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Inquiry → Respond Fast → Qualify → Book Tour → Confirm

Leasing Season Intake and Tour Agent

Handles high inbound volume during peak leasing: responds fast with consistent scripts, qualifies the lead, and books a tour, so response time holds even when volume doubles.

The Problem

Peak season doubles the inbound. Leads go cold in the pile.

Peak-season volume overwhelms the team. Responses become inconsistent. Leads go cold.

What Changes

Every lead answered fast, qualified, and booked.

Handles high-volume intake with consistent scripts, routes leads to the right person, and books tours fast - so response time stays tight even when volume doubles.

Humans stay in control: Your leasing team runs the tours and closes. The agent handles first response and booking at volume. It removes the cold-lead drop, not the leasing.

HOW THE AGENT WORKS

TRIGGERLLMAPIDECISIONACTIONWAIT
TRIGGERInquiry ArrivesLead from ILS, site, or call
ACTIONRespond FastImmediate consistent first reply
LLMQualify LeadBudget, move date, unit fit
DECISIONQualified?
APICheck AvailabilityFind matching units and tour slots
ACTIONBook TourSchedule and confirm the tour
ACTIONRoute To LeasingHand qualified lead to an agent
The agent doesn't replace your leasing team. It handles the first response and booking at volume so your team spends time on tours, not triage.

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 LeadsILS, site, calls
The AgentWorkflow engine + LLM
Your LeasingBooked, qualified tours

WHAT YOUR TEAM PROVIDES ONCE

  • Qualifying criteria - budget, move date, occupancy, pets
  • Response scripts - the approved first-reply wording
  • Availability access - units and tour calendar
  • Tour rules - slot lengths, agent assignment
  • Handoff point - when a lead passes to a human agent
What happens day-to-day: Peak season floods the inbox. The agent replies to every lead in seconds with a consistent script, qualifies them, and books a tour against live availability. Your leasing team walks into a calendar of qualified tours instead of a backlog of cold leads.

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

INQUIRY SOURCES

ILS feeds
Website form
Inbound calls/SMS

WORKFLOW ENGINE (N8N)

Trigger
Respond fast
LLM - Qualify
Branch - qualified?
PMS API - Availability
Book tour
Route to leasing

CONNECTS TO

PMS / CRM (Yardi / AppFolio / Knock)Read: availability. Write: lead, tour
ILS / websiteRead: incoming leads
Calendar / tour schedulerBook and confirm tours
SMS / emailFast first response, confirmations
WITHOUT PMS API

Agent qualifies and replies from scripts, proposing slots from a shared calendar for manual booking. The fast-response logic still runs.

WITH PMS API

Agent books against live availability and writes leads and tours to the CRM. 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 - Inquiry Arrives
ILS webhook + website form + inbound SMS/call, normalised.
Output: { name, contact, channel, message, property }
ACTIONNode 2
Respond Fast
Send the approved first-reply script immediately to beat the cold-lead window.
Output: Lead acknowledged within seconds.
LLMNode 3
LLM - Qualify Lead
Extract qualifying details and judge fit against criteria.
Output: { budget, move_date, occupants, pets, qualified, gaps[] }
You qualify a leasing lead.

From the inquiry and any reply, extract budget, move_date, occupants, pets, and judge fit against QUALIFYING CRITERIA. Return those fields plus:
- qualified: true/false/needs_info
- gaps: missing qualifying info

Respond ONLY with valid JSON.

QUALIFYING CRITERIA: {qualifying_criteria}
INQUIRY: {message}
INPUT
"Hi, looking for a 2-bed under $2,200, moving in August, two adults and a cat."
OUTPUT
{
  "budget": 2200,
  "move_date": "2026-08",
  "occupants": 2,
  "pets": "1 cat",
  "qualified": true,
  "gaps": []
}
DECISIONNode 4
Condition - Qualified?
IF qualified → check availability and book. IF needs_info → ask the gap. IF not → send a polite alternative.
Output: Branch: QUALIFIED / NEEDS INFO / NOT
APINode 5
HTTP Request - Check Availability
Find matching available units and open tour slots.
Output: { matching_units[], tour_slots[] }
ACTIONNode 6
Book Tour & Route
Book the tour, confirm to the lead, and route the qualified lead to a leasing agent.
Output: Tour booked and confirmed; agent notified.
MVP vs Advanced — Where To Start
MVP — START HERE
  • Single source (website)
  • Script first reply
  • Qualify vs criteria
  • Slots from a shared calendar
  • Manual booking
  • Email handoff
ADVANCED — ADD LATER

    Full Video Walkthrough Coming Soon

    From a peak-season inquiry to a booked tour - step by step.

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    Everything on this page is free to learn.

    When you're ready to build — do it yourself or bring us in.

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    OTHER AGENTS IN LEASING & MARKETING

    Lead-to-Lease Concierge

    Qualifies leads, schedules tours, nudges applicants who stall

    Show-Ready Gatekeeper

    Blocks tours on units that aren't actually ready

    Move-In Condition Verifier

    Captures day-one condition record, routes issues into tickets

    Listing and FAQ Content Agent

    Keeps listings accurate and answers consistent across every channel

    Frequently asked questions

    Leasing Season Intake and Tour Agent is an AI agent that handles peak-season volume with consistent scripts and fast routing.
    Peak season doubles the inbound. Leads go cold in the pile. The Leasing Season Intake and Tour Agent addresses this — it handles peak-season volume with consistent scripts and fast routing.
    No — your team stays in control. Your leasing team runs the tours and closes. The agent handles first response and booking at volume. It removes the cold-lead drop, not the leasing.

    This is 2 of 5 agents in Leasing & Marketing. → · Explore all 10 departments →