How Do I Qualify Rental Prospects?

Qualifying rental prospects is essential for property managers. You need to identify serious leads who meet your criteria before investing time in tours and applications. Propel automates the qualification process by asking relevant questions, gathering information, and tracking qualification status throughout the conversation. This helps you focus on qualified prospects while still providing excellent service to all inquiries.

This guide explains how Propel qualifies rental prospects, what information it gathers, how to configure qualification criteria, and best practices for optimizing your qualification process.

What Is Prospect Qualification?

Prospect qualification is the process of determining whether a rental prospect meets your criteria and is a serious, qualified lead. Qualification helps you:

• Identify serious leads - Focus on prospects who are ready to rent
• Save time - Avoid spending time on unqualified prospects
• Improve conversion rates - Better qualified leads convert at higher rates
• Streamline workflow - Automatically route qualified vs unqualified leads

Propel automates qualification by asking questions naturally during conversations and tracking qualification status automatically.

How Propel Qualifies Prospects

Propel's qualification process works automatically throughout the conversation:

Automatic Question Asking

Propel asks qualifying questions naturally as part of the conversation:

1. Incorporates questions into responses - Questions feel like part of a natural conversation, not an interrogation
2. Listens to responses - Understands what prospects say and extracts relevant information
3. Follows up intelligently - Asks follow-up questions based on previous responses
4. Tracks information - Records all qualification data in engagement notes

Example Qualification Flow:

Prospect: "I'm interested in the 2-bedroom apartment at 123 Main Street."

Propel: "Hi! Thanks for your interest. The unit is available starting March 1st for $2,200/month. When are you looking to move in?"

Prospect: "I need to move in by March 15th."

Propel: "Perfect, that timing works well. How many people will be living in the unit?"

Prospect: "Just me and my partner."

Propel: "Great! Do you have any pets?"

Prospect: "Yes, I have a small dog."

Propel: "Good news - this property allows pets with a $300 pet deposit. What's your monthly budget for rent?"

This natural conversation flow gathers all qualification information without feeling like a formal application.

Information Propel Gathers

Propel automatically gathers these qualification criteria:

Move-In Timeline

• Desired move-in date - When the prospect needs to move in
• Flexibility - How flexible they are with move-in dates
• Urgency - Whether they need to move in urgently

Why it matters: Prospects with specific, near-term move-in dates are more serious than those "just looking" months in advance.

Budget and Income

• Monthly rent budget - What they're looking to spend
• Income information - Employment status and income level
• Affordability - Whether they can afford the property

Why it matters: Prospects who can't afford the property won't convert, so qualifying on budget saves time.

Property Preferences

• Bedrooms and bathrooms - Size requirements
• Location preferences - Neighborhood or area preferences
• Amenities - Must-have features (parking, laundry, etc.)
• Lease term - Preferred lease length

Why it matters: Understanding preferences helps match prospects with the right properties.

Pet Information

• Pet ownership - Whether they have pets
• Pet type and size - What kind of pets they have
• Pet policy compliance - Whether their pets meet property restrictions

Why it matters: Pet policies are often deal-breakers, so qualifying early prevents wasted tours.

Occupancy

• Number of occupants - How many people will live in the unit
• Relationship status - Whether it's a single person, couple, or family
• Age of occupants - If relevant for property restrictions

Why it matters: Occupancy affects property suitability and lease terms.

Credit and Background

• Credit check status - Whether they're willing to undergo credit checks
• Background check status - Whether they're willing to undergo background checks
• Previous rental history - If they mention previous rentals

Why it matters: Credit and background checks are standard requirements, so prospects should be prepared for them.

Qualification Criteria Configuration

You can configure qualification criteria in Propel to match your requirements:

Setting Qualification Standards

Define what makes a qualified prospect in your organization:

Income Requirements:

• Minimum income-to-rent ratio (e.g., 3x monthly rent)
• Employment verification requirements
• Income source requirements (W-2, self-employed, etc.)

Credit Requirements:

• Minimum credit score threshold
• Credit check requirements
• Co-signer policies for low credit scores

Move-In Timeline:

• Preferred move-in date range (e.g., within 30-60 days)
• Maximum advance notice (e.g., not more than 90 days out)
• Urgency indicators (e.g., immediate need is higher priority)

Property-Specific Criteria:

• Bedroom/bathroom requirements
• Pet policy compliance
• Occupancy limits
• Amenity requirements

Configuring Qualification in Rules

Use automation rules to define qualification criteria:

Example Rule 1: Income Qualification

When a prospect provides income information:
- If income is 3x or more of monthly rent, mark as qualified
- If income is 2-3x monthly rent, mark as conditionally qualified
- If income is less than 2x monthly rent, explain requirements and suggest alternatives

Example Rule 2: Move-In Date Qualification

When a prospect provides move-in date:
- If move-in date is within 30 days, mark as high priority and qualified
- If move-in date is 30-60 days out, mark as qualified
- If move-in date is more than 90 days out, mark as low priority

Example Rule 3: Pet Qualification

When a prospect mentions pets:
- If property allows pets and pet meets restrictions, continue qualification
- If property doesn't allow pets, explain policy and suggest pet-friendly alternatives
- If pet doesn't meet restrictions (e.g., breed restrictions), explain and offer alternatives

For detailed rule configuration, see Rule Conditions and Triggers.

Tracking Qualification Status

Propel automatically tracks qualification status:

• Qualified - Prospect meets all your criteria
• Conditionally Qualified - Prospect meets most criteria but may need exceptions
• Unqualified - Prospect doesn't meet key criteria
• In Progress - Qualification information is still being gathered

Qualification status is visible in:

• Engagement notes - Detailed qualification information
• Pipeline stages - Qualified prospects may move to different stages
• Contact records - Qualification status is tracked per contact

Qualification Workflow

Here's how qualification typically flows in Propel:

Stage 1: Initial Inquiry

When a prospect first inquires:

1. Propel responds - Sends initial response with property information
2. Asks first question - Begins qualification with a natural question (e.g., "When are you looking to move in?")
3. Creates engagement - Starts tracking the conversation
4. Sets status - Marks qualification as "In Progress"

Stage 2: Information Gathering

As the conversation continues:

1. Propel asks questions - Gathers qualification information naturally
2. Listens to responses - Extracts relevant information from prospect replies
3. Updates notes - Records qualification data in engagement notes
4. Matches properties - Suggests properties that meet their criteria

Stage 3: Qualification Assessment

Once enough information is gathered:

1. Propel evaluates - Compares prospect information against your criteria
2. Determines status - Marks prospect as qualified, conditionally qualified, or unqualified
3. Takes action - Routes qualified prospects to tours, unqualified to alternatives
4. Updates pipeline - Moves prospect to appropriate pipeline stage

Stage 4: Qualified Prospect Handling

For qualified prospects:

1. Propel offers tour - Suggests scheduling a property tour
2. Provides application info - Shares application requirements and process
3. Hands off if needed - Routes to leasing agent for high-value properties
4. Follows up - Maintains engagement until tour or application

Stage 5: Unqualified Prospect Handling

For unqualified prospects:

1. Propel explains - Politely explains why they may not qualify
2. Suggests alternatives - Offers properties that might be a better fit
3. Provides information - Shares qualification requirements for future reference
4. Maintains relationship - Keeps door open for future inquiries

Common Qualification Scenarios

Scenario 1: Income Qualification

Situation: A prospect inquires about a $2,200/month property but their income is $4,000/month (less than 2x rent).

How Propel Handles It:

• Recognizes income may be insufficient
• Asks about additional income sources or co-signers
• Explains income requirements (typically 3x monthly rent)
• Suggests lower-priced properties that fit their budget
• Maintains engagement in case their situation changes

Scenario 2: Credit Check Concerns

Situation: A prospect mentions they have poor credit but are interested in applying.

How Propel Handles It:

• Acknowledges their concern
• Explains credit check requirements
• Asks about co-signer availability
• Explains your co-signer policy (if applicable)
• Suggests properties with more flexible credit requirements (if available)

Scenario 3: Pet Policy Mismatch

Situation: A prospect with a large dog inquires about a property that only allows small pets.

How Propel Handles It:

• Checks property pet policy
• Explains the restriction politely
• Suggests pet-friendly properties that allow large dogs
• Maintains engagement to help find a suitable property

Scenario 4: Move-In Date Too Far Out

Situation: A prospect wants to move in 6 months from now, but you prefer tenants moving in within 30-60 days.

How Propel Handles It:

• Acknowledges their timeline
• Explains that availability may change for dates that far out
• Offers to keep them informed about availability closer to their move-in date
• Suggests they check back 60-90 days before their desired move-in date
• Maintains contact for future opportunities

Scenario 5: Multiple Occupants

Situation: A prospect wants a 1-bedroom for 3 people, but your properties have occupancy limits.

How Propel Handles It:

• Acknowledges their needs
• Explains occupancy limits (typically based on local regulations)
• Suggests 2-bedroom properties that accommodate 3 people
• Helps find a property that meets both size and occupancy requirements

Best Practices for Qualification

Ask Questions Naturally

Propel asks qualification questions as part of natural conversation, but you can optimize this by:

• Reviewing sample conversations - Check how Propel asks questions in practice
• Adjusting question timing - Ensure questions come at appropriate points
• Customizing question phrasing - Match your brand voice and style

Set Realistic Criteria

Qualification criteria should be:

• Achievable - Criteria that are too strict will eliminate too many prospects
• Clear - Prospects should understand what's required
• Flexible when appropriate - Some criteria may have exceptions
• Property-specific - Different properties may have different requirements

Track Qualification Metrics

Monitor qualification performance:

• Qualification rate - Percentage of prospects that qualify
• Time to qualify - How long it takes to gather qualification information
• Conversion by qualification status - Do qualified prospects convert better?
• Common disqualifiers - What criteria most often disqualify prospects?

Handle Unqualified Prospects Gracefully

Even unqualified prospects deserve excellent service:

• Explain politely - Don't just reject, explain why
• Offer alternatives - Suggest properties that might work
• Maintain relationship - Keep door open for future inquiries
• Provide value - Share helpful information even if they don't qualify

Optimize Over Time

Continuously improve qualification:

• Review qualification criteria - Are your standards appropriate?
• Analyze conversion data - Do qualified prospects actually convert better?
• Adjust rules - Refine automation rules based on results
• Test different approaches - Experiment with question phrasing and timing

Qualification and Automation Rules

You can create automation rules that respond differently based on qualification status:

Rule: Qualified Prospect Routing

When a prospect is qualified:
- Offer to schedule a tour immediately
- Provide application information
- For properties over $3000/month, hand off to senior leasing agent
- Send automatic follow-up if they don't respond within 24 hours

Rule: Unqualified Prospect Handling

When a prospect is unqualified:
- Explain qualification requirements politely
- Suggest alternative properties that might fit
- Offer to keep them informed about future opportunities
- Maintain engagement for potential future qualification

Rule: High-Priority Qualified Prospects

When a qualified prospect has:
- Move-in date within 14 days AND
- Income 4x or more monthly rent AND
- Property price over $2500/month

Then:
- Respond immediately with tour availability
- Hand off to senior leasing agent
- Require approval before sending (for quality control)
- Send priority notification to team

For detailed rule configuration, see Creating Your First Rule and Advanced Rule Configuration.

Qualification Data and Reporting

Propel tracks qualification data that you can use for reporting and optimization:

Qualification Metrics

Qualification Rate:

• Percentage of prospects that meet your qualification criteria
• Tracked by lead source, property type, and time period

Time to Qualify:

• Average time from first inquiry to qualification determination
• Helps identify bottlenecks in qualification process

Conversion by Qualification Status:

• Do qualified prospects convert at higher rates?
• Helps validate qualification criteria effectiveness

Using Qualification Data

Use qualification data to:

• Optimize criteria - Adjust qualification standards based on conversion data
• Identify patterns - Find common characteristics of qualified vs unqualified prospects
• Improve questions - Refine qualification questions based on what works
• Allocate resources - Focus follow-up efforts on qualified prospects

Troubleshooting Qualification

Qualification Information Not Being Gathered

Possible causes:

• Prospects not answering questions
• Questions not being asked
• Information not being extracted from responses

Solutions:

1. Review sample conversations to see how questions are being asked
2. Check if prospects are responding to qualification questions
3. Verify that Propel is extracting information from responses correctly
4. Adjust question phrasing or timing if needed

Qualification Status Not Updating

Possible causes:

• Qualification rules not configured
• Information insufficient for qualification determination
• Rules not triggering correctly

Solutions:

1. Verify qualification rules are configured in Settings > Rules
2. Check engagement notes to see what information has been gathered
3. Review rule conditions to ensure they're triggering correctly
4. Manually update qualification status if needed

Too Many/Few Qualified Prospects

Possible causes:

• Qualification criteria too strict or too lenient
• Criteria not matching market conditions
• Rules not configured correctly

Solutions:

1. Review qualification criteria and adjust if needed
2. Analyze conversion rates to see if criteria are appropriate
3. Test different qualification standards
4. Consult with team about realistic qualification expectations

Related Articles

• Property Management Workflow: From Inquiry to Lease - See how qualification fits into the complete workflow
• Automating Rental Inquiries from Zillow, Apartments.com, and Other Portals - How Propel qualifies portal leads
• Creating Your First Rule - Set up qualification rules
• Rule Conditions and Triggers - Configure qualification conditions
• Managing Contacts - View qualification information in contact records
• Understanding Engagements - See how qualification is tracked in engagements