So this is the first vacancy where the screening is fully automated.

House listed 3 days ago on zillow, apartments, realtor, and a couple others web sites and a sign in the yard. If I get a call, I let it go to voicemail. Text for their email address and send the below info to them just as if I had gotten an email inquiry.

21 inquires so far -12 from zillow, 3 from realtor, 2 from apartments, 4 other

All inquires are given the same info - link to the prescreen form, PDF of the application and animal policy, link to website, link to all available houses. I think this helps establish that you are following Fair Housing rules.

12 people filled out the pre-screen form - 8 people rejected (income 5, unfixed dog 1, aggressive breed 1, smoking 1) I didn't have to see them, talk to them, listen to their sob story, or whatever. 4 people passed the pre-screen.

3 people went on to schedule on my calendar.

Saw the 1st couple today, the other 2 are schedule for tomorrow. This is the first interaction I have with them.

If you haven't thought about some kind of automation, you need to. Whether it is Sid's - all calls go to voicemail and the voicemail tells them what they need to do. Or lockbox showings. Or Jason's scripted program. Or whatever system you are comfortable with, you need to evaluate your procedure.

GET IT DONE!!!!!! INNOVATE!!! FREEDOM!!!!!

Thank you for the reminder. I do some automation but not fully. I appreciate you and others sharing your processes through automation.

Bonanza, Is this in a B class area? Out of 40 responses here on the prequal, maybe one passes muster.

6x6 - It's taken from the convention in April until now to really get it dialed in. It has been a process, not always easy, but very worthwhile. I've only had 3 vacancies since the convention and each time I've added or refined the process.

Mapleleaf - Yes I'd say B properties. Basic 3/2 SFH starter homes about 1200 to 1300 sq ft - 60s ranches or 80s box houses. Nice neighborhoods. Stove, refrigerator, microwave, most have dishwashers, washer dryer hookups.

The little bit of automation that I have done has been wonderful. I am striving for more.

All (unknown) calls go to VM, although I do still take texts. I don't have to listen to people moaning on about stuff. They don't seem to text as much in length as they do when talking voice.

My application is online and fill in the blank. My lease is the same. Both of these save me a lot of time and no travel now.

I do not have a pre-screen. I was talking with Jason about it but it dropped off the radar for some reason. Smaller area and I don't get lots of applicants. Still need to get back to that tho as I can see how much easier it will make life.

No website yet either. I promised myself that as soon as we get the property management software online we will be forced to go all in.

BONANZA: Would like to hear the followup.

We have a website form to collect almost all the information for the application up front. The automation then takes it and puts the information on an application template and puts it in our CRM with the link for the application, our criteria link and the income calculator link for that applicant. Then the automation sends a task with step by step instructions to my trained VA who has been with me for just over a year. He then looks over the income and application, gets any questions or missing information together and calls them. Once the questions are answered and they still qualify he schedules a showing through a scheduler connected to my calendar. The scheduler will send confirmations and reminders via text and email as the showing approaches. No confirmation, no showing. The first time I see the application is when it is scheduled and ready to be shown to qualified people.

Has worked really well to get rid of all the tire kickers and unqualified candidates.

RYAN: Curious. Has your trained VA mentioned getting any sob stories when he calls applicants for missing info and with questions?

Oreo - yes on the home inspection.

Currently on the application the tenant sees this as our process:

1. Look at the property and decide if you can afford and want to make your home with us. Single family homes require more money to run and maintain than an apartment.

2. Gather all the documents listed above. Incomplete applications will be set aside until all documents are received. Yes we realize a lot of sensitive personal information is requested. We will protect it. We need to know that you have the financial means and inclination to maintain a home. Take your time - be thorough, honest, and complete.

3. Take all the above information and do one of the following:

A. Mail the documents via priority mail to the office address listed above.

B. Drop the documents off at the office. I

C. Scan everything, email, and pay the application fee with Paypal.

4. Upon receiving the application, supporting documents, and the credit check; the application will be reviewed to see if it meets our tenancy requirements. You will be notified by Email of the results in approximately 1 week or less.

If tentatively accepted:

5. We may, at our discretion, conduct an in-home inspection.

6. For those with animals, complete an animal application (on website).

An in-home meet and greet with your dog(s) will be conducted. See animal policy on the website.

7. You must have the entire move in funds available at lease signing (1st month’s rent and security deposit) otherwise we will accept the next qualified tenant.

8. You must obtain renter’s insurance before getting the keys to the unit.

I am looking to automate the application (and the pet application) so that it is online. The meat of the info will be the same except everything will be digital.

Maybe others can share what they have done to make the application available online.

I know Jason(VA) has totally automated his and Zero(IN) uses PDFiller to allow the applicant to fill in his form.

Woo hooooo, that's the sound of FREEEEEDOM!

I think back to how I used to do this... I'd take phone calls and listen to every Aunt Tilly discuss her poor nephew's woes and so on for about 20 minutes without a pause to get a word in edgewise .... I swear ol' Aunt Tilly could have been a Navy SEAL; she didn't draw breath one time during the whole ordeal!

Some people don't talk to communicate. They talk to hear the sound of their voice. Now they can talk all they want: my voicemail cuts off after 3 minutes. Any time I see a recording for 3 minute, I know it's NOT one I want to return.

The voicemail greeting tells them exactly what to do to set up a showing. If they don't follow instructions, then I know they won't follow any other instructions including our lease. Automatic DQ for failing my "Cooperative" criterion.

I am in the process of the first leg of automating my rental process. After reading BONANZA'S clear and excellent add to his application, I feel I have a long way to go.

My ad includes all instructions on how to proceed to procure the rental and a link to our website. Our website has a description of each property with pictures.

This is what I plan to add to the website; it already has Prospect Questionnaire.(prequalifying form)

1. Lease

2. Rules & Regulations

3. Paperwork Required By LAW: i.e. disclosures

4. Application

My instructions will tell prospects to send their fully completed application to my email address (the one I set up only for applicants. I was able to test the Prospect Questionnaire looking for someone last October. I did get applications, which surprised me. Had I continued with the process I would have contacted qualified applicants and emailed them 1, 2 & 3 above. If they were still interested I would set up showing appointments.

And haven't spoken to prospects yet. Instant gratification and motivation to continue...

CRM = Customer Relationship Management

I will say the automated DQ results are fun to look at. Latest person to take the pre-screen test

Low credit score

Siberian husky - not neutered

American Bully - not neutered

Smokes - but only outside

Thank you, Hoosier

So not a pre-qual but my online app just came back with a winner.

She told me up front that she had an eviction. Said on app that she was just getting her life turned around and needed a second chance. No stated convictions.

Well her eviction was from Nov of last year. They must have just found her because she signed up for voluntary wage assignment end of last month. Nothing paid as of yet.

Works for McD, claims $15/hr and says $2400/mo income from that. Guess she is the rare fast food workers who gets 40+ hours a week consistently.

She owes about 3.5k in damages from the eviction. Remember we have not been under the moratorium and where she was staying isn't high rent even for my area. So damages it is.

Then the good stuff hits. I do a brief court look up, mostly for the eviction to get the info. She has two pending felonies. One is neglect of a dependent. Reading thru it states she was with someone who committed a felony and she assisted while having her kids with her. Kids are stated as 3 and 1+ on the application.

Next pending felony is intimidation with a deadly weapon. Adding to it is intimidation with a firearm where defendant draws and/or uses a deadly weapon and pointing a firearm at another.

I think I will give her Bonanza's info in case she wants to move again.

Changed my application from any felonies to any convictions. Maybe I need to somehow word it with any pending stuff as well?

I used to worry more about them, but honestly I can only help so many people.

I see it as a never ending cycle at times. I have tried to break it but to no avail.

Had a lady I worked with at the old W2 who needed a new place to stay with her kids. I set her up in one of mine. Gave all kinds of freebies. They trashed the place. Kids didn't care, mom was only half aware. I ended up selling the place, not just because of her, because I didn't like the location.

New owner booted her a couple months after.

She decided to teach her kids how to run thru the system. Had I known about her processes I would have never put her in a place of mine.

Now I run everyone thru the same as if I didn't know them. It has saved me a lot of heartache.

Great Post! thanks for sharing!

I do some level of automation and virtual showing over zoom since the pandemic.

After they pass the pre-qualification screening, I schedule lock box self tour. Since I am a mom I get busy with kid obligations also safety concerns, I rather not drive and meet prospects.

I haven't done any inhouse inspection, but I have asked for photos of their current home.. may be I should also do a zoom home tour?

I haven't automated applications online yet, that's a good idea.

I do have a list of rules, qualifications requirements, procedures, but lots of people don't read them and come back with the same questions or act surprised afterwards. So I do repeat some as we go.

I love the online app. I need to add some stuff to it. I am also considering highlighting or bolding a few lines that people don't follow.