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Event → Build Plan → Assign Owners → Track Dependencies → Escalate Delays

Workflow Orchestrator

Turns a triggering event like a move-out into a full task plan: assigns each step an owner, tracks the dependencies between them, and escalates the moment a step runs late, so a turn runs off a live plan instead of a spreadsheet and a manager's memory.

The Problem

A spreadsheet and a manager's memory run the turn.

Turns are managed in spreadsheets. Steps get missed. Managers chase every task manually.

What Changes

A live plan runs it. Only the slips surface.

Converts the turn event into a full task plan - cleaning, repairs, QA, listing - with owners, dependencies, and deadlines. Escalates delays before they cascade.

Humans stay in control: Your manager owns the plan and makes the calls on delays. The agent builds the task plan, tracks it, and surfaces what's slipping. It removes the manual chasing, not the management.

HOW THE AGENT WORKS

TRIGGERLLMAPIDECISIONACTIONWAIT
TRIGGEREvent FiresMove-out, renewal, or other trigger logged
LLMBuild Task PlanGenerate the task list for this event type
APIAssign OwnersMap each task to an owner or team
LLMSet DependenciesOrder tasks, mark what blocks what
ACTIONCreate PlanWrite the tracked plan to the board
WAITMonitor Progress
DECISIONStep Late?
ACTIONEscalate DelayFlag the blocker and its owner
ACTIONUpdate PlanRe-sequence downstream tasks
The agent doesn't manage the turn. Your manager does. The agent builds the plan, tracks it, and flags what's late.

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 TriggersMove-outs, renewals, events
The AgentWorkflow engine + LLM
Your BoardLive task plan, owners

WHAT YOUR TEAM PROVIDES ONCE

  • Task templates - the standard steps for each event type
  • Ownership map - who owns which task or team
  • Dependency rules - which steps block which
  • Timing targets - how long each step should take
  • Escalation rules - when a late step gets surfaced and to whom
What happens day-to-day: An event fires and the agent builds the whole task plan, assigns owners, and starts the clock. Instead of a manager rebuilding the same spreadsheet and chasing each person, the plan tracks itself and only the slipping steps surface.

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

INQUIRY SOURCES

PMS event
Turn board
Manual trigger

WORKFLOW ENGINE (N8N)

Trigger
LLM - Build plan
PMS API - Assign owners
LLM - Set dependencies
Board API - Create plan
Monitor - progress
Escalate delays

CONNECTS TO

PMS (Yardi / AppFolio)Read: events, staff. Write: task plan
Task board (Asana / monday / native)Create and track tasks
Notifications (Slack / email)Escalate late steps to owners
Other agentsTrigger downstream agents per task
WITHOUT PMS API

Agent generates the plan to a shared sheet and sends scheduled status checks. Less real-time, but the plan-building and escalation logic still run.

WITH PMS API

Agent builds and tracks the plan live on your board and escalates delays in real time. Best experience and a natural hub over the other turn agents.

For the person who wants to build this agent step by step. Each node below maps to an n8n workflow node.

TRIGGERNode 1
Trigger - Event Fires
Webhook on move-out/renewal in the PMS, or a manual trigger row.
Output: { event_type, unit_id, event_date, context }
LLMNode 2
LLM - Build Task Plan & Dependencies
Generate the ordered task list for this event type with owners and dependencies.
Output: [{ task, owner_role, depends_on, target_days }]
You build a make-ready / turn task plan from an event.

Given the event type, the TASK TEMPLATE, and the OWNERSHIP MAP, return an ordered task list:
- task: the step
- owner_role: from the ownership map
- depends_on: the task that must finish first, or null
- target_days: days allowed for this step

Order by dependency. Respond ONLY with a valid JSON array.

EVENT: {event_json}
TASK TEMPLATE: {task_template}
OWNERSHIP MAP: {ownership_map}
INPUT
{ "event_type": "move_out", "unit_id": "B-214", "event_date": "2026-06-20" }
OUTPUT
[
  { "task": "Final inspection", "owner_role": "inspector", "depends_on": null, "target_days": 1 },
  { "task": "Build scope from inspection", "owner_role": "turn_coordinator", "depends_on": "Final inspection", "target_days": 1 },
  { "task": "Dispatch trades", "owner_role": "turn_coordinator", "depends_on": "Build scope from inspection", "target_days": 1 },
  { "task": "Make-ready work", "owner_role": "vendor_crew", "depends_on": "Dispatch trades", "target_days": 4 },
  { "task": "QA / rent-ready check", "owner_role": "supervisor", "depends_on": "Make-ready work", "target_days": 1 }
]
APINode 3
HTTP Request - Create Plan on Board
Create each task on your board with owner, dependency, and due date derived from target_days.
Output: Live task plan created, clock started.
WAITNode 4
Wait & Check - Monitor Progress
Poll task status on a schedule. For each task past its due date with incomplete predecessors cleared, mark it late.
Output: Late tasks identified each cycle.
DECISIONNode 5
Condition - Step Late?
IF a task is past target and unblocked → escalate. IF a task slips and has dependents → also re-sequence downstream.
Output: Branch: ON TRACK (continue) or LATE (escalate + re-sequence)
ACTIONNode 6
Escalate & Re-sequence
Notify the owner and manager of the late step with its impact on the rent-ready date, and shift downstream due dates.
Output: Owner alerted, downstream plan updated, rent-ready date recalculated.
MVP vs Advanced — Where To Start
MVP — START HERE
  • Single event type (move-out)
  • Fixed task template
  • Owners from a static map
  • Plan on a shared sheet
  • Manual progress checks
  • Delay flags by email
ADVANCED — ADD LATER

    Full Video Walkthrough Coming Soon

    From a move-out event to a tracked plan - 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

    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

    Turnover Coordinator

    Coordinates cleaning, repairs, and readiness across all parties

    Frequently asked questions

    Workflow Orchestrator is an AI agent that creates full task plan with owners, dependencies, and and deadlines.
    A spreadsheet and a manager's memory run the turn. The Workflow Orchestrator addresses this — it creates full task plan with owners, dependencies, and and deadlines.
    No — your team stays in control. Your manager owns the plan and makes the calls on delays. The agent builds the task plan, tracks it, and surfaces what's slipping. It removes the manual chasing, not the management.

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