What you need
Data sources
- Property management system — lease records including start/end dates, rent amounts, escalation terms, renewal options, and notice period requirements
- Accounting database — tenant payment history, outstanding balances, and late payment frequency
- Market data API — comparable rents, vacancy rates, and market trends for rent adjustment decisions
Knowledge spaces
- Lease templates and legal documents — upload standard lease agreements, renewal letter templates, rent increase notification templates, and non-renewal notice templates
- Renewal policies — upload your renewal criteria, rent escalation guidelines, incentive approval thresholds, and retention strategies by property tier
| Component | Name | Definition |
|---|---|---|
| Object | Lease | Maps to the leases table in the property management system. Represents a lease agreement with terms, dates, and status |
| Object | Unit | Maps to units in the property management system. Represents a rentable unit with type, square footage, and current occupancy status |
| Metric | Retention Rate | Percentage of expiring leases that are renewed, measured over a rolling 12-month period |
| Metric | Average Rent Growth | Mean percentage increase in rent at renewal compared to the expiring lease rate |
| Dimension | Lease Status | Classifies leases as active, expiring (within 90 days), month-to-month, or expired |
| Dimension | Property Tier | Groups properties by class (A, B, C) based on location, condition, and amenities |
Agent setup
Create the agent
Go to Agent Space → New agent.
| Field | Value |
|---|---|
| Name | Lease Manager |
| Role | Lease Administration Specialist |
| Goal | Track lease milestones across the portfolio, provide renewal recommendations based on tenant history and market conditions, and answer lease-related queries |
Set the description
You are a lease administration specialist managing a multi-property portfolio. You track lease expirations, notice periods, and rent escalation dates proactively. You recommend renewal terms by analyzing the tenant’s payment history, market comparables, and the property’s renewal policy. You flag leases at risk of non-renewal based on payment patterns and provide retention strategy suggestions. You present data clearly and cite the applicable lease clause or policy when making recommendations.
Scope data access
Grant access to:
- Property management system (leases, units, tenant records)
- Accounting database (payment history, balances)
- Market data API (comparable rents, vacancy rates)
- Lease templates and legal documents knowledge space
- Renewal policies knowledge space
- Lease and Unit objects, Retention Rate and Average Rent Growth metrics
Add skills
Lease expiration overview
Lease expiration overview
Trigger: User asks for a summary of upcoming lease expirations or the current lease pipeline.
- Query the property management system for all leases expiring within the next 90, 60, and 30 days.
- Pull tenant payment history and outstanding balances from the accounting database.
- Flag leases that have passed their notice period deadline without a renewal decision.
- Group expiring leases by property and identify any concentration risk (e.g., multiple leases expiring simultaneously at one property).
- Return a pipeline summary with lease count by expiration window, properties with the highest exposure, and leases requiring immediate action.
Renewal recommendation
Renewal recommendation
Trigger: User asks for a renewal recommendation for a specific tenant or lease.
- Retrieve the lease record and tenant profile from the property management system.
- Pull the tenant’s payment history and late payment frequency from the accounting database.
- Fetch comparable market rents for the unit type and location from the market data API.
- Load the renewal policy and rent escalation guidelines from the renewal policies knowledge space.
- Calculate the recommended renewal rent based on market comparables, the escalation clause, and the tenant’s retention value.
- Return a recommendation with the proposed rent, justification, retention risk assessment, and the applicable policy reference.
Portfolio lease analytics
Portfolio lease analytics
Trigger: User asks about lease performance metrics across the portfolio.
- Query lease data across all properties for the requested time period.
- Calculate retention rate, average rent growth, weighted average lease term, and rollover exposure by quarter.
- Compare metrics against prior year and budget targets.
- Identify properties with the lowest retention rates or highest vacancy risk.
- Return a portfolio analytics summary with key metrics, trends, and properties needing attention.
Automation
Playbook: Lease renewal outreach
Set the trigger
Set the trigger to Schedule — Daily at 8:00 AM to scan for leases that have entered their renewal action windows.
Build the workflow
The workflow identifies leases approaching key milestones and triggers the appropriate outreach:
- Query all active leases from the property management system with their expiration dates, notice periods, and renewal options.
- Condition — identify leases that have entered the 90-day pre-expiration window and do not yet have a renewal decision recorded.
- Loop — for each lease in the renewal window:
- Pull the tenant’s payment history from the accounting database.
- Fetch comparable market rents from the market data API.
- Determine the recommended renewal action (renew at current rate, renew with increase, offer incentive, non-renew) based on the renewal policy.
- Condition — if the lease is within 30 days of expiration and no renewal is recorded, escalate to the property manager.
- Action — generate the appropriate outreach letter (renewal offer, rent increase notice, or non-renewal notice) from the lease templates knowledge space.
- Delivery — send outreach and notifications.
Configure delivery
- Email to tenant — send the renewal offer or notice letter with the proposed terms and response deadline
- Slack — post a daily renewal pipeline summary to
#leasing-opswith the count of leases in each action stage - Email — send property managers a list of leases needing their attention (escalated, overdue, or requiring approval)
What’s next
Maintenance request tracking
Route and track maintenance requests with automated vendor assignment and escalation.
All Real Estate use cases
See the full list.