Executive Summary
Bottom line before you begin
Situation
The full leasing automation platform is built and deployed. Two things are preventing it from working today: (1) Twilio doesn't know where to send inbound texts — a 2-minute fix, and (2) 10DLC registration is pending, meaning Megan's replies may be filtered by carriers. Social media execution is ready to launch the moment the SMS system is confirmed live.
Critical Path
Twilio webhook → Test Megan → 10DLC registration → Supabase + lockbox → UptimeRobot → Social media groups → Instagram. Every step after the first depends on the first being done. Do not skip ahead.
Workstream 1 — Megan SMS Leasing Agent
Complete in order. Steps 1–3 are the critical path. Steps 4–7 are same-day setup.
🚨 P0 — Do These First. Megan Cannot Work Without Them.
Configure Twilio Webhook BLOCKING
Right now Twilio has no idea where to send inbound texts. This single step is why Megan isn't responding.
1. Go to console.twilio.com
2. Phone Numbers → Manage → Active Numbers → click (469) 895-3846
3. Scroll to Messaging Configuration
4. "A message comes in" → set to Webhook
5. URL: https://gilchrist-leasing-agent-production.up.railway.app/sms
6. Method: HTTP POST
7. Click Save Configuration
👤 John
Test Megan — Confirm She Responds
Do not proceed to any other step until this passes. This is your go/no-go gate.
1. Text Hi to (469) 895-3846 from your personal phone
2. Megan should reply within 5 seconds with a greeting
3. If no reply after 15 seconds → go back to Step 1 and verify the URL
4. If she replies → ✅ Workstream 1 critical path is clear. Continue.
👤 John or Brock
Register Twilio 10DLC — Carrier Compliance
Without this, carriers (AT&T, T-Mobile, Verizon) may silently block Megan's replies before they reach tenants. Megan works — her messages just may not arrive.
1. Go to console.twilio.com → Messaging → Regulatory Compliance
2. Register your Brand: Gilchrist & Company, business EIN, address
3. Register a Campaign: Use case = "Mixed" or "Customer Care" — describe as property management tenant communication
4. Link (469) 895-3846 to the campaign
5. Approval takes 1–5 business days — submit today
👤 John
⚠️ P1 — Complete Same Day as Steps 1–3
Set Up Supabase — Lockbox Code Persistence
Without Supabase, every server restart resets John's lockbox codes. Render can restart daily. This permanently fixes that.
1. Go to supabase.com → New Project (free tier)
2. Project name: gilchrist-leasing
3. Once created → SQL Editor → paste contents of sql/lockbox_codes.sql (already written) → Run
4. Go to Settings → API → copy Project URL and service_role key
5. In Render dashboard → gilchrist-leasing-agent → Environment → add:
SUPABASE_URL = Project URL
SUPABASE_SERVICE_KEY = service_role key
6. Render will redeploy automatically
👤 Brock
Update Missing Lockbox Codes
Two properties still show placeholder codes. John texts the real codes directly to the system.
Text from John's phone to (469) 895-3846:
LOCKBOX e-young [actual code]
LOCKBOX s-35th [actual code]
Replace [actual code] with the real 4-digit lockbox codes.
👤 John
Upload AppFolio Session — Activate Weekly Lockbox Sync
One-time upload enables automatic lockbox code updates every Sunday. No terminal required.
1. Open Chrome → go to gilchrist.appfolio.com → log in (complete 2FA if prompted)
2. Press F12 → click Console tab
3. Type: copy(document.cookie) → press Enter
4. Go to gilchrist-leasing-agent-production.up.railway.app/portal/appfolio
5. Paste (Ctrl+V) into the cookie box → click Upload Session
6. Green confirmation = weekly sync is now active
👤 John
Set Up UptimeRobot — Prevent Cold Starts
Free external monitor pings Megan every 5 minutes so she never goes to sleep. Without this, first text after idle gets a 30-second delay.
Full guide with pre-filled settings at: gilchrist-leasing-agent-production.up.railway.app/portal/uptime
Short version:
1. uptimerobot.com → free account → Add New Monitor
2. Type: HTTP(s) · URL: https://gilchrist-leasing-agent-production.up.railway.app/health
3. Interval: 5 minutes → Save
👤 Brock
✅ P2 — Activate When Ready (Email Channel)
Add SendGrid API Key — Email Digest + Megan Email Routing
Activates John's daily HTML email report and lets email-only listing leads receive a Megan-branded message that sends them back to text/tour.
1. Go to sendgrid.com → free account (100 emails/day free forever)
2. Settings → API Keys → Create API Key → Full Access
3. In Railway → Variables → add:
SENDGRID_API_KEY = your key
SENDGRID_FROM_EMAIL = noreply@gilchristpropertymanagement.com
4. Test immediately: go to portal → open browser console → POST /portal/api/send-digest
👤 Brock
Workstream 2 — Social Media Execution
Do not start until Step 2 (Megan test) passes. Social media drives inbound texts — Megan must be live first.
🚨 P0 — Must Complete Before Any Posting
Subscribe Facebook Webhook — Activate Marketplace Megan
Without this, Facebook Marketplace leads who message the page get no response. This kills the Marketplace channel entirely.
1. Go to developers.facebook.com → Your App
2. Left sidebar → Webhooks
3. Find the Page subscription → Edit
4. Check: messages and messaging_referrals
5. Save → verify the webhook URL shows gilchrist-leasing-agent-production.up.railway.app/facebook/webhook
6. Test: send a message to the Gilchrist Facebook Page → Megan should reply in Messenger
👤 John
⚠️ P1 — Facebook Groups — Join Now, Post in 30 Days
Join All 12 Target Facebook Groups
Membership clock starts today. Most groups require 30 days of membership before posting builds trust with admins. Join now — post later.
Full ranked list with scores at: gilchrist-leasing-agent-production.up.railway.app/facebook-groups-matrix.html
Central Texas (join all 4): Killeen/Fort Hood Housing · Temple TX Houses & Apartments For Rent · Central Texas Rentals & Real Estate · Bell County TX Buy Sell Trade
Austin (join all 4): Austin TX Apartments & Houses For Rent · Austin TX Housing Rooms & Roommates · Moving to Austin Texas · UT Austin / Hyde Park Housing
Dallas (join all 4): Dallas Texas Houses & Apartments For Rent · DFW Rentals · North Dallas / Farmers Branch Rentals · Moving to Dallas Texas
⚠️ Do NOT post yet. Join only. Post begins Day 30.
👤 John
Post Immediately to Rank 1 & 2 Groups Per Region
The top-ranked group per region (Killeen/Fort Hood, Austin TX Apartments, Dallas TX Houses) allows immediate posting. Start there today.
Use the caption templates at: gilchrist-leasing-agent-production.up.railway.app/social-media-playbook.html
Post format: hero photo → address → rent → 3 bullet features → pet policy → tour link
Tour link: https://calendly.com/johnmgilchrist/self-guided-tour
Post one property per group. Do not cross-post the same copy. Vary the photo and lead sentence each time.
👤 John
⚠️ P1 — Instagram — Start This Week
Set Up Instagram Business Account + Post Week 1 Content
Instagram content calendar is built and ready. Just needs an account and the first post published.
1. Create or convert existing Instagram to a Business Account under Gilchrist & Company
2. Bio: "Professionally managed rentals in Temple · Austin · Dallas · Central TX | Text (469) 895-3846"
3. Link in bio: gilchrist-leasing-agent-production.up.railway.app/properties
4. Week 1 Day 1 post (Monday 8am): property listing with hero photo — use Day 1 template from the Instagram calendar
5. Full 30-day calendar: gilchrist-leasing-agent-production.up.railway.app/instagram-calendar.html
👤 John
✅ P2 — Activate When Ready
Add Facebook Page Access Token — Activate Marketplace Megan
Lets Marketplace and Page messages route back to Megan instead of sitting in Facebook inboxes.
1. Go to developers.facebook.com → your App → Tools → Graph API Explorer
2. Select your Page → generate a Page Access Token with pages_manage_posts permission
3. In Railway → Variables → add:
FACEBOOK_PAGE_ACCESS_TOKEN = token
FACEBOOK_PAGE_ID = your Page's numeric ID (found in Page settings)
4. Marketplace/Page messages can route to Megan once permissions are approved
👤 Brock
Success Criteria — How You Know It's Working
Test each workstream against these benchmarks before calling it done
Megan SMS Agent
- Text "Hi" to (469) 895-3846 → reply in under 5 seconds
- Text "TOUR" → Megan sends Calendly link
- John receives new lead SMS alert when someone texts in
- Portal shows lead in pipeline after first contact
Facebook Marketplace
- Message the Gilchrist Facebook Page → Megan replies in Messenger
- John receives alert SMS when Marketplace lead comes in
- Lead appears in portal pipeline
Social Media
- Joined all 12 Facebook Groups
- First listing post live in Rank 1 group per region
- Instagram account created, Week 1 Day 1 post published
- Instagram bio link goes to /properties page
Infrastructure
- UptimeRobot shows green status
- Supabase connected (check /portal/appfolio — shows session status)
- AppFolio session uploaded — weekly sync active
- 10DLC registration submitted (approval pending)
Risk Register
Known risks and mitigations
| Risk | Likelihood | Impact | Mitigation |
|---|
| 10DLC approval takes longer than 5 business days |
Medium |
Medium |
Submit today. Messages still deliver at low volume — monitor for complaints |
| Facebook Group admin removes first listing post |
Medium |
Low |
Start with Rank 1 groups (highest admin tolerance). Vary copy every post. Never copy-paste |
| Render cold start delays Megan's reply |
High |
Medium |
UptimeRobot (Step 7) eliminates this. Priority same day |
| AppFolio session expires (~30 days) and lockbox sync fails |
High |
Low |
System alerts John via SMS when session expires. Re-upload via /portal/appfolio takes 3 min |
| Tenant texts in while Render is sleeping (before UptimeRobot) |
Medium |
Medium |
Set up UptimeRobot same day as Twilio webhook. Do not delay |