Leasing Agent — Gilchrist & Company

Stage	Leasing 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)	Task	What Gets Sent to John	Frequency
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.

Leasing AgentMegan

Leasing Agent
Megan