Use this guide to add a new Activity to a prospect, applicant, or resident record so teams can document interactions, schedule follow‑ups, and maintain accurate leasing and communication history.

When to Use This

• After a call with a prospect, applicant, or resident
• To document an email, text, or conversation
• To log a tour, showing, or follow‑up
• To schedule a reminder or future task

Before You Start

Make sure:

• A Prospect, Applicant, or Resident record already exists
• You know the activity type (call, tour, email, follow‑up, reminder)
• You have the correct date and notes to enter

Permissions Required: Leasing Agent or higher

Step‑by‑Step: Enter a New Activity

Step 1: Open the Record

• Navigate to Leasing / Prospects, Applicants, or Residents
• Open the correct record

Step 2: Add a New Activity

• Locate the Activities section
• Click Add New Activity or the ➕ icon

Step 3: Complete Activity Details

Complete the required fields:

• Activity Type (Call, Email, Tour, Follow‑Up, Reminder)
• Activity Date
• Assigned To

Optional but recommended:

• Detailed notes
• Follow‑up date (if applicable)

Best Practice: Be specific in notes so anyone reviewing the record understands what occurred and what comes next.

Step 4: Save the Activity

• Click Save
• The activity will appear immediately in the activity timeline

What Success Looks Like

• Activity is visible in the record history
• Activity date and time are accurate
• Notes clearly describe the interaction
• Follow‑up tasks are scheduled if needed

Common Mistakes to Avoid

• Choosing the wrong activity type
• Leaving notes blank or too vague
• Entering future activities as completed
• Forgetting to save

Tips for Efficiency

• Enter activities immediately after the interaction
• Use reminders for all follow‑ups
• Be consistent with activity types and wording
• Review past activities before contacting a prospect again