Move-In → Capture Condition → Structure Record → Route Issues → File Baseline

Move-In Condition Verifier

Captures the move-in condition record with photos and notes and routes any immediate issues straight into tickets, so the day-one baseline is documented before the resident unpacks and move-out disputes have an answer.

The Problem

No day-one record. The dispute starts at move-out.

Move-in day has no baseline record. Disputes start at move-out.

What Changes

Condition captured before the boxes come in.

Captures the condition record on day one with photos and notes, and routes any immediate issues straight into the ticket system. The move-in state is documented before the resident unpacks.

Humans stay in control: Your team reviews and signs off the record. The agent captures and structures it and opens tickets for issues. It removes the missing baseline, not the sign-off.

HOW THE AGENT WORKS

TRIGGERLLMAPIDECISIONACTIONWAIT

TRIGGERMove-In StartsNew lease begins, unit handed over

ACTIONPrompt CaptureGuide photo and note capture room by room

LLMStructure RecordOrganise into a condition baseline

DECISIONIssues Found?

APIRoute IssuesOpen tickets for day-one problems

ACTIONFile BaselineStore the signed move-in record

The agent doesn't judge the unit. It captures the day-one record and routes real issues into tickets. Your team reviews and signs off.

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 Move-InsNew leases

The AgentWorkflow engine + LLM

Your RecordsDay-one baseline

WHAT YOUR TEAM PROVIDES ONCE

Capture checklist - the rooms and items to document
Record format - how the baseline is stored
Issue rule - what counts as a day-one problem to ticket
Sign-off flow - how resident and staff confirm the record
Storage - where the move-in record is kept for move-out

What happens day-to-day: A resident takes the keys. The agent guides a room-by-room photo capture, structures it into a baseline, and opens tickets for anything already broken. When move-out comes months later, the day-one record is there and the deposit conversation has evidence.

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

INQUIRY SOURCES

Move-in app

Resident photos

PMS lease event

WORKFLOW ENGINE (N8N)

Trigger

Prompt capture

LLM - Structure record

Branch - issues?

PMS API - Route issues

File baseline

Capture sign-off

CONNECTS TO

PMS (Yardi / AppFolio)Read: lease start. Write: condition record

Photo / document storeStore move-in photos and baseline

Intake / triage agentsOpen tickets for day-one issues

E-sign / portalCapture resident sign-off

WITHOUT PMS API

Agent structures uploaded photos into a record and emails issues to the team. The baseline still gets captured.

WITH PMS API

Agent files the baseline against the lease and opens tickets for issues directly. Best experience, and it feeds the Move-Out Evidence Pack later.

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-In Starts

Webhook on lease start / key handover, or a move-in app session.

Output: { unit_id, resident_id, lease_start }

ACTIONNode 2

Prompt Capture

Guide the resident or staff through room-by-room photo and note capture from the checklist.

Output: Photos and notes collected per room.

LLMNode 3

LLM - Structure Record & Find Issues

Organise captures into a baseline and flag any day-one problems.

Output: { baseline[], issues[] }

You structure a move-in condition record.

From the room captures, return:
- baseline: [{ room, condition_summary, photo_refs }]
- issues: [{ room, problem, severity }] for anything already broken or dirty beyond move-in standard

Respond ONLY with valid JSON.

CAPTURES: {captures_json}

OUTPUT

{
  "baseline": [
    { "room": "kitchen", "condition_summary": "Clean, appliances intact", "photo_refs": ["mi_KIT_01","mi_KIT_02"] },
    { "room": "bathroom", "condition_summary": "Clean; minor caulk gap noted", "photo_refs": ["mi_BA_01"] }
  ],
  "issues": [
    { "room": "bathroom", "problem": "Towel bar loose", "severity": "minor" }
  ]
}

DECISIONNode 4

Condition - Issues Found?

IF day-one issues → open tickets. ELSE → just file the baseline.

Output: Branch: ISSUES (ticket + file) or CLEAN (file)

APINode 5

HTTP Request - Route Issues

Open a ticket for each day-one issue (optionally via the intake agent), linked to the unit.

Output: Day-one issues ticketed.

ACTIONNode 6

File Baseline

Store the structured record with photos and capture resident sign-off for the move-out file.

Output: Signed move-in baseline filed.

MVP vs Advanced — Where To Start

MVP — START HERE

Uploaded photos
LLM record structuring
Issue flagging
Email issues to team
Baseline to a folder
Manual sign-off

ADVANCED — ADD LATER

Full Video Walkthrough Coming Soon

From move-in day to a filed baseline - step by step.

Everything on this page is free to learn.

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

Book a call to scope this

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Frequently asked questions

Move-In Condition Verifier is an AI agent that captures day-one condition record, and routes issues into tickets.

No day-one record. The dispute starts at move-out. The Move-In Condition Verifier addresses this — it captures day-one condition record, and routes issues into tickets.

No — your team stays in control. Your team reviews and signs off the record. The agent captures and structures it and opens tickets for issues. It removes the missing baseline, not the sign-off.

This is 4 of 5 agents in Leasing & Marketing. → · Explore all 10 departments →