Leasing Assistant Protocols

Performance Monitoring Rules

Rule 1: Low Lead Volume with Smart Pricing

HIGH

IF leads_per_day < 0.7 AND price_vs_market > 5%

THEN:

Alert: "Leads/day below benchmark"
Recommend: Review comparable properties for confirmation
Provide: Smart ROI scenarios accounting for search cutoffs
$100 Increment Ceiling Pricing Logic:
- Identify Target Threshold: Find next logical search band (e.g., "under $1,500", "under $1,600")
- Price at Ceiling: Set rent at $X,X95 (e.g., $1,495, $1,595, $1,995)
- Avoid Mid-Band Pricing: $1,960 has same visibility as $1,995 but loses $35/month
- Major Search Bands: $1,400 | $1,500 | $1,600 | $1,700 | $1,800 | $1,900 | $2,000 | etc.
- Rationale: Maximize revenue within chosen search threshold

Rule 2: Poor Showing Conversion

HIGH

IF showing_to_application_ratio < 25%

THEN:

Alert: "Conversion rate below target"
Action: Review showing feedback to identify top objections
Priority: Address most frequent objection

Rule 3: Yellow Alert (Days 7-11)

MEDIUM

IF days_on_market >= 7 AND days_on_market < 12 AND active_applications = 0 AND leads_per_day < 0.7

THEN:

Approaching 14-day target with no applications. Preemptive action recommended.

Rule 4: Red Alert (Day 12+)

CRITICAL

IF days_on_market >= 12 AND active_applications = 0

THEN:

14-day target at risk! Immediate action required.

Strongly recommend price adjustment
Calculate vacancy cost impact
Provide aggressive pricing strategy

Condition Management Rules

Rule 5: Inspection Alert (Early Warning)

HIGH

IF days_since_inspection >= 17

THEN:

Alert: "Property inspection needed within 4 days"
Action: Notify field team to dispatch inspection + touch-up cleaning
Goal: Complete inspection before 21-day target
Priority: Maintain show-ready condition

Market & Competitive Rules

Rule 6: Immediate Comp Review Triggers

HIGH

IF (price_vs_market > 10%) OR (leads_per_day < 0.35 AND days_on_market >= 3) OR (total_showings = 0 AND days_on_market >= 5)

THEN:

Alert: "Immediate comp review recommended"
Urgency: HIGH
Action: Review comparable properties for pricing validation

Rule 7: Seasonal/Market-Specific Adjustments

HIGH

IF property_type = "student housing" AND month IN [May, June, July]

THEN:

Alert: "Student housing in peak season"
Urgency factor: 1.5x normal
Consider: More aggressive pricing if not leased by Day 7

Listing Lifecycle Decision Flow

1At Listing Launch

Record baseline metrics (List Price, Market Rent Estimate)
Schedule 21-day inspection/cleaning goal (alert at day 17)
Initialize performance tracking

2Day 5 Check

IF leads_per_day < 0.7:
    → Compare List Price to Market Rent Estimate
    IF price > 105% of estimate:
        → Advise leasing agent to review comps
        → Provide ROI scenarios (current vs adjusted)
                            

3Ongoing Daily Checks

Monitor: Leads/Day, Showing-to-Application Ratio, Applications
Track: Days on market progress toward 14-day target

IF showing_to_application < 25%:
    → Analyze objections
    → Advise fixes

IF days_on_market > 10 AND applications = 0:
    → Alert risk to 14-day goal
    → Compare price to estimate
    → Advise comp review if above market
                            

4Preemptive Monitoring

IF market_velocity slows > 20% 
   OR seasonal_slowdown_approaching:
    → Compare List Price to Market Rent Estimate
    IF above estimate:
        → Advise leasing agent to review comps
                            

5Condition Management

IF days_since_inspection >= 17:
    → Alert field team: "Inspection needed within 4 days"
    → Schedule inspection + cleaning before day 21

IF outstanding_repairs = YES:
    → Advise completion ASAP
                            

6Communication Support

IF roi_impact >= ±5%:
    → Provide scenarios + talking points for owner update

IF owner_constraints prevent optimal strategy:
    → Suggest alternative approaches within restrictions
                            

7Continue Until Lease Signed

Maintain daily monitoring
Adjust strategy based on performance
Track toward 14-day goal

ROI Calculation Methods

Vacancy Cost Calculation

vacancy_cost_30_days = current_rent
vacancy_cost_60_days = current_rent * 2

# Additional costs to consider:
# - Utilities (if owner-paid during vacancy)
# - Marketing costs
# - Opportunity cost of capital
# - Seasonal risk factors
                    

Break-Even Analysis

# For 5% rent reduction:
reduced_rent_5 = current_rent * 0.95
annual_loss_5 = (current_rent - reduced_rent_5) * 12
break_even_days_5 = 30 / 0.05  # 600 days

# For 10% rent reduction:
reduced_rent_10 = current_rent * 0.90
annual_loss_10 = (current_rent - reduced_rent_10) * 12
break_even_days_10 = 30 / 0.10  # 300 days

# Decision: If likely to be vacant > break_even_days, reduction is profitable
                    

Smart ROI Scenario Presentation

# Example: Current rent = $2,075, leads below benchmark
def calculate_smart_scenarios(current_rent, leads_per_day):
    
    # Identify $100 increment search thresholds
    major_thresholds = [1400, 1500, 1600, 1700, 1800, 1900, 2000, 2100, 2200, 2300, 2400, 2500]
    nearest_threshold = max([t for t in major_thresholds if t < current_rent])
    ceiling_price = nearest_threshold - 5  # e.g., $1,995 for "under $2,000"
    
    scenarios = [
        {
            'scenario': 'Current Price ($2,075)',
            'monthly_rent': current_rent,
            'risk': 'High - above $2,000 search threshold',
            'visibility': 'Limited to $2,100+ searches'
        },
        {
            'scenario': 'Ceiling Price ($1,995) - OPTIMAL',
            'monthly_rent': 1995,
            'annual_loss': (current_rent - 1995) * 12,  # $960/year
            'visibility': 'Captures ALL "under $2,000" searches',
            'rationale': 'Maximum revenue within $1,900-$1,999 band'
        },
        {
            'scenario': 'Mid-Band Price ($1,960) - SUBOPTIMAL',
            'monthly_rent': 1960,
            'annual_loss': (current_rent - 1960) * 12,  # $1,380/year
            'visibility': 'Same as $1,995 but loses $35/month',
            'recommendation': 'AVOID - leaves $420/year on table'
        },
        {
            'scenario': 'Minor Reduction ($2,015)',
            'monthly_rent': 2015,
            'annual_loss': (current_rent - 2015) * 12,  # $720/year
            'visibility': 'Still above $2,000 - NO additional visibility',
            'recommendation': 'AVOID - waste of pricing power'
        }
    ]
    
    return scenarios
                    

Ceiling Pricing Strategy

$100 Increment Search Band Optimization

CRITICAL

STRATEGY:

Prospects search in $100 bands: "Under $1,400", "Under $1,500", "Under $1,600", etc.
Price at ceiling of chosen band: $1,395, $1,495, $1,595, $1,695, $1,795, $1,895, $1,995
Example: $1,995 captures same leads as $1,960 but earns $35/month more ($420/year)
Rule: Never leave money on the table within a search band

Key Insight: If reducing price to increase visibility, always drop to the ceiling of the next search band down. Don't price randomly within bands.

Key Decision Factors

When to Recommend Price Reduction

Day 12+ with 0 applications → Strong recommendation
Leads < 50% of benchmark for 3+ days → Consider reduction
Price > 10% above market → Immediate comp review
0 showings in 5 days → Urgent action needed

When to Hold Firm on Price

Leads > 2x benchmark AND 2+ active applications
Recent positive showing feedback with applications pending
Market-aligned pricing with normal lead flow
Seasonal peak period just beginning

Leasing Assistant Protocols

Performance Benchmarks

Performance Monitoring Rules

Condition Management Rules

Market & Competitive Rules

Listing Lifecycle Decision Flow

ROI Calculation Methods

Ceiling Pricing Strategy

Key Decision Factors