Managing Rental Interest & Leads | Space Rentals

When someone wants to rent one of your spaces, their inquiry lands in Admin → Rentals → Applications. From there you read it, reply, track where it stands, and mark it converted when it becomes an agreement. This article covers that inbound flow and the waitlist that sits alongside it.

Availability: Space Rentals is included from the Studio plan up. See Plans and Pricing.

Opening your rentals to the public

Interest arrives through a public form, so the first step is deciding what the public sees. In your rentals settings, Public rentals offers four modes: off, an interest form only, your space listings only, or both. You can add intro text and choose whether rents are shown on the listings.

That gives you three ways for a lead to arrive:

Your hosted rentals page at /org/<your-slug>/rentals, headed Rent space at your organization, with Available spaces and Express interest sections.
An embedded form on your own website, using the snippet in your rentals settings.
The public interface, if you have wired up your own intake.

Someone can express interest in a specific space or in a space type generally. Owners and administrators are notified by email and in the app when one arrives, so you do not need to keep checking.

The Applications inbox

Go to Admin → Rentals → Applications. Each row shows the applicant, the space they asked about, the current status and when it arrived. A strip across the top shows your total applications, how many converted, and your conversion rate. Use the Status filter to narrow to New, Contacted, Converted or Closed.

Open a row for the applicant's contact details, the space or space type, their move-in timeframe, their message, and the full thread between you.

If someone asked about a space that was not actually available when they submitted, the inquiry is still kept and carries a note telling you to confirm current availability before you reply. You never lose a lead to a listing that changed underneath it.

Statuses

New just arrived and needs attention.
Contacted means you have replied. The first reply moves it here on its own.
Converted became a rental agreement.
Closed is no longer being pursued.

Replying

Open the interest, read it, then type your reply in the thread and send. The reply is emailed to the applicant and kept on the thread, so the record of what was offered lives with the lead rather than in someone's personal inbox. A New interest becomes Contacted when you send your first reply.

You can also set the status yourself from the detail view, which is how you close a lead that has gone quiet. Replying will not move a further-along status backwards.

Tip: Reply while interest is high. The conversion rate on the summary strip is a fair gut check on how well your follow-up is working.

Converting into an agreement

When you have agreed terms:

Create the rental agreement as usual, with the space, the occupant and the lease terms. See Managing Spaces and Agreements.
Convert the interest, which links it to that agreement and marks it Converted.

Converting links to an agreement you have created. It does not create one for you.

The waitlist

Separately from applications, Admin → Rentals → Waitlist holds people who want a particular kind of space when one comes free. Entries carry the space type, contact details and notes, and move through Waiting, Notified, Fulfilled and Canceled.

The waitlist is yours to maintain: entries are added by an administrator, not by the public form. Use it for the conversation that ends "nothing right now, but tell me when a studio opens up", so that promise is written down somewhere you will actually look.

Working the queue

Leads sitting in New or Contacted without movement are your follow-up list. Triage the new ones daily, chase the contacted ones once more, and close the rest. An honest inbox is what makes the conversion rate mean anything.

Leads tied to a specific space convert more often than general interest, so keeping your spaces published and current is the cheapest thing you can do for this queue.

Troubleshooting

No applications are arriving. Check your public rentals mode is set to show the interest form, and that your page or embed is reachable.

I do not see an Applications inbox. Space Rentals is included from the Studio plan up, and the page needs the matching permission on your role.

A lead will not go back to New. That is deliberate. Replying advances an interest and nothing downgrades it. Set it to Closed instead.

Next steps

For more help, contact support at support@craftedcall.com.