Use this guide to assign a unit to a prospect when they express interest in a specific unit, and to remove or change the unit assignment if their interest changes. This ensures accurate tracking throughout the leasing process.


When to Use This

  • A prospect selects a specific unit they are interested in
  • A prospect changes unit preference
  • A unit is no longer available or was assigned in error
  • Before sending an application or converting to an applicant



Before You Start


Make sure:

  • A Prospect record exists
  • The unit is available or approved for assignment
  • Prospect information is accurate 


Permissions Required: Leasing Agent or higher


How to Assign a Unit to a Prospect



1. Open the Prospect Record

  • Navigate to Leasing / Prospects
  • Open the correct prospect



2. Assign a Unit

  • Locate the Unit Shown/Held tab
  • Click New Held Unit
  • Choose the appropriate Property, Building, and Unit (if applicable)
  • Choose the Held Thru date


Best Practice: Confirm availability before assigning to avoid conflicts.



3. Save the Assignment


  • Save the prospect record
  • The unit is now linked to the prospect and visible on their record. 



What Success Looks Like

  • Assigned unit appears on the prospect profile
  • Unit selection matches the prospect’s preference
  • Assignment date is accurate
  • The prospect appears on the A110 Report and Under Units Held
  • The Prospect appears on Units and Leases under the Held Property or Unit


How to Remove or Change a Unit Assignment


1. Open the Prospect Record

  • Navigate to Leasing / Prospects
  • Open the prospect


2. Remove the Unit Assignment

  • Locate the Assigned Unit field or section
  • Select Delete Held Unit
  • The system will ask if you are sure. Click Yes to confirm


3. Assign a New Unit (optional)

  • If changing units, select a new unit following the assignment steps above
  • Save the record

The prospect record updates immediately.


What Success Looks Like

  • Old unit assignment is cleared
  • New unit (if selected) displays correctly
  • Prospect record reflects current interest



Common Mistakes to Avoid

  • Assigning unavailable units
  • Forgetting to save after changes
  • Leaving outdated unit assignments
  • Assigning a unit too early before interest is confirmed



Tips for Efficiency

  • Update unit assignments as soon as interest changes
  • Document changes using an Activity
  • Review unit assignment before sending applications
  • Confirm availability with availability reports if needed



Next Recommended Actions

  • Enter a New Activity documenting the discussion
  • Send an Online Application
  • Screen the Applicant through RIQ once submitted