Coordinate unit turnover tasks and vendors
When a move-out is confirmed, the system creates the turnover checklist, books cleaners, painters and repair vendors in the right order, and keeps the move-in date in view. Delays are flagged to the manager early. For property teams juggling several turns at once.
Function: Operations · Industry: Property management
Coordinate unit turnover tasks and vendors
6 steps
At a glance
- Trigger
- A notice to vacate or a move-out date is recorded.
- Typical inputs
- Move-out and next move-in dates
- Unit condition notes and inspection photos
- Turnover checklist and standard task durations
- Vendor availability and rate sheets
- Systems it usually connects to
- AppFolio
- Yardi
- Google Calendar
- Slack
- How the work splits
4 rules, 1 model, 1 person steps
How it runs, step by step
6 steps, each tagged by what does the work. Rules are fixed logic, a model reads or drafts, and a person decides.
- Rules Fixed logic in code
- Model AI reads or drafts, with a confidence score
- Person A named person decides
- 1
Build the schedule
RulesA checklist is created from your standard turn, with tasks sequenced backward from the next move-in date.
- 2
Read the move-out inspection
ModelA model reads inspection notes and photos and proposes extra tasks, such as carpet replacement or a wall repair.
- 3
Approve the scope
PersonThe property manager confirms the added scope and any cost above the turn budget.
- 4
Book the vendors
RulesRequests go to vendors in sequence, and confirmed times are written to the calendar and the work order.
- 5
Track and nudge
RulesEach task is monitored, vendors get reminders and a missed task re-sequences the rest of the plan.
- 6
Raise the delay flag
RulesIf the plan can no longer meet the move-in date, the manager and the leasing agent are alerted with the options.
Where people approve
The decisions that stay with your team, whatever the confidence score says.
- The manager approves scope additions and cost overruns.
- A person inspects the unit before it is marked ready.
- Security deposit deductions are decided by staff.
KPIs to track
What to measure, before and after. Targets come from your own baseline.
- 01Days vacant between tenants
- 02Share of turns finished by the planned ready date
- 03Turn cost against the unit budget
- 04Vendor no-shows per month
Questions about this workflow
Can it set deposit deductions?
It can list the items and attach photos, but the deduction itself is a decision for your team under your local rules and lease. We leave that as a Person step.
How does it choose a vendor?
By the rota and rules you provide: trade, area, price list and past reliability. It does not negotiate rates. A manager can pin a preferred vendor for any property.
Which steps use rules, a model and a person?
Rules: build the schedule; book the vendors; track and nudge; raise the delay flag. Model: read the move-out inspection. Person: approve the scope. Rules are fixed logic in code. A model reads or drafts and reports its confidence. A named person decides.
What do we need to start?
Typically: move-out and next move-in dates; unit condition notes and inspection photos; turnover checklist and standard task durations; vendor availability and rate sheets. You also need read access to AppFolio, Yardi, Google Calendar and Slack, or the equivalents you use. A workflow audit measures your volumes and past cases first, then gives a fixed price for the build, so you can decide with real numbers.