Prepare a property management engagement

The owner has signed a management agreement with a defined scope and start date. The engagement owner now needs to collect property documents and arrange the transition. This gives the next person a usable checklist with the agreement behind each task.

Before you start

Enable Client onboarding and Overdue commitments in Plugins in a workspace you control. Start with a won opportunity that accurately records the agreed scope and customer. Choose valid task assignees. These plugins start disabled.

The fictional demo workspaces show the shared screens and simulated actions. Build this example configuration in your own workspace using fictional records first.

Work through this example

Capture. Record property location, unit count, current management arrangement and desired start date. Use fictional details for the first test.

Decide. Review service-area fit and the owner’s authority before proposing an engagement. A person with responsibility for the service makes this decision.

Hand off. Confirm the signed management scope; assign the property-document request; prepare the owner kickoff. Keep incomplete confirmations visible rather than marking the whole request ready.

Prepare the handoff checklist

Use these example responsibilities, then choose actual workspace members as assignees. Set due dates from the agreement and the dependencies between tasks.

Task	Suggested owner	Evidence of completion
Check the management scope	Engagement owner	The source agreement identifies the properties, scope and start date.
Request property documents	Onboarding coordinator	The agreed document list and secure collection method are recorded.
Prepare the owner kickoff	Property manager	The agenda includes unresolved transition responsibilities and a review date.

Complete the workflow

1. Open Pipeline and review the won opportunity, contact and agreed scope. Confirm that the example inquiry has become an actual agreement before preparing delivery tasks.

2. Open Client onboarding, select that opportunity and prepare these separate tasks: Confirm the signed management scope; assign the property-document request; prepare the owner kickoff.

3. Give every task a description, valid assignee and due date. The plugin accepts one to ten tasks. Make dates reflect the agreement and dependencies, including the customer information still needed.

4. Choose Review workflow, then Request approval. Check the source opportunity, owners and dates before choosing Approve & create tasks.

5. Inspect the execution result and open the created tasks in Tasks & approvals. Use Overdue commitments to review overdue work later, and update the tasks as the real work happens.

Check the result

The saved tasks retain their source opportunity and show the responsible people and due dates. Checklist creation records responsibility; mark tasks complete only when the agreed work is done. Open each created task and compare its source, assignee and due date with the checklist above. Record the completion evidence in the appropriate source system as the work is done, so the next person can distinguish a finished check from a pending one.

Adapt it for your business

Tenant screening, rent collection and maintenance dispatch remain in your specialist tools unless a separate integration has been implemented and tested. Start with a link or reviewed reference to the source record.

Use Build an extension and the development brief when those systems need a connection. Specify the source of truth, permitted data, person who approves changes, duplicate handling and the receipt that proves completion.

What to check

If the contact or source is incorrect, correct it before proceeding. If an assignee or agreed scope changes, prepare a fresh preview. For an uncertain execution result, inspect the original receipt and saved records before retrying with the same request identity. Avoid submitting a second checklist to resolve uncertainty about the first.

Keep the approval required by the action policy. Restrict customer data to what the workflow needs. Enabled plugins use your workspace permissions; hosted infrastructure and connected providers may have costs, and AI conversations use your configured model. Verify the saved source record before relying on the result.