. Highlight the prospect you are converting.
  3. Click Move In under the Activities panel.


2. Confirm the Property

  • Ensure the correct property is selected before proceeding.


3. Enter Lease Dates

  • Choose the appropriate lease term:
    • Month-to-Month Example: 06/01/2025 – 06/02/2025
    • Annual Lease: Use the agreed-upon start and end dates.

 

4. Verify Terms

  • Review and confirm:
    • Rent amount and billing frequency
    • Lease comments and notes
    • Adjustments via:
      • Charges tab
      • Late Fees tab
    • Deposit amounts
    • AutoPost settings


5. Enter Lease Details

  • Complete all gray tabs on the right side of the screen. These fields will populate the Rent Roll Navigator.


6. Add Tenants & Contacts

  • Add each tenant and confirm their details.
  • When multiple tenants exist, assign a Primary Tenant.


7. View the Register


  • Verify all financial activity:
    • Security deposits
    • Auto-posted charges
    • Payments
    • Items carried over from the Prospect Notebook, including:
      • Charges
      • Payments

 

8. Enter Lease-Specific Comments


  • Record relevant notes such as:
    • Work orders
    • Lease-related payment notes


9. Verify Key Dates


  • Confirm accuracy for:
    • Rent Paid Thru
    • Late Fees Applied
    • Next Post Date
    • Lease Renew By


10. Attach Media


  • Upload applicable documents:
    • Signed lease
    • Images
    • PDFs
    • Office files (Word, Excel, etc.)


Prospect Navigator vs. Units and Leases Navigator


Feature / Use Case

Prospect Navigator

Units and Leases Navigator

When to Use

When prospects are enabled and part of your workflow

During initial setup or when prospects are not used

Primary Purpose

Converts a prospective tenant into an active lease

Direct lease creation for a unit/property

Workflow Integration

Part of lead → lease pipeline

Bypasses prospecting process

Tenant Tracking

Tracks communication, follow-up, application status

No pre‑lease tracking; tenant added at lease creation

Data Consistency

Ensures continuity from inquiry to lease

Manual entry; higher risk of duplicates/incomplete data

Best For

Active leasing environments

Quick setup, historical entry, or simple portfolios

Lease Creation Steps

Convert Prospect → Select Property → Enter Lease Info

Select Property → Create Lease → Enter Lease Info

Reporting

Full visibility into leasing funnel

Lease-level reporting only

AutomationSupports workflows (e.g., screening, emails)
Manual unless customized
Media & NotesTransfers from Prospect
Manually added at lease level


Recommendation

Use the Prospect Navigator if you track:

  • Leads
  • Applications
  • Prospect communication
  • Pre-lease workflows

 

Use the Units and Leases Navigator only for:

  • Initial system setup
  • Recording past (historical) leases
  • Workflows where your company does not use prospects