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Qualify → Answer → Schedule → Follow Up

Lead-to-Lease Concierge

Responds to prospect inquiries within minutes, answers their first questions, offers tour times from your real calendar, and follows up when they go quiet.

The Problem

The lead was real. The timing was right. Nobody responded fast enough.

Tuesday, 2:14pm. A prospect fills out the inquiry form on your website. They're looking for a 2-bedroom in Building C. Move-in by June 1st. Small dog. Budget around $1,800. Your leasing coordinator is across town showing a unit. She won't see the inquiry until 4:30. But she has three tours tomorrow morning, so the follow-up happens Wednesday at 10am. That's 20 hours after the inquiry. She calls. No answer. She emails. The prospect doesn't reply. By Thursday, they've already toured at the property down the street and submitted an application. Your unit was available. Your price was right. None of it mattered because the response took 20 hours and the prospect had moved on.

What Changes

Your coordinator’s Wednesday morning - with the agent running.

She opens her dashboard. Instead of 8 unread inquiry emails - all needing research, responses, and follow-up - she sees: 3 confirmed tours for today, 2 prospects who received responses yesterday and haven't replied yet, 1 inquiry flagged for her because no units matched, and 2 leads archived as cold after the full nudge sequence. She reviews the confirmed tours - 5 minutes. By 9am she's walking into the first tour with a prospect who already knows the rent, the pet policy, and the parking situation. The conversation starts at "let me show you the unit" instead of "let me look up what we have available."

Humans stay in control: Your coordinator handles every tour, every relationship decision, every lease signing. The agent handles the 20-hour response gap, the forgotten follow-ups, and the manual data matching. She handles the close.

HOW THE AGENT WORKS

TRIGGERLLMAPIDECISIONACTIONWAIT
TRIGGERInquiry ArrivesWebhook from website form, ILS feed, or email
LLMRead & ExtractLLM parses inquiry → name, preferences, questions
APICheck AvailabilityQuery PMS for matching vacant units
DECISIONUnits Match?
APIPull Tour SlotsGet open times from leasing calendar
LLMGenerate ResponseWrite personalized reply with unit + tour options
ACTIONSend to ProspectEmail and/or SMS with answers + tour times
WAITWait 48 Hours
DECISIONReplied?
LLMNudge #1Different angle - photo, feature, neighbourhood
WAITWait 72 Hours
DECISIONReplied?
LLMNudge #2Soft scarcity - 'this layout is popular'
WAITWait 72 Hours
DECISIONReplied?
ACTIONArchive LeadMark cold in PMS. Available for re-engagement.
Humans stay in control: The agent handles speed - responding in minutes instead of hours. It handles follow-up - nudging at Day 2 and Day 5. It handles matching - checking availability and preferences. But it never accepts an applicant, never negotiates pricing, and never makes promises outside the approved data. Your coordinator handles the tour and the close.

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 PMSUnit availability, pricing, policies
The AgentWorkflow engine + LLM
Your ChannelsEmail, SMS, calendar

WHAT YOUR TEAM PROVIDES ONCE

  • Approved property information - unit types, pricing, policies, amenities, FAQs
  • Qualification criteria - budget range, move-in timeline, basic screening questions
  • Response tone and style - how formal, what to include, what to never say
  • Follow-up timing - when to nudge, how many times, what angle each time
  • Tour slot rules - how far out to offer, time blocks, minimum notice
What happens day-to-day: Your team does nothing different. Inquiries arrive like they always do. The agent handles first response, follow-up, and scheduling. Your coordinator sees confirmed tours and qualified leads every morning.

For the IT person or technical lead who needs to scope the integration.

INQUIRY SOURCES

Website form
ILS API feed
Email inbox

WORKFLOW ENGINE (N8N)

Trigger
LLM - Parse inquiry
PMS API - Check units
Calendar API - Get slots
LLM - Generate response
Send message
Wait + Nudge sequence

CONNECTS TO

PMS (Yardi / AppFolio / RentManager)Read: units, pricing. Write: lead log
Calendar (Google / O365)Read: available slots. Write: tour booking
Email (SendGrid / SMTP)Send responses and nudges
SMS (Twilio)Optional - prospect messaging
WITHOUT PMS API

Agent works from a weekly-updated spreadsheet. Occasionally shows a just-leased unit. Lead logged in a separate sheet. Still dramatically faster than manual.

WITH PMS API

Agent checks live availability. Response is always accurate. Lead is logged automatically. 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 - Webhook / Email
Webhook URL registered with your website form, OR IMAP connected to leasing inbox filtered by ILS domains.
Output: { name, email, phone, message, source, timestamp }
LLMNode 2
LLM - Parse Inquiry
OpenAI GPT-4 or Anthropic Claude. Parses raw message into structured data.
Output: { prospect_name, unit_preference, budget, move_in_date, pet_info, specific_questions, urgency }
You are an assistant that reads property leasing inquiries and extracts structured information.

Read the following inquiry and extract:
- prospect_name: the person's name
- contact_email: their email address
- contact_phone: their phone number (if provided)
- unit_preference: what type of unit they want
- budget: their stated budget or rent range
- move_in_date: when they want to move in
- pet_info: any pet details (type, size, breed)
- parking_needed: whether they asked about parking
- specific_questions: any questions they asked, as a list
- urgency: high (within 30 days), medium (30-60), low (60+ or not mentioned)

If any field is not mentioned, set it to "not_specified".
Respond ONLY with valid JSON. No explanation.

--- INQUIRY ---
{incoming_message}
INPUT
"Hi, I'm looking for a 2-bedroom in Building C. I have a small dog (miniature poodle, 15 lbs). Looking to move in by June 1st. Budget around $1,800/month. Is parking included? Thanks, Sarah"
OUTPUT
{
  "prospect_name": "Sarah",
  "unit_preference": "2-bedroom",
  "budget": "$1,800/month",
  "move_in_date": "June 1st",
  "pet_info": "miniature poodle, 15 lbs",
  "parking_needed": "yes",
  "specific_questions": ["Is parking included?"],
  "urgency": "high"
}
APINode 3
HTTP Request - Check Availability
GET request to your PMS API. Query by unit type, availability date, pet-friendly filter. Fallback: read from Google Sheet if no API.
Output: Array of matching units: [{ unit_id, building, bedrooms, rent, sqft, features, pet_deposit, parking }]
DECISIONNode 4
Condition - Units Available?
IF matching_units.length > 0 → continue. ELSE → send alert to leasing coordinator for manual follow-up.
Output: Branch: YES (units found) or NO (route to human)
APINode 5
HTTP Request - Get Tour Slots
Google Calendar or Outlook API. Pull available 30-min slots for next 5 business days, 9am-5pm. Exclude already booked.
Output: Array of slots: [{ date, start_time, end_time }]
LLMNode 6
LLM - Generate Response
Generates the personalized response using prospect data, matching units, tour slots, and approved property info.
You are a friendly, professional leasing assistant for {property_name}.
Write a response to a prospective tenant inquiry.

RULES:
- Be warm and welcoming but professional.
- Only use information from APPROVED DATA below. Never invent details.
- Answer every specific question the prospect asked.
- Present the best matching unit(s) - maximum 2.
- Include rent, key features, and relevant policy (pet deposit, parking).
- Offer 3 tour time slots from AVAILABLE SLOTS.
- End with: "Pick a time that works and I'll confirm your tour."
- Keep under 200 words.
- Sign off as "The Leasing Team at {property_name}"

PROSPECT DATA:
{prospect_summary}

MATCHING UNITS:
{matching_units_formatted}

AVAILABLE TOUR SLOTS:
{available_slots_formatted}

PROPERTY POLICIES:
{approved_property_policies}
OUTPUT
Hi Sarah,

Thanks for reaching out! Great news - we have a 2-bedroom available in Building C that fits what you're looking for.

Unit C-204: 2-bed / 1-bath, 920 sqft, $1,795/month. South-facing with updated kitchen.

Regarding your poodle - pets are welcome. One-time $300 pet deposit and $25/month pet rent. We have a dog wash station on the ground floor.

Parking: one assigned spot is included. No extra charge.

I'd love to show you the unit:
- Thursday, May 22 at 10:00am
- Friday, May 23 at 2:00pm
- Monday, May 26 at 11:00am

Pick a time that works and I'll confirm your tour right away.

The Leasing Team at Riverstone Apartments
ACTIONNode 7
Send Message
Send via SendGrid (email) or Twilio (SMS). Log sent message to PMS lead record.
Output: Message delivered. Lead status updated to 'Response Sent'.
WAITNode 8
Wait → Check → Nudge Sequence
Wait 48h → check for reply → Nudge #1 (different angle) → Wait 72h → check → Nudge #2 (soft scarcity) → Wait 72h → check → Archive if no response.
Output: Either: prospect responds (route back to conversation) or lead archived as cold.
MVP vs Advanced — Where To Start
MVP — START HERE
  • Website form webhook only
  • Google Sheet for unit availability
  • Google Calendar for tour slots
  • Email only (no SMS)
  • Google Sheet for lead logging
  • 2 nudges, fixed timing
ADVANCED — ADD LATER

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    From workflow setup to first live response - step by step.

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    OTHER AGENTS IN LEASING & MARKETING

    Listing and FAQ Content Agent

    Keeps listings accurate and answers consistent across every channel

    Move-In Condition Verifier

    Captures day-one condition record, routes issues into tickets

    Leasing Season Intake and Tour Agent

    Handles peak-season volume with consistent scripts and fast routing

    Show-Ready Gatekeeper

    Blocks tours on units that aren't actually ready

    Frequently asked questions

    Lead-to-Lease Concierge is an AI agent that qualifies leads, schedules tours, and nudges applicants who stall.
    The lead was real. The timing was right. The Lead-to-Lease Concierge addresses this — it qualifies leads, schedules tours, and nudges applicants who stall.
    No — your team stays in control. Your coordinator handles every tour, every relationship decision, every lease signing. The agent handles the 20-hour response gap, the forgotten follow-ups, and the manual data matching. She handles the close.

    This is 1 of 5 agents in Leasing & Marketing. → · Explore all 10 departments →