Prospect Statuses and Follow-Up Logic in RentEngine

RentEngine uses a structured system of prospect statuses to drive automated follow-ups, messaging, and leasing workflows. This article explains both how statuses function and how RentEngine automatically follows up with leads to guide them through the leasing funnel.

How Prospect Statuses Work

Statuses represent a prospect’s position in the leasing journey. These are updated in two ways:

  • Automatically by RentEngine, based on prospect actions (e.g., showing scheduled, prescreen completed).
  • Manually by your team, via Command Center, to reflect call outcomes or specific decisions.

Each status can control automations like reminders, follow-ups, and when messaging pauses or resumes.


🔎 Important distinction:

  • RentEngine's automated follow-ups are triggered by prospect status changes and sent from the platform.
  • SMS AI responds conversationally to incoming prospect questions in real-time. These are separate flows.


Automated Follow-Up Cadence by Status

Status

Auto-Followups?

Action

Cadence

Stops/Transitions

New Prospect

Yes (initial message only)

Sends welcome message + link

One-time

Moves to Contacted or Awaiting Info

Contacted

Yes

Scheduling help

6h → 20h → 24h → 48h

No reply in 72h = Not Interested

Showing Desired

Yes

Schedule nudges

20h → 24h → 48h

No reply in 72h = Not Interested

Prescreen Approved

Yes

Sends scheduling link

Follows Showing Desired cadence

Ends at Showing Scheduled

Prescreen Submitted

Yes

Follow-up to complete booking

24–48h

Sets status to Showing Desired

Showing Failed / Canceled / Missed

Yes

Invite to reschedule

24–48h

Loops back to Showing Desired

Showing Complete + Still Deciding

Yes

Post-show check-ins

48h → 40h → 48h

No reply = Unresponsive / Not Interested

Application Sent to Prospect

Yes

Application reminders

24h → 48h → 48h

No reply = Unresponsive / Not Interested


Statuses That Do NOT Trigger Follow-Ups

The statuses below do not trigger automated messages. Transactional messages (like confirmations or calendar invites) may still be sent, but no cadence will begin.


✉️ Note: We do not notify anyone who has already applied. Communication at this stage is considered sensitive, and automated messages can cause frustration. It also helps avoid accidentally messaging someone who may already be in the lease signing phase—which could create unnecessary confusion or panic if they misinterpret the communication.
  • Not Interested
  • Withdrawn
  • Application Rejected
  • Prescreen Rejected
  • Lease Signed
  • Move In Scheduled
  • Ghosting (Unresponsive)
  • Unit Of Interest Unavailable
  • Moved In
  • Duplicate Lead
  • Application Approved
  • Application In Owner Review
  • Showing Scheduled (reminders only)
  • New (after initial message)
  • Application Received
  • Looking Too Early
  • Awaiting PM Response
  • Blocklist Prospect


🌐 Follow-Up Message Examples (by Stage)

New Prospect

"Hey - just got your message for [address]. Any questions I can answer? Otherwise, you can use this link to schedule a showing: [scheduling link]."

Showing Desired

  • 20h: "Can I help you schedule a showing for [address]? Use this link: [scheduling link]"
  • +24h: "Just checking in! I noticed you haven't scheduled yet for [address]. Need help picking a time?"
  • +48h: "Can you let me know if you're still interested in [address]? Here's the link to choose a time: [scheduling link]"

Still Deciding

  • 48h: "Just checking in—did you like [address] after your showing? I can send over the application if you're ready."
  • +40h: "I know it's a big decision. If you're still interested, let me know!"
  • +48h: "I haven’t heard from you in a while. Are you still considering [address]?"

Application Sent

  • 24h: "Just wanted to check in on the application for [address]. Any questions I can help with?"
  • +48h: "Do you mind letting me know when you start the application? I'm here to help."
  • +48h: "I haven’t heard from you in a while. Did you decide to stop the application for [address]?"

Missed / Canceled Showings

  • 48h: "Can I help you reschedule your showing at [address]? Use this link to choose a time: [scheduling link]"


Notifications when a Unit is Taken Off Market

When a unit is marked as Leased, RentEngine automatically sends a message to active prospects who had previously inquired about that unit, informing them that it is no longer available. The message includes a link to view other available units, as shown in this example:

Example Message: “Hey unfortunately 8520 Kaden Dr is no longer available, but let me know if you want to see any other units: [unit list link].”


This message is sent even to prospects with a “Not Interested” status (as long as they didn’t apply), since they may still be evaluating other options or could change their mind.

However, prospects with any of the following statuses will NOT receive this notification:

  • Withdrawn
  • Unresponsive (Ghosting)
  • Any application-related status, including:
    • Application Sent
    • Application Received
    • Application In Owner Review
    • Application Approved
    • Lease Signed

This logic ensures that communication about a unit becoming unavailable does not reach prospects who are too far along in the process (e.g., applying or signing a lease), which could create unnecessary confusion or alarm.

You can always review each prospect’s unit-specific status in the Command Center, listed:

  • Under their name
  • Next to each unit of interest
  • In the most recent light blue status box shown in their activity thread
Most follow-up and status messages can be customized in: Settings > Communication > Messages


🪜 Best Practices for Status Management

  • Use statuses consistently to keep automations and metrics accurate.
  • Add internal notes every time you change a status (e.g., why, next step).
  • Audit regularly: filter for old "Showing Desired" or "Still Deciding" and act on stuck leads.

Updated on: 25/10/2025

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