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Move-Out → Trigger First Actions → Assign → Confirm Started → Hand Off

Turnover Next Step Agent

Creates the immediate next actions the moment a unit goes vacant, inspection, scope, scheduling, so a turn never stalls in the first 48 hours waiting for someone to start it.

The Problem

Move-out logged. Then nothing, for three days.

Turns stall right after move-out because the first step doesn't happen fast enough.

What Changes

The next action fires the moment the unit empties.

Creates immediate next actions after move-out - schedule inspection, check utilities, change locks - to prevent the first 48-hour stall.

Humans stay in control: Your coordinator owns the turn. The agent fires the first actions so nothing idles at the start. It removes the early stall, not the oversight.

HOW THE AGENT WORKS

TRIGGERLLMAPIDECISIONACTIONWAIT
TRIGGERMove-Out LoggedUnit marked vacated
LLMDetermine First StepsWhat has to happen in the first 48h
APIAssign OwnersRoute inspection and scope tasks
ACTIONCreate TasksOpen the first actions on the board
WAITConfirm Started
DECISIONAnything Idle?
ACTIONNudge OwnerPrompt the step that has not started
ACTIONHand To CoordinatorPass the live turn to coordination
The agent doesn't run the whole turn. Your coordinator does. The agent just makes sure the first moves happen instead of the unit sitting idle.

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-OutsVacated units
The AgentWorkflow engine + LLM
Your BoardFirst actions live

WHAT YOUR TEAM PROVIDES ONCE

  • First-step template - what must start in the first 48 hours
  • Ownership map - who runs inspection, scope, scheduling
  • Idle rule - how long a step can sit unstarted
  • Handoff point - when the turn passes to the coordinator
  • Escalation path - who hears if the first steps never begin
What happens day-to-day: A unit goes vacant. Instead of sitting until someone notices, the agent opens the inspection and scope tasks, assigns them, and confirms they started. The turn is already moving by the time your coordinator picks it up.

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

INQUIRY SOURCES

PMS move-out
Turn board
Inspection app

WORKFLOW ENGINE (N8N)

Trigger
LLM - First steps
PMS API - Assign
Board API - Create tasks
Wait - confirm started
Branch - idle?
Nudge / hand off

CONNECTS TO

PMS (Yardi / AppFolio)Read: move-out events, staff. Write: tasks
Task boardCreate first-action tasks
Notifications (Slack / SMS)Nudge idle owners
Workflow OrchestratorHand the live turn to the orchestrator
WITHOUT PMS API

Agent reads a move-out sheet and posts first actions for manual pickup. The anti-stall logic still runs.

WITH PMS API

Agent fires the first actions on a live move-out event and confirms they started. 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 Logged
Webhook when a unit is marked vacated.
Output: { unit_id, vacated_at }
LLMNode 2
LLM - Determine First Steps
From the first-step template, list what must start in the first 48 hours and who owns each.
Output: [{ step, owner_role, due_hours }]
You list the immediate first actions for a unit turn.

Using the FIRST-STEP TEMPLATE and OWNERSHIP MAP, return the actions that must begin within 48 hours of move-out:
- step
- owner_role
- due_hours

Respond ONLY with a valid JSON array.

FIRST-STEP TEMPLATE: {first_step_template}
OWNERSHIP MAP: {ownership_map}
UNIT: {unit_id}
OUTPUT
[
  { "step": "Schedule final inspection", "owner_role": "inspector", "due_hours": 24 },
  { "step": "Open scope task", "owner_role": "turn_coordinator", "due_hours": 48 }
]
APINode 3
HTTP Request - Assign & Create Tasks
Create each first action on the board with owner and due time.
Output: First-action tasks opened and assigned.
WAITNode 4
Wait & Check - Confirm Started
Poll task status. Mark any task not started by its due time as idle.
Output: Idle first-actions identified.
DECISIONNode 5
Condition - Anything Idle?
IF a first action is past due and unstarted → nudge the owner. ELSE → hand the turn to the coordinator.
Output: Branch: IDLE (nudge) or MOVING (hand off)
ACTIONNode 6
Nudge or Hand Off
Nudge an idle owner, or pass the live, moving turn to the Workflow Orchestrator / coordinator.
Output: Turn moving within 48h, handed off cleanly.
MVP vs Advanced — Where To Start
MVP — START HERE
  • Move-out sheet trigger
  • Fixed first-step list
  • Owners from a map
  • Tasks to a sheet
  • Manual start check
  • Nudge by email
ADVANCED — ADD LATER

    Full Video Walkthrough Coming Soon

    From move-out to first actions moving - step by step.

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    OTHER AGENTS IN LEASING & MARKETING

    Workflow Orchestrator

    Creates full task plan with owners, dependencies, and deadlines

    Turn Critical Path Risk Detector

    Flags the current blocker and forecasts rent-ready date risk

    Turnover Coordinator

    Coordinates cleaning, repairs, and readiness across all parties

    Inspection-to-Scope Builder

    Converts inspection notes into sequenced work orders with trade assignments

    Frequently asked questions

    Turnover Next Step Agent is an AI agent that creates immediate actions after move-out to prevent early stalls.
    Move-out logged. Then nothing, for three days. The Turnover Next Step Agent addresses this — it creates immediate actions after move-out to prevent early stalls.
    No — your team stays in control. Your coordinator owns the turn. The agent fires the first actions so nothing idles at the start. It removes the early stall, not the oversight.

    This is 4 of 5 agents in Turn Management & Make-Ready. → · Explore all 10 departments →