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Move Out Process

This article will walk you through the move out process. Table of Contents (Deal Stages) and or steps

Move Out Deal Initiation

A move out deal with trigger in one of the following ways:

    1. A renewal deal is moved to the 'No Renewal/Move Out (closed)' stage 
    2. A New vacant Property is onboarded (workflow)
    3. A tenant is executing a Sale of Contract 
    4. A Settlement Agreement has been completed 
    5. A tenant has abandoned a property
    6. Management has delivered an End of Term 

New-Move Out

When a deal enters this stage a task is populated for the move outs assistant to format the deal. They will navigate to the Move Out checklist to do this. The below is an example of what the deal name should resemble.


Determine Move-Out Type

Navigate to the 'Move-Out Type' section of the checklist.

Move Out Type
If the a deal sits in the New Move-Out stage longer than 2 days a task is populated for the Move Out Coordinator to ensure the deal is moved to the appropriate stage. When a deal is in the New Move-Out stage longer than 7 days a task is populated for the Admin Director.

End of Lease

If the move-out type is 'End of Lease' send Notice To Vacate with below automation. When this is selected a T116 Notice To Vacate is sent to all financially responsible tenants to complete. Move the deal stage to 'On Hold- Waiting for 30 Day Notice.' 

On hold- Waiting for 30 Day Notice 

The tenants will receive an automated text via Sales Msg from the Move Out Coordinator if the deal sits in this stage for one day and every three days after until the deal is moved to another stage. This workflow triggers the automated text workflow.

A task is populated for the Move Out Coordinator if a deal is in this stage longer that 3 days to check if the NTV has been submitted. Once the notice is received move the stage to 'Working Pre-MO'

Delivered End of Term

The move-out type 'Delivered End of Term' is selected when management has delivered an End of Term Notice. (see below)

End of Term Notice

Eviction

The move-out type 'Eviction' is selected when management has delivered one of the following notices and the tenant did not comply: 3 Day Notice to Comply or Vacate, 3 Day Notice to Pay or Vacate, Notice to Vacate - Nuisance, End of Term Notice, etc. (see below)

Abandonment

The move-out type 'Abandonment' is selected when management has delivered one of the following notices due to the tenant abandoning the property without giving notice.

Abandoned Premises

Sell Of Contract

The move-out type 'Sell of Contract' is selected when a tenant has filled out a T119 Sell of Contract form. 

Sell of Contract Page 1

Sell of Contract Page 2

Settlement Agreement 

The move-out type 'Settlement Agreement' is selected when management and the tenant have completed a Settlement Agreement to allow the tenant to vacate the property. There are several types of settlement agreement forms. The form below is the most commonly used. 

New Property

When the move-out type 'New Property' is selected the deal moves to the 🚩'Market Property' 🚩stage. No notice is required. 

 

  • Once the move out document is received navigate to 'After move out document is received' step  and continue with the checklist.

After Move out document is received

Working Pre-MO

When the deal is moved to this stage a task is created for the Utility Coordinator to ensure that the utilities are set up properly to avoid the shut off. The tenants are emailed move out instructions and the owner notified of an upcoming vacancy.

Resident Move Out Instructions         

Vacant/Move-Out Date

When a Vacant/Move-Out Date is entered a task is populated for the Property Manager to pull keys for the move out inspection.

Move Out Flow in Appfolio

Navigate to 'Move out flow in Appfolio - dates and proration' step in the Move Out checklist to start the move out in Appfolio. Complete all checklist items in the below image in the same sitting to ensure accuracy and timeliness. 

Screenshot 2021-12-10 112119 (1)

  • Automation: When the Move-Out Inspection Date is known  two tasks are created for the Move Out Coordinator. 
    • Pull Codebox for Inspection: [Deal Name]
    • Move-Out inspection Confirmed: [Deal Name]

Second Nature

If the property is active in Second Nature, the Move Out Coordinator will Pause the unit to ensure that RAM is no longer being charged for filters to be delivered. This will be activated when the property is leased by the Leasing Coordinator. *Note that new property will not show in Second Nature. The Leasing Coordinator will enter the property at leasing. 

When the Market Property checkbox is selected:


  • the deal is moved to 'On Hold - Move Out Inspection' stage.
  • A leasing deal is populated for the Leasing Coordinator.
  • A ticket is populated for the Assistant Property Manager to complete a CMA (comparative market analysis) and market the property. 
    • If the CMA ticket is not completed within 3 days, a task is populated for the Senior Property Manager to ensure the CMA ticket is getting completed in a timely manner. A second task will populate for the Move Out Assistant if the CMA ticket hasn't been updated in 5 days and hasn't been completed. A ticket is populated for the Assistant Property Manager to complete a CMA (comparative market analysis) and market the property.
  • task is populated for the Move Out Coordinator when the CMA ticket is completed.

On Hold - Move Out Inspection

The move out deal is on hold when in this stage. At this point, this task has been populated for the Maintenance Assistant to confirm the inspection has been received. Once received, they will move the deal to the 'Splitting Inspection' stage. 

    • Confirm Inspection is Received: [Deal Name]

Splitting Inspection

When the deal is moved to this stage a ticket is populated for the Maintenance Assistant to Split the Inspection. A task will populate for the Move Out Coordinator if the ticket hasn't been completed within two days. A second task will populate for the Admin Director if the ticket hasn't been completed within three days. Once the inspection has been split, the Maintenance Assistant will move the ticket status to 'on hold'. A task is triggered for the Maintenance Coordinator to QC the inspection split. Once the ticket is complete, the deal stage will move to 'Request/Waiting for Estimates' Stage. (Need Lexi to build this workflow)

Request/Waiting for Estimates

The Maintenance Coordinator will receive a task that the move out deal has been moved to this stage. Navigate to 'Request Estimates' in the checklist and complete all checkbox items, stopping just before 'After receiving the estimates from vendors' checkbox.

If the deal stage has been in 'Request/Waiting for Estimates' for longer than 3 days, a task will populate for the Move Out coordinator to follow up with vendors to get the estimates. After 5 days, a task will populate for the Admin director. 

After Receiving the Estimates From Vendors

After receiving the estimates from the vendor(s), the following checklist items should be completed in one sitting:

  • 'After receiving the estimates from vendors'
  • 'Check For Sufficient Funds - Turn over'
  • 'Owner Approval/Contribution - Turn Over'

After completion, the Move Out Coordinator will move the deal stage to 'Owner Review of Estimate.'

Owner Review of Estimate

When the deal is moved to this stage a workflow triggers a text to the Owner via Sale Msg to prompt them to review the breakdown of the Tenant and Owner repairs that was emailed from the previous steps. The Owner will received the same text everyday the deal is in this stage up to 2 days. After 3 days, a task is populated for the Move Out Coordinator to reach out to the Owner to get approval and/or a contribution. 

Screenshot 2021-12-14 163701 (1)

Schedule Work Orders

When the deal is moved to this stage the Move Out Coordinator will complete the checklist items under 'Schedule Owner and Tenant Responsibility Work Orders'. 

A task will populate for the Move Out Coordinator after the vendor(s) have been emailed the tenant responsibility, owner responsibility, and all other repair turn over work orders to confirm the requested scheduled dates. 

Owner Wants to Complete Turn Over Repairs or Have a Preferred Vendor Complete Turn Over

The Move Out Coordinator will complete the below checklist items  if the Owner would like to complete the turn over repairs themselves or have a preferred vendor do them. If the owner is having Reeder coordinate the repairs, the Move Out Coordinator will skips these steps and move to the 'Move Out Flow in Appfolio - Cleaning and Carpet Cleaning.'

Move Out Flow in Appfolio - Cleaning and Carpet Cleaning

After the repair work orders  have been scheduled and confirmed, the Move Out Coordinator, will create applicable cleaning and carpet cleaning work orders. A task will populate for the Move Out Coordinator after the vendor(s) have been emailed the cleaning and carpet cleaning work words to confirm the requested scheduled dates. 

After confirmation has been received, the Move Out Coordinator with navigate to the 'Determine Professional Marketing' checklist items. 

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