Understanding Prospect Statuses in RentEngine
Every prospect in RentEngine has a status that reflects where they are in the leasing journey.
Statuses are set in two ways:
- Automatic — RentEngine updates the status based on the prospect’s actions (e.g., completes prescreen, schedules a showing).
- Manual — Your team updates the status in Command Center to reflect a conversation outcome or operational decision.
These statuses can trigger automations (follow-ups, reminders, pause/resume messaging, next-step tasks). Most of your account’s exact automated follow-ups can be found in Settings > Communication > Messages if you’d like to tweak them.
Where to view/change a status
Command Center → open a conversation, you will find the status a prospect has in the light blue boxes we call "Events" as you can see in the image below. You can also manually select them by clicking the ACTION button.
A) Auto-followup cadences (created by RentEngine automatically)
All these workflows are triggered by different actions from your prospects.
Status | Auto follow-ups? | Initial/next action (system) | Default cadence (hours) | Transition / stop condition | Notes |
|---|---|---|---|---|---|
New Prospect | Yes (as it changes to the "Contacted Status") | Sends initial contact message + scheduling link | — | Moves to Contacted; next follow-ups run from there | We don’t spin up a cadence at New—we just send the first touch and move on. |
Contacted | Yes | Offer help with scheduling | 6h (first follow-up) → 20h → 24h → 48h | After 3rd follow-up, if no inbound msg/call in last 72h, set Not Interested |
|
Showing Desired | Yes | Provide scheduling link + assistance | 20h → 24h → 48h | Same 72h no-reply rule → Not Interested |
|
Prescreen Approved | Yes (if not booked) | Send scheduling link | Follows Showing Desired cadence if no booking | Stops when Showing Scheduled | If they don’t pick a slot, we drop them into the showing-intent cadence. |
Showing Failed / Showing Canceled / Missed | Yes | Send reschedule offer | Next touch within 24–48h | Sets status back to Showing Desired on send | Keeps the loop simple: fix & rebook. |
Prescreen Submitted | Yes | If not yet scheduled, send reschedule/booking offer | Next touch within 24–48h | Sets Showing Desired | Used when they “started” but didn’t finish getting on calendar. |
Showing Complete + Still Deciding | Yes | Post-show follow-up | 48h (first) | Repeat “StillDeciding” again after ~40h → Not Interested if multiple with no reply | Gentle persistence while they decide. |
Application Sent To Prospect + Showing Complete | Yes | Application check-in | 24h (first) | If repeated: 48h; third outreach → Not Interested | Tracks abandonment after multiple nudges. |
B) Statuses that suppress auto follow-ups
These statuses do not create automated follow-ups (we may still send transactional messages—e.g., confirmations—outside of the cadence).
Status (exact event) | Auto follow-ups? |
|---|---|
Not Interested | No |
Withdrawn | No |
Application Rejected | No |
Prescreen Rejected (includes ID/Credit/Income sub-reasons) | No |
Lease Signed | No |
Move In Scheduled | No |
Ghosting | No |
Unit Of Interest Unavailable | No |
Moved In | No |
Duplicate Lead | No |
Application Approved | No |
Application In Owner Review | No |
Showing Scheduled | No (reminders are transactional, not “follow-ups”) |
New | No (only the initial contact is sent) |
Application Received | No |
Looking Too Early | No |
Awaiting PM Response (aka PM Response) | No |
Blocklist Prospect | No |
Good housekeeping tips
- Use statuses consistently. They’re the fastest way to keep automations accurate and reporting clean.
- Add a short note every time you change a status (reason, unit, next step).
- Audit weekly: filter by status (e.g., “Showing Desired” older than 48h) and take action.
Updated on: 13/09/2025
Thank you!