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Offboarding Process

This article will walk you through the offboarding process.

This manual details the configurations that are currently part of your offboarding pipeline.

  1. Notice Given
  2. Working
  3. Review
  4. Accounting
  5. Final Close Out

Deal Automation/Process

Deals can be created by selecting "Create Offboarding deal" on either a Contact record (for Portfolio) or a Company record (for the property) or can be manually entered in the pipeline

Notice Given

Automations: [Offboarding] 01- Notice Given

  • Deal owner will be set to Sierra Reeder
  • A task is created and assigned to the deal owner: Set field [Offboarding] Type of Notice 
  • A delay will start until the Type of Notice field has a value
  • A task is created and assigned to the deal owner: Raise Reserves
  • Based on the Type of Notice, the following events will occur
    • Owner gave notice or Owner selling
      • A task is created and assigned to the deal owner: Send owner PandaDoc 
      • A task is created and assigned to the deal owner: Email owner next steps and notify them about termination fees if applicable
      • 3 day delay
      • A task is created and assigned to the deal owner: Check if owner has signed PandaDoc
      • If the field "Owner signed termination" is not yes, it will delay another 3 day and a new task will populate
      • After this, the deal will follow the same steps as MGMT gave notice (see below)
    • MGMT gave notice
      • A task is created and assigned to the deal owner: Send owner PandaDoc 
      • A task is created and assigned to the deal owner: Is Owner selling the property?
      • A delay will start until the "Is Owner selling the property?" field has a value
      • If the owner is selling: a task is created and assigned to the deal owner: Has property sold?
      • A delay will start until the "Has property sold?" field has a value
      • If yes, the deal will continue the same tasks for if the Owner is not selling 
      • If the property has not sold, a task is assigned to the deal owner: Post on slack and change name in Appfolio
      • 3 day delay
      • A task is created and assigned to the deal owner: Has property sold? 
      • If the owner is not selling (or already sold), a task is assigned to the deal owner: Change name in Appfolio
      • A task is created and assigned to the deal owner: Appfolio built in closing mgmt process 
      • A task is created and assigned to the deal owner: Tenant charges affected by close-out process

Working

Automations: [Offboarding] 02 Team Working

  • A ticket is created and assigned to Isabela Anderson: Offboarding Utilities 
    • A task is created: Is property vacant?
    • A delay will run until the ticket field "Is property vacant?" has a value
    • If it is vacant, a task is created: Call all applicable utility companies and remove Reeders Name and addresses from each unit
    • If it is occupied, a task is created: Closing Management Utilities *Recycle task until we have a closing date as well as the task mentioned above
  • A ticket is created and assigned to the Property Manager: Offboarding
    • A task is created: Is the property being marketed?
    • A delay will run until the ticket field "Is the property being marketed" has a value
    • If the property is being marketed, a task is created: Deactivate properties via Appfolio and Tenant Turner
    • If the property is not being marketed, a task is created: Email Tenant Information to Owner
    •  A task is created: Offboarding Keys
    • A task is created: Offboarding No Longer Manage Letters

Review

Automations: [Offboarding] 05 Review

  • A task is created and assigned to the deal owner: Review Offboarding
    • Confirm that the Utility ticket is complete. Review Keys via Appfolio and Key Tag Report via Google Sheets to ensure they were deleted. Ensure that No Longer Manager Letters were delivered to tenants if applicable Move deal stage to 'Accounting'

Accounting

Automations: [Offboarding] 06 Accounting

  • A ticket is created and assigned to Andra Reeder: Offboarding Accounting
    • Start on step C 'Complete Transfer' of this article https://help.appfolio.com/s/article/Closing-a-Property-Introduction:
      Once items are completed complete your ticket

Final Close Out

Automations: [Offboarding] 07 Final Close Out

  • A ticket is created and assigned to Cody Reeder: Final Close Out
  • A task is assigned to Cody Reeder: Merge Duplicates