This article describes how to create prospects in Breeze and move them through the prospect workflow. This workflow does not apply to commercial prospects.
For tenants who apply on RENTCafé, the process is different -- tenants can locate your property and complete an application on the RENTCafé website. When they submit the application and pay the fee, they appear in Breeze as applicants and you can move them in.
The following table gives a summary of the workflow in Breeze.
Step | Required/Optional | Setup |
1. Enter information about the main tenant (the prospect). | Required | None |
2. Enter information about additional occupants. | Optional | None |
3. Charge the application fee. | Optional | Set up a fee on the Property screen. |
4. Screen the prospect. | Optional | Enable screening for the company and the property. |
5. Approve the prospect. | Optional | None. This step is informational only; it marks the prospect record as Approved but it does not change the subsequent workflow. |
6. Generate a lease document. | Optional | Set up lease documents on the Company screen. |
7. Move the tenant in. | Required | None |
Not part of the regular workflow:
| Optional | Set up reasons for cancellation on the Prospect Reason tab of the Custom Lists screen. |
As soon as one step is finished, Breeze moves you to the next one. For example, when you finish entering information about the main tenant and click Save, Breeze asks if there are additional occupants.
If a step requires setup, and it has not been completed, the step does not appear in the workflow. For example, in order to charge an application fee, you have to enter the amount on the Property screen. If you do not enter the amount, the workflow skips this step.
The next section in this article shows the workflow step by step.
1. Enter Information About the Prospect
Go to Tenants > Prospects. Click Add New. The Prospect screen appears.
Complete the screen. Required fields are marked with a red asterisk. Selecting a unit is not required at this stage, but in order to charge an application fee (Step 3) you must select a unit.
Click Save. At the bottom of the screen a message appears:
2. Additional Prospects
Additional prospects are people who will share the unit with the main prospect -- family or roommates.
Complete a row for each additional prospect.
Click Save. The next step appears: Application Fees.
3. Application Fees
This step is optional. Complete it if the prospect pays the application fee. When you click Post, Breeze creates both a charge and a receipt.
Note: The amount of the application fee comes from a setting on the Property screen. Also, you must select a unit for the prospect in order to complete this step.
To complete the screen:
Enter the Payment Date.
Complete the Payment Reference and Payment Notes fields as needed.
Click Post.
The following message appears:
If you click Proceed, Breeze creates a charge and a receipt for the prospect. The prospect's status changes to Applied, and the screen shows that the application fee has been paid.
At the bottom part of the screen, there is a message about the next step:
Skipping the application fees
There is an option to "skip" the application fees.
If you click Skip this step, the status of the prospect is changed to applicant, and the workflow moves on to the next step: screening. The top of the screen includes a new button: Application Fee.
The button is there in case you want to go back and charge the fee.
4. Screening
Note: This step is optional, and requires setup.
5. Approval
When the prospect pays the application fee, the Approve button appears at the top of the screen.
Click the button to change the prospect's status to Approved.
This step is optional, and is informational only; it does not affect the subsequent workflow. If needed, you can move the prospect in without approving them.
6. Lease Documents
Note: This step is optional, and requires setup.
7. Move-in
After a prospect has paid the application fee (Step 3), you can move them in at any time.
Click the Move In button at the top of the screen.
A message appears:
Click Proceed to create a tenant record.
Canceling a Prospect's Application
To cancel a prospect's application, click the Cancel button next to the prospect's status.
A popup appears.
Enter a date and a Reason for Cancellation.
Note: To set up reasons for cancellation, go to Admin > Toolbox > Custom Lists and select the Prospect Reasons tab.
Canceling a Future Move-In
When you move a tenant in, typically their status is Current. But in some cases, you might choose Future; for example, there is another tenant in the unit until the end of the month. When the actual move-in date arrives, you can then change the status to Current.
If plans change, and you need to cancel the move-in, you can click the Cancel Future Move-In button.
A popup appears.
Enter a date and a Reason for Cancellation. Note: To set up reasons for cancellation, go to Admin > Toolbox > Custom Lists and select the Prospect Reasons tab.
Click Save.
Breeze displays the Prospect screen (instead of the Tenant screen). The Status is Canceled by Manager.
Breeze displays the Re-Apply button, allowing you to restart the workflow for the prospect.
