Lettings pipeline
The Lettings pipeline for tenant enquiries: pre-screening, viewings, referencing and agreement, and the assistant's role.
3 min read
A listing to let gets far more calls than one for sale: "Is it still available, what are the fees, are pets allowed?" Agents don't have time for every one, and viewings with applicants who don't meet the landlord's terms are wasted. The Lettings pipeline lets you follow a tenant who has passed the assistant's pre-screening from viewing through to agreement.
Stages
| # | Stage | What it means | Who moves it |
|---|---|---|---|
| 1 | New enquiry | A prospective tenant called or wrote. | Assistant (automatic) |
| 2 | Qualified | Budget, area, rooms and move-in date known; meets the landlord's criteria. | Assistant or agent |
| 3 | Viewing | A viewing is booked or has taken place. | Assistant or agent |
| 4 | Referencing | ID, proof of income, guarantor and other documents being collected. | Agent |
| 5 | Agreement | Tenancy agreement, deposit and move-in date being agreed. | Agent |
| 6 | Let | Agreement signed, keys handed over; status Won. | Agent |
Note
New instructions from landlords aren't tracked in this pipeline. The assistant tags those callers landlord, books an office meeting and leaves a task for an agent. If you'd like landlords tracked in a separate pipeline, ask your consultant during onboarding or later.
The assistant's pre-screening
- Criteria are set up during onboarding. For each listing to let, the landlord's terms are loaded into the assistant: maximum number of occupants, pets, move-in date, rent and service charge, deposit.
- The assistant gives the listing details, then asks a few short questions: how many people, any pets, what they do for work, when they want to move.
- Applicants who meet the criteria are offered a viewing slot, which is written to the calendar. Those who don't are told politely and offered other lettings from your listings.
Zeynep Arslan: Is the 2+1 in Beylikdüzü still available? How many people can live there?
Elif: Yes, it's available. The landlord prefers up to three people. How many of you would move in, and do you have any pets?
Zeynep Arslan: Two of us, my husband and me, no pets. We'd like to move in on 1 November.
Elif: That looks like a good fit. Shall we book a viewing on Thursday at 19:00?
What was written to the CRM: enquiry type Tenant, area Beylikdüzü, 2+1, budget ≤ 35,000 ₺/month, move-in 1 November, tag tenant, opportunity Lettings → Viewing, task for Emre Yılmaz.
Heads up
Income and job details are only what the caller says; the assistant doesn't check documents. Referencing and guarantor checks stay with the agent. Keep pre-screening questions non-discriminatory and limited to the landlord's legitimate terms.
Grouping viewings
If one listing gets a lot of interest, you can group viewings into a single evening. The assistant only offers suitable applicants the viewing slots that are open in the calendar. Confirmations and reminders go out on WhatsApp, and when an applicant cancels the slot frees up again. See Viewings and valuations.
When the property is let
- Move the card to Let and set the status to Won.
- Mark other open cards for the same listing Lost and offer suitable applicants another property.
- Tell your consultant straight away that the listing is let, so the assistant stops offering it. See Preparing your listings.
Tip
Lettings move fast. If you're slow to remove let properties, the assistant may describe a flat that's no longer available. Update your lettings list more often than your sales list.
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