Move-Out → Coordinate Steps → Manage Handoffs → Track Readiness → Confirm Rent-Ready
Turnover Coordinator
Runs the make-ready end to end across cleaning, repairs, and final readiness: keeps each handoff moving, flags the step that's about to stall, and holds the whole turn to its rent-ready date.
The Problem
Every handoff waits on someone remembering to push it.
Handoffs between cleaning, repairs, and readiness break down. Nobody owns the full timeline.
What Changes
Handoffs move on their own. You step in on the stalls.
Coordinates the make-ready process across all parties - cleaning crews, in-house techs, vendors - and keeps everyone on the same timeline.
Humans stay in control: Your coordinator owns the turn and makes the calls. The agent keeps the steps and handoffs moving and surfaces what's slipping. It removes the manual coordination, not the oversight.
HOW THE AGENT WORKS
TRIGGERLLMAPIDECISIONACTIONWAIT
TRIGGERMove-Out ConfirmedUnit vacated, turn begins
APIPull Turn PlanGet the task plan and rent-ready target
ACTIONKick Off CleaningTrigger the first step
WAITTrack Each Handoff
DECISIONHandoff Stalled?
ACTIONNudge Next OwnerPrompt the next step when the prior clears
LLMAssess ReadinessCheck remaining steps against the date
ACTIONConfirm Rent-ReadyMark ready or flag the slip
The agent doesn't run the make-ready. Your coordinator does. The agent keeps the steps moving and surfaces what's stuck.
HOW TO BUILD IT
Three levels of depth. Pick the one that matches where you are.
For the ops person who needs to understand what's involved and brief their team.
Your TurnsVacated units
The AgentWorkflow engine + LLM
Your BoardTurn steps, readiness
WHAT YOUR TEAM PROVIDES ONCE
- Turn steps - the standard make-ready sequence
- Handoff rules - what signals one step is done and the next can start
- Owners - who runs cleaning, repairs, QA
- Rent-ready criteria - what must be true to mark a unit ready
- Target dates - the rent-ready deadline per turn
What happens day-to-day: A unit goes vacant. The agent kicks off cleaning, watches each handoff, and prompts the next owner the moment the prior step clears. Your coordinator stops babysitting the sequence and only steps in when something actually stalls.
For the IT person or technical lead who needs to scope the integration.
INQUIRY SOURCES
PMS move-out
Turn board
Inspection feed
WORKFLOW ENGINE (N8N)
Trigger
PMS API - Pull plan
Kick off first step
Track handoffs
Branch - stalled?
Nudge next owner
LLM - Assess readiness
CONNECTS TO
PMS (Yardi / AppFolio)Read: turn plan, status. Write: readiness
Task boardTrack step status and handoffs
Notifications (Slack / SMS)Nudge owners, flag stalls
Other turn agentsHands off to scope, dispatch, QA agents
WITHOUT PMS API
Agent runs off a shared turn sheet and scheduled checks, nudging by email. The coordination logic still runs without live status.
WITH PMS API
Agent tracks every handoff live and confirms rent-ready against real status. Best experience.
For the person who wants to build this agent step by step. Each node below maps to an n8n workflow node.
TRIGGERNode 1
Trigger - Move-Out Confirmed
Webhook when a unit is marked vacated in the PMS.
Output: { unit_id, vacated_at, rent_ready_target }
APINode 2
HTTP Request - Pull Turn Plan
GET the task plan (from the Orchestrator or the board) and the rent-ready target.
Output: { tasks[], current_step, target_date }
WAITNode 3
Wait & Check - Track Handoffs
Poll step status. When a step completes, detect that the next can start; when a step idles past its window, mark the handoff stalled.
Output: Handoff state per step: moving / stalled.
DECISIONNode 4
Condition - Handoff Stalled?
IF the prior step is done but the next has not started within the window → nudge. IF stalled past escalation threshold → escalate.
Output: Branch: MOVING (continue) or STALLED (nudge / escalate)
LLMNode 5
LLM - Assess Readiness vs Date
Given remaining steps and their durations, judge whether the rent-ready date still holds and what is at risk.
Output: { on_track, projected_ready_date, risk_note }
You assess whether a unit turn will hit its rent-ready date.
Given the remaining tasks, their target durations, and the target date, return:
- on_track: true/false
- projected_ready_date: your estimate
- risk_note: one line naming the binding constraint if not on track
Respond ONLY with valid JSON.
REMAINING TASKS: {remaining_tasks}
TARGET DATE: {target_date}
TODAY: {today}OUTPUT
{
"on_track": false,
"projected_ready_date": "2026-06-27",
"risk_note": "Flooring crew not booked; 3-day lead pushes ready date 4 days past target."
}ACTIONNode 6
Confirm Rent-Ready or Flag Slip
When all rent-ready criteria are met, mark the unit ready. If the date will slip, flag the coordinator with the risk note.
Output: Unit marked rent-ready, or slip flagged with cause.
MVP vs Advanced — Where To Start
MVP — START HERE
- Single move-out trigger
- Plan from a shared sheet
- Manual handoff checks
- Fixed rent-ready criteria
- Nudges by email
- Coordinator review
ADVANCED — ADD LATER
Full Video Walkthrough Coming Soon
From move-out to rent-ready - step by step.
Register to be notifiedEverything on this page is free to learn.
When you're ready to build — do it yourself or bring us in.
OTHER AGENTS IN LEASING & MARKETING
Turnover Next Step Agent
Creates immediate actions after move-out to prevent early stalls
Inspection-to-Scope Builder
Converts inspection notes into sequenced work orders with trade assignments
Turn Critical Path Risk Detector
Flags the current blocker and forecasts rent-ready date risk
Workflow Orchestrator
Creates full task plan with owners, dependencies, and deadlines
Frequently asked questions
Turnover Coordinator is an AI agent that coordinates cleaning, repairs, and and readiness across all parties.
Every handoff waits on someone remembering to push it. The Turnover Coordinator addresses this — it coordinates cleaning, repairs, and and readiness across all parties.
No — your team stays in control. Your coordinator owns the turn and makes the calls. The agent keeps the steps and handoffs moving and surfaces what's slipping. It removes the manual coordination, not the oversight.
This is 3 of 5 agents in Turn Management & Make-Ready. → · Explore all 10 departments →