Internal Portal — Gilchrist & Company 📍 Dallas, TX · Austin, TX · Central Texas
Live · AI-Powered Pipeline

Leasing Agent
Megan

AI-powered SMS leasing pipeline. Pre-qualifies tenants, schedules showings, verifies IDs, and manages follow-ups across every inbound channel.

📋 View Active Leads ⚡ Open Simulator ← Dashboard
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Active Leads
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Awaiting John
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Stalled
Inbound Channels
Where Leads Come From
Coming Soon
📞
Phone
Inbound calls via Vapi.ai voice agent
● Live
💬
Text / SMS
Live pipeline — open simulator to test
Coming Soon
🟦
Zillow
Listing inquiry leads
Coming Soon
🏡
Homes.com
Homes.com listing leads
Coming Soon
📘
Facebook
Marketplace & page leads
Management Tools
AppFolio & Settings Sheets
● Live
🏘️
Listings
All active listings — tenants apply here
● Live
🔑
AppFolio Login
Property management portal
● Live
⚙️
Agent Settings
Agent name, income thresholds, SMS scripts
● Live
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Property Overrides
Per-property pet policy & overrides
● Live
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Change Log
Auto-logs every setting change made
GM Dashboard
Live Pipeline Metrics
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Active Leads
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Last 30 Days
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New Today
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Converted
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Awaiting John
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Borderline
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Stalled
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Avg Score
Chain of Command
Org Chart
John Gilchrist
Property Owner
General Manager (AI)
Only point of contact with John
Leasing Agent (AI) — Megan
  • Pre-qualifies tenants via SMS (0–100 score)
  • Manages full pipeline: inquiry → move-in
  • Coordinates showings, ID, lease & payment
  • Escalates decisions to GM → John
📣
Marketing Agent
Coming soon
🗂️
Admin Agent
Coming soon
Agent Design
Pipeline Stages — Roles & Responsibilities
What Megan handles at each stage, and when John needs to act.
StageLeasing Agent (Megan)GM → John
Pre-Qual Greets the prospect, asks qualifying questions (income, move-in date, pets, smoker, occupants), scores the lead 0–100, and makes an approve/decline decision on low-risk leads. No action required unless lead is borderline.
Awaiting John
Borderline Prequal		 Sends John a structured approval request via SMS. Nudges at 12 hours if no reply. Flags as stalled after 14 hours. Reply APPROVE or DECLINE to John's number.
Scheduling Showing Sends the prospect a Calendly link. Confirms date/time. Sends a reminder 2 hours before the showing. No action required. Have Calendly availability set.
Awaiting ID Requests a government-issued ID photo via SMS. Follows up once if no response after 24 hours. No action required.
Post-Showing Checks in with the prospect after the showing. If interested, sends the AppFolio application link. If not, gracefully closes the lead. No action required.
Application Review Notifies John that an application was submitted. Nudges at 12 hours if no reply. Keeps prospect updated. Review in AppFolio. Reply APPROVE or DECLINE.
More Info Needed Relays John's document request (pay stubs, references, etc.) to the prospect via SMS. Follows up if no response in 48 hours. Initiate via portal or text Megan what's needed.
Lease Signing Sends the AppFolio lease link. Follows up after 24 hours if unsigned. Forwards tenant questions to John. Reply SIGNED [property] once signed in AppFolio.
Awaiting Payment Sends payment instructions (first month + security deposit) via AppFolio. Nudges at 24h and 48h if unpaid. Reply PAID [property] once confirmed in AppFolio.
Moved In Sends a welcome message to the new tenant. Closes the lead. Logs outcome to Google Sheets. No action required. Lease is complete.
Automation
Daily Task Schedule
All times Central Time. Reports delivered as SMS — no action required unless flagged.
Time (CT)TaskWhat Gets Sent to JohnFrequency
8:00 AM Morning Digest
cron/digest.js		 Yesterday's lead activity, stalled approvals, and items needing attention. Daily
8:00 AM Quality Check
cron/quality-check.js		 Pipeline health: active leads, stage breakdown, borderline flags, avg score. Daily
2:00 AM GM Report
cron/gm-report.js		 Overnight metrics: new inquiries, pipeline summary, conversion count. Daily
4:00 PM Quality Check + GM Report
cron/quality-check.js + gm-report.js		 Afternoon pipeline check and end-of-business metrics summary. Daily
Every 30 min Approval Nudges
cron/nudges.js		 If John hasn't responded in 12 hours, sends a nudge. Flags as stalled after 14 hours. Continuous
Every 6 hrs Follow-up Messages
cron/followups.js		 Follow-up texts to leads silent for 24 hours. Marks cold after 72 hours. Continuous
2 hrs before Showing Reminders
cron/reminders.js		 SMS reminder to tenant with showing address and time. Event-triggered
Prompt Design
Daily Task Prompts
The exact instructions given to Claude each time a scheduled task runs. Curly braces are filled with live data at runtime.
Quality Check — 8:00 AM & 4:00 PM CT
You are performing a quality check on the Gilchrist & Company AI leasing pipeline. Write a brief SMS status report for John Gilchrist. Keep it under 300 characters. Pipeline snapshot at {time} CT: - Active leads: {count} - Awaiting John's decision: {awaitingJohn} - Borderline cases: {borderline} - Stalled (no action 14h+): {stalled} - Avg prequal score: {avgScore}/100 Rules: - If awaitingJohn > 0, lead with "ACTION NEEDED" - If stalled > 0, flag it - If healthy, confirm pipeline is operating normally - Start with "QC {time}:" and be very concise
GM Report — 2:00 AM & 4:00 PM CT
You are generating a daily GM pipeline report for John Gilchrist. Write a concise SMS report under 280 characters. Today's metrics: - Active pipeline leads: {activeLeads} - New inquiries today: {newToday} - Awaiting John's review: {awaitingJohn} - Borderline cases: {borderline} - Stalled leads: {stalled} - Converted (moved in): {converted} - Avg prequal score: {avgScore}/100 Start with "GM Report:" and be direct. If leads need attention, say so first.
Morning Digest — 8:00 AM CT
You are composing a brief morning digest SMS for John Gilchrist. Keep it under 300 characters — this is a text message. Lead with any items needing attention, then a quick summary. Yesterday's leads (CSV): {leads} Stalled leads (need John's attention): {stalled} Start with "Morning John!" and be concise.