DOCS CRM
CRM
The relationship CRM for multifamily: pipeline, the person record, memories, the renewal radar, Ask Sentinel, and approval-gated sequences.
The Pipeline board
Every person, in stage columns: Lead → Toured → Applied → Approved → Resident → Notice → Alumni (toggle Lost on when you need it). Cards show the community chip, source, and days-in-stage; move a stage right on the card, or click through to the record. The hero instrument shows live counts and the lead→resident funnel. Filter by community or search by name, email, or phone.
✦ Masters see Import from Attribution — a one-click, repeat-safe import that turns your existing lead history into People with their stages and timeline intact.
The Person record
The heart of the CRM. Identity header with consent chips and the stage selector; a touch composer (Note / Call / Tour / Email / Event) feeding the permanent timeline; Memories on the right; tasks with due dates below. Resident records show unit, current rent, and lease end.
Memories & AI suggestions
Type a memory in one line and hit Remember. Or press ✦ Suggest: AI reads the timeline and proposes up to three durable facts as dashed chips — Keep saves them (labeled as AI-sourced), dismiss discards. Suggestions never save themselves.
Ask Sentinel
"Draft a renewal email." "What did we promise on the tour?" "Summarize this relationship." Ask Sentinel answers from this record only — the person's fields, timeline, memories, tasks, renewal, and the community's public market context. If the record doesn't contain the answer, it says so rather than inventing. Drafts respect consent flags (no email draft for someone who hasn't consented) and every answer is a draft for you to use — nothing is sent.
✦ Every AI prompt in the CRM carries the fair-housing constraint block. Asking for anything that conflicts with fair-housing law gets a brief refusal and a compliant alternative.
The Renewal radar
Every pending renewal inside the 120-day horizon, ordered by lease end. The horizon strip counts each window (120/90/60/30/expired); each row shows days left, the window badge, current rent, and rent vs the area median (ZIP-precise public data) so you know the market before you open the conversation. Record the outcome from the row — "gave notice" also moves the person's stage. The window engine runs nightly; the Sync button runs it on demand.
- 1 Set lease end (and rent) on resident records — the radar builds itself from these.
- 2 Windows open automatically at 120 days out; each transition creates the playbook task on the right record.
- 3 Work the tasks; record the outcome on the radar when it's decided.
Sequences & the approval queue
Multi-step outreach: email → wait → task, with merge fields (
{{first}}, {{last}}, {{community}}, {{unit}}). Enrollment is deliberately manual — a human picks each person. When a run reaches an email step, the fully-rendered message parks in the approval queue: you read the exact subject and body, then Approve & send, Skip, or Stop the run. With approval on (the default and the recommendation), nothing emails anyone without that click. People without email consent are skipped automatically and the skip is logged to their timeline.✦ The daily runner advances waits and tasks on its own; only email steps wait for you.
Where people come from
Four doors into the CRM: the New-person modal; the Attribution import; the token-gated web intake (your sentinelmos.com tour form posts here once configured — spam-filtered with a honeypot and minimum fill time); and the API for anything custom. Web-intake people always arrive as stage Lead — external sources can never set deeper stages or consent beyond the form's own checkbox.