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).
Where to view/change a status
In the Command Center, you will find the status of a prospect under their name.
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. |
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: 23/10/2025
Thank you!