Before You Start

Your Responsibilities

As a leasing agent, you are responsible for:

• Managing prospects and applicants
• Scheduling and completing showings
• Creating leases and renewals
• Communicating with residents
• Keeping PropertyBoss accurate and up to date

Golden Rule

If it’s not in PropertyBoss, it didn’t happen.

Your Home Base: PropertyBoss Today

How to Open

Navigator → PropertyBoss Today

What to Check First (Every Day)

• New prospects
• Activities due today
• Expiring leases
• Follow‑ups you scheduled

Start and end your day here.

Working with Prospects

Create or Open a Prospect

Navigator → Prospects

Use this for:

• Phone leads
• Walk‑ins
• Online inquiries

Key Tabs to Know

Log Every Interaction

        Inside the Prospect:  Activity → New Activity

Log:

• Calls
• Emails
• Showings

Always set a follow‑up date so it appears on PropertyBoss Today.

Scheduling & Conducting Showings

Schedule a Showing

Prospect → Activity → New Activity → Showing

Enter:

• Date & time
• Unit / property shown
• Notes

Verify Availability (Before Promising Anything)

Navigator → Units → Unit List

Check:

• Status (Vacant / Available)
• Rent
• Move‑in date

Never promise a unit without checking here.

Applications & Screening

Convert a Prospect to an Applicant

Prospect → Screening / Application Tab

Enter:

• Applicant information
• Application date

Submit Screening (if enabled)

Prospect → Screening Tab → Submit

Track status:

• Pending
• Approved
• Declined
• Conditional

Screening results stay attached to the prospect.

Creating a Lease (Approved Applicant)

Create the Lease

Navigator → Leases → New Lease

Select:

• Unit
• Tenant(s)
• Lease type
• Start & end dates

Set Recurring Charges

        Inside the Lease:  Charges Tab → Add Recurring Charge

Typical charges:

• Rent
• Utilities
• Monthly fees 

Double‑check:

• Amount
• Posting date

Add Deposits

Lease → Deposits Tab → Add

Make sure:

• Deposit type is correct
• Amount matches policy

Move‑In Day

Execute the Move‑In

Lease → Move‑In

Confirm:

• Move‑in date
• Opening balances
• Initial charges

Send Resident Portal Access

Use:

• Resident email
• Portal registration link

This allows residents to:

• View balances
• Make payments
• Submit requests

Helping Residents

Check a Resident’s Balance

Lease → Transactions / Register

Review:

• Charges
• Payments
• Open balance

Payment Questions

Leasing agents do not post payments unless authorized. Instead:

• Direct residents to the Payment Web Portal
• Explain due dates and late fees

Renewals & Lease Changes

View Expiring Leases

Navigator → Leases → Expiration List

Process a Renewal

Lease → Renew Lease

Update:

• New lease term
• Rent changes
• Recurring charges

Always review charges after renewing.

End‑of‑Day Checklist

Before logging out:

• Log all activities
• Set follow‑ups
• Update prospect statuses
• Confirm tomorrow’s appointments 

Ask yourself: If someone covered this account tomorrow, would they know what happened?

What Leasing Agents Should NOT Do

• Change accounting settings
• Edit GL or system preferences
• Delete or reverse transactions
• Override screening results
• Post owner or trust payments

Those steps belong to Accounting or Admin roles.

Tips for Success

• Always log activities immediately
• Use follow‑ups instead of memory
• Keep notes clear and professional
• Let PropertyBoss protect you by documenting everything