Missing owner documents
ID, insurance and banking details arrive in pieces, and someone has to keep asking.
PROPERTY MANAGEMENT · CRM + AUTOMATION
Onboard property owners without chasing paperwork.
A CRM and automation system for property managers that organizes owner intake, document collection, the management agreement, property setup and marketing, tenant search, lease and move-in — with your team approving every key step.
Includes the Core automation foundationOwner onboarding pipelineStaff-verified documents and agreements
The four phases run inside one property management CRM — owner intake, agreement, tenant search, and lease & move-in. Your team verifies documents and approves each step, while owners get updates without calling your staff to ask where things stand.
Owner onboarding workflowILLUSTRATIVE
Owner intake received · documents waiting for staff verification
The onboarding gap
Every new owner brings forms, IDs, insurance and an agreement to sign. When that lives in inboxes, onboarding slows down and owners wonder what is happening.
01 / WHERE ONBOARDING STALLS
Paperwork and handoffs create the delays.
Property management onboarding involves many small steps between an owner inquiry and a tenant moving in. Each one needs an owner, a reminder and a clear status.
When onboarding drags, listings wait, owners call for updates, and staff time goes to chasing documents instead of managing properties. A clear sequence with reminders and staff checks keeps every owner moving without extra follow-up work.
Agreements wait for attention
The management agreement cannot move until documents are checked and terms are filled in.
Owners ask for updates
Without regular updates, owners call to ask where the listing and tenant search stand.
Move-in paperwork scatters
Tenant documents need to be collected and confirmed before the handover is complete.
02 / THE OWNER JOURNEY
From owner intake to ongoing management.
Eight pipeline stages follow the real onboarding sequence. The intake form starts the process; staff verification and decisions move it forward.
The first three stages are about the owner — documents, the agreement, and property setup. The next five are about the property and the tenant — marketing, tenant search, lease, move-in, and ongoing management.
- 01Documents & complianceThe owner intake form collects ID, insurance and a void cheque. Staff are tasked to verify them, with a reminder every two days until they are complete.
- 02Management agreementAfter staff confirm the documents, the owner is updated and staff are tasked to complete the agreement terms and sign first.
- 03Property setupA photo-upload task for the team, then a setup update to the owner.
- 04MarketingA status while the listing is live. No workflow fires at this stage.
- 05Tenant searchA weekly owner update is designed to use only the inquiries, showings and feedback your staff record.
- 06Tenant selectedThe owner is updated and staff are tasked to fill in the lease terms and send the lease.
- 07Lease & move-inTenant document reminders continue until all six tenant documents are checked, then the owner is notified.
- 08Ongoing managementA handover email marks the move into your regular management process.
Owner onboarding pipeline stages
Documents & ComplianceManagement AgreementProperty SetupMarketingTenant SearchTenant SelectedLease Signed / Move-InOngoing Management
The intake form alone never triggers the agreement. Document verification, agreement terms, fee percentages and lease details are completed by your staff.
03 / PROPERTY MANAGEMENT WORKFLOWS
Reminders and updates run. Your team makes the decisions.
Eight onboarding workflows handle the repetitive follow-up so property managers can focus on owners, properties and tenants.
The eight workflows run as one sequence, not eight separate tools. Each step hands off to the next — intake to reminders, reminders to the agreement, the agreement to setup and marketing, then tenant search, lease, move-in, and ongoing management — so no owner waits between stages.
Owner details, property details and required document uploads arrive together, with two consent checkboxes on the form.
Owners are reminded every two days while documents are incomplete. Reminders stop once staff mark the documents complete.
Once documents are verified, the owner is updated and your property manager is tasked to complete the agreement terms.
A photo-upload task and owner update support property setup before the listing goes to market.
A weekly owner update uses only the inquiries, showings and feedback your staff record — no workflow fires on guesses.
Owners are updated and staff are tasked to fill in lease terms and send the lease.
Tenant document reminders run until all six documents are checked, followed by owner updates and a handover email.
A handover email moves the owner into your regular management process.
04 / BUILT FOR PROPERTY MANAGERS
Owner, property and tenant details in one place.
The system includes property and property-inquiry records, two calendars and a property management knowledge base, so onboarding information stays organized around each owner and property.
With documents together, one record per owner and property, and updates going out on schedule, your team spends less time chasing paperwork and answering status calls — and more time managing properties.
✓
Owner intake with document uploadsGovernment ID, insurance and a void cheque are required; land title and corporate documents are optional.
✓
Staff-only verification gateA “documents complete — verified by staff” checkbox controls when the agreement step begins.
✓
Two calendarsAn owner consultation calendar and a property showing calendar, set to your hours and team.
ALSO INCLUDED
Ready-to-configure assets.
Configured with your business details before launch:
Owner intake formProperties recordsProperty inquiry recordsMonthly owner newsletterRental website templateOwner onboarding funnel
05 / OPTIONAL AI ASSISTANCE
Owner questions answered when you decide.
The property management solution includes a voice assistant and a conversation assistant that answer from a property management knowledge base and can book on both calendars.
Prepared to answer common owner questions and book consultations or showings once a phone number and call transfer are connected and approved.
Prepared for text-based owner questions and calendar booking after your team confirms the knowledge base details.
Both assistants are switched off at install and are not connected to a phone number, messaging channel, website widget or call transfer. Activating them is your decision, and voice AI usage is billed per minute.
See our AI automation services for how WeSolve builds and configures these assistants.
06 / CORE + PROPERTY MANAGEMENT
Core underneath. Onboarding logic on top.
Lead lifecycle automation
Lead intake, speed-to-lead, appointment handling, follow-up, nurture, reviews and reactivation from the LeadMagno Core automation foundation. For a property management company, that means every owner inquiry enters the same CRM, gets a fast first response, and is followed up until the owner is onboarded or the opportunity is closed.
Owner onboarding workflows
Owner intake, document reminders, agreement, property setup, tenant search, lease, move-in and ongoing management handover.
One solution, one price discussion: the Property Management solution already includes the Core foundation, so it is not sold as a separate Core purchase stacked underneath.
07 / CLEAR BOUNDARIES
An onboarding system — not your accounting platform.
It covers owner onboarding, marketing and tenant search. It works alongside the property management software you already use.
No RentSync or Buildium integration
Listing pushes and weekly statistics are entered manually unless you connect those tools separately.
No rent collection
Rent is collected in your existing property management or payment tools.
No tenant ledgers or trust accounting
Accounting, ledgers and trust accounts stay in your accounting platform.
No owner statements
Owner statements are produced outside this system.
No legal templates
Your management agreement and lease templates, fee percentages and terms are supplied by you.
No automated multi-owner signing order
The agreement step is a staff task; your team manages signing order.
08 / HOW IT'S DELIVERED
A setup built around your business.
From setup to handover, the implementation follows four steps.
WeSolve Digital sets up the property management solution on LeadMagno, our CRM and automation platform built on HighLevel, together with the included Core foundation.
We configure it with your business details, sending domain, staff, calendars, knowledge base and onboarding process.
A full test owner journey is reviewed before real owners are enrolled.
Your team takes over with the onboarding process ready, and the handover email moves owners into ongoing management.
WeSolve configures the system; your team verifies documents, approves the agreement terms, and confirms the knowledge base before launch. The test owner journey runs end to end before any real owner is enrolled.
09 / FREQUENTLY ASKED QUESTIONS
Questions property managers ask first.
Looking for more owners rather than automation? See our property management lead generation case study.
Does it collect rent or produce owner statements?
No. Rent collection, tenant ledgers, trust accounting and owner statements stay in your existing tools. This system covers onboarding, marketing and tenant search.
Does it integrate with Buildium or RentSync?
No. There is no Buildium or RentSync integration, and it is not a replacement for those platforms.
Can the intake form start the management agreement automatically?
No. Staff must verify the owner documents first. The agreement step begins only after the staff-only verification checkbox is marked complete.
Do I need to buy the Core foundation separately?
No. The property management solution already includes the Core foundation, so it is not priced as Core plus a separate add-on.
Are the AI assistants active at setup?
No. They are off at install and need a phone number, channels, a transfer destination and your approval before they go live.
PROPERTY MANAGEMENT · WESOLVE DIGITAL
Book a call (opens in a new tab) Give every new owner a clear onboarding path.
Talk with WeSolve Digital about owner intake, document reminders and the handoffs that fit your property management business.
WeSolve Digital · Chaparral, Calgary, AB · (587) 815-4730