When to use this
Use this source card when a resident or applicant asks whether paperwork is complete, says they uploaded a document, requests move-in clearance, cannot find a lease-signature link, has renter-insurance or ID proof questions, or asks whether keys can be released after a portal upload.
Human-review rule: a document upload is not the same as approval. A property manager should verify the source record, lease status, required documents, payment ledger, identity/account match, insurance policy proof, and local/legal policy before confirming move-in readiness, keys, fees, or exceptions.
Copy/paste paperwork source card
| Field | What to verify | Example / options |
|---|---|---|
| Resident/applicant and unit | Name, unit, lease/application ID, portal account, and who is authorized to receive paperwork status. | [Name], [Unit], [Application/Lease ID] |
| Lease signature status | Not sent, sent, viewed, partially signed, fully signed, countersignature pending, expired link, or manager review needed. | Applicant signed; co-signer missing. |
| Document type | Renter insurance, ID, income, pet paperwork, utility confirmation, move-in inspection, payment receipt, assistance paperwork, or other required file. | Renter insurance declarations page. |
| Upload proof | Portal timestamp, email attachment, file name, staff note, CRM/document ID, and whether the file is readable/current. | Portal upload 2026-06-05 9:12 AM; readable PDF. |
| Approval owner | Leasing, property manager, accounting, compliance, insurance reviewer, owner, or third-party screening vendor. | Leasing coordinator checks ID; manager approves exception. |
| Ledger/payment tie-in | Deposit, rent, move-in fee, holding deposit, application fee, or balance status if relevant. | Deposit posted; first-month rent pending. |
| Move-in/key release status | Allowed only after all verified requirements are complete; never infer from a single upload. | Not cleared until lease + insurance + ledger are verified. |
| CRM labels | Labels future staff or AI tools must see before replying. | lease_signature_pending, document_uploaded_needs_review, move_in_clearance_not_verified |
Resident-safe reply snippets
- Upload received, not approved: “Thanks — we can see that a document was submitted. Our team still needs to verify that it is readable, current, and matches the requirement before we mark this step complete.”
- Signature still pending: “We are checking the lease-signature record before confirming completion. If a signer or countersignature is still pending, we will send the exact next step through the approved portal/email path.”
- Move-in clearance not verified: “I do not want to promise key pickup or move-in clearance until the lease, required documents, and ledger status are verified by the office.”
- Need safer channel: “For account security, please upload documents through [approved portal] or contact [office channel]. Please do not send sensitive IDs or payment details by text.”
STOP AUTOMATION guardrails
- STOP AUTOMATION if AI is about to mark paperwork complete from “uploaded,” “sent,” “viewed,” “received,” or “screenshot attached” without source-record approval.
- STOP AUTOMATION if signatures, co-signers, guarantors, countersignatures, expired links, screening, insurance, ID, payments, or assistance paperwork are incomplete or ambiguous.
- STOP AUTOMATION if the reply would promise key pickup, possession, move-in clearance, fee waivers, refunds, application approval, exceptions, or legal/lease conclusions.
- STOP AUTOMATION if sensitive personal data, IDs, payment details, insurance documents, disability/accommodation details, or third-party assistance documents are mentioned.
- STOP AUTOMATION if the requester is not clearly authorized to receive the account or paperwork status.
AI prompt for internal review
You are helping a property-management team review lease-signature and document-upload status before a resident/applicant reply is sent.
Use only verified source fields. Do not invent signature completion, approval, move-in clearance, payment receipt, insurance validity, ID acceptance, fee waivers, legal conclusions, key release, or policy exceptions.
Resident/applicant and unit: [paste]
Lease/application ID: [paste]
Signature status: [paste]
Document type and upload proof: [paste]
Readable/current/matches requirement: [paste]
Ledger/payment status: [paste]
Approval owner: [paste]
Move-in/key release status: [paste]
CRM labels/history: [paste]
Return:
1. Safe one-sentence acknowledgement.
2. Missing source checks.
3. Whether the document can be marked complete, needs review, or must stop.
4. Any sensitive-data or authorization concern.
5. STOP AUTOMATION triggers and manager/legal/compliance review notes.Use this inside a larger resident-response system
This checklist is a free companion resource from Horizon Flow. The paid Local Lead Rescue System expands this kind of source-card workflow into missed-call, resident-message, maintenance, quote follow-up, and CRM handoff templates with human-review guardrails.
Start with the free missed-lead checklist or browse the Horizon Flow resource hub.