Overview
When staff add a note to a lead, it also appears on their Notes tab on the Tenant record, with its original author and date. Staff enter the note once instead of copying it onto the record by hand.
What is a Lead
A lead is a record for a prospect. A prospect is someone who wants to rent a unit but has not rented yet. Staff use a lead to follow the sale, and each lead is linked to one prospect. All leads are managed on the Leads page at the Facility level.
Here is an example: A prospect calls a facility. She is moving from a two-bedroom flat and thinks a 10x10 unit will fit. Drive-up access is important to her, and she asks about a first-month discount.
Staff open the Create New Lead window under Leads and enter her contact information along with the unit she's interested in. This creates a Lead profile.
The Create New Lead window
When a prospect moves into a unit at the facility, their status automatically changes from Lead to Tenant. Since the lead is no longer active in that pipeline, their Lead profile becomes an archival record of the sales process rather than one needing further follow-up.
The Notes Section under a Lead profile
That is why staff use the Notes section under Leads to point out the outcome of the sales process. For example, a note "Tenant has moved in." confirms the prospect successfully became a tenant.
ℹ️ Info: When a lead is closed as won and becomes a tenant, this note is automatically carried over into the Tenant Notes on their new profile - keeping context intact across the transition.
What Is a Tenant Note
A Tenant note is a note that staff keep on the Tenant record. It contains useful details about the tenant that the whole team may need later. To open them, staff go to Tenants, select and open a tenant, and click the Notes tab.
The Tenant Notes tab
Tenant notes give a team a shared tenant history. A facility often has different staff on different shifts. A note lets the next person see what happened before, without asking the tenant again.
Staff rely on tenant notes in many everyday situations, such as:
A phone call or a visit - what the Tenant asked for, or what was agreed.
A special arrangement - for example, a payment plan or a promised repair.
A complaint or a problem - what happened, and how staff handled it.
A reminder for the rest of the team - something to check or follow up later.
How do Lead Notes Work
When staff add a note to a lead profile, that note also appears on the Tenant's Notes tab at the same facility. Staff enter the note once and do not copy it onto the record by hand.
Lead profile notes appear in the same list as the record's own notes. The Notes tab shows a Source column, and a Note that came from a lead profile shows Lead in that column. This lets staff tell a lead note apart from a note created directly on the record at a glance.
A Lead profile's note, carried over to Tenant Notes
Each lead note keeps its original author and its original date and time. The date shown is the day the note was written on the lead profile, not the day it appeared on the record.
What Do Notes Belong To
Notes belong to a tenant, not to a unit. A tenant can rent more than one unit over time, and the notes do not depend on which unit they rent.
If a tenant moves from one unit to another, their notes stay with them. The note history follows the tenant, not the unit. The same is true for a former tenant who rents again at the facility. Their earlier notes are still on their record.