Move-In/Move-Out Checklist & Inspection Scheduler
A done-for-you property management automation built for the Move Coordinator, connecting Calendly and Mailchimp so the work below happens on its own.
What this automation does, step by step
Based on the move-in or move-out date already on file, tenants automatically receive a digital checklist covering exactly what's expected of them, along with a direct link to schedule the required inspection, instead of the move coordinator emailing each tenant individually and hoping they read it.
Inspections that aren't scheduled within a set window automatically trigger a reminder, and both move-ins and move-outs run through the same consistent, documented process every time, which matters most when a deposit dispute later depends on exactly what condition a unit was in on a specific day.
- Property management platform (e.g., AppFolio or Buildium)
- Zapier or Make.com
- Calendly (inspection scheduling)
- Mailchimp or email
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Handled by hand, a move coordinator spends time each day re-checking the same information across disconnected tools instead of doing higher-value work. It's the kind of work that quietly eats hours every week.
With this automation
- Multi-touch reminders that measurably reduce no-shows
- Waitlists that backfill cancellations automatically
- Self-scheduling with instant confirmations
- Dispatch and on-my-way updates sent to the right people
Often built alongside this one
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HOA Assessment Payment Reminder
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Move-Date Utility Transfer Reminder
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Security Deposit Return Calculation System
At move-out, the automation calculates deposit deductions directly from the move-out inspection data already on file and generates the itemized…
Move-Out Cleaning & Turn Vendor Dispatch
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