Use this guide to add a new Prospect into the system so leasing agents can track lead details, activities, and next steps from first contact through application.


When to Use This

  • A new lead calls, emails, walks in, or chats online
  • A lead is received and did not automatically create a prospect
  • You need to manually add a prospect before scheduling follow‑ups or sending an application


Before You Start

Make sure you have:

  • Prospect’s full name (at least first and last)
  • At least one contact method (email or phone)
  • Source of the lead (call, walk‑in, website, ILS, referral)
  • Estimated move‑in date (if available)
  • Permissions Required: Leasing Agent or higher


Enter a New Prospect


1. Navigate to Prospects

  • Go to Leasing / Prospects from the main menu
  • Click Add New Prospect (or + New Prospect)


2. Enter Prospect Information

Complete the required fields:

  • First Name
  • Last Name
  • Lead source
  • Phone Number and/or Email Address are not required but are both strongly recommended


Optional but recommended:

  • Preferred contact method
  • Notes (pets, desired unit type, price range)


Best Practice: Always enter a valid email address if available—this is required for sending applications and e‑sign documents later.


3. Select Lead Source

  • Choose the correct Lead Source from the dropdown (example: Phone Call, Walk‑In, Website, Zillow, Referral)
    • Lead Source accuracy is critical for leasing and marketing reports.
      • This is setup at an admin level. If your advertising sources are incorrect, please let your company admin know.
    • Add any additional information required by your company


4. Save the Prospect

  • Click OK
  • The system will create the prospect record

What Success Looks Like

  • Prospect record is created successfully
  • Prospect status shows as New or Active
  • Contact information appears correctly
  • Prospect can now be assigned activities


Next Recommended Actions

After creating the prospect:

  1. Enter a New Activity (call follow‑up, tour, reminder)
  2. Schedule or record a showing
  3. Send an Application when the prospect is ready


Common Mistakes to Avoid

  • Leaving the email address blank
  • Selecting the wrong lead source
  • Creating duplicate prospects instead of searching first
  • Adding notes in multiple locations inconsistently


Tips for Efficiency

  • Search before adding to avoid duplicates
  • Use consistent naming conventions
  • Add notes during or immediately after the conversation