Lease Tracker Protocol

Purpose (Why we do this):

Horizon's lease tracker on the Source is used an audit tool, a reporting tool and a forecasting tool to verify correct lease information is being collected in Entrata. Accuracy in the lease tracker is key to accurate reporting in the Source and should be audited daily by the Leasing Manager or Property Manager. 

Policy (What you're supposed to do):

The lease tracker should be used like our old spreadsheet lease tracker and is designed to track information that generally applies to all Horizon properties. If there is something specific you need to track for your property you should do so in a separate doc. The lease tracker will populate with lease activity every 30 minutes so the Leasing Manager is to audit on a daily basis. Leases will push to the lease tracker when they are marked "lease approved" in Entrata. After the lease pushes to the lease tracker, all fields must be updated or completed. The lease tracker will populate the weekly report in the Source based on lease statuses beginning December 9, 2019. For this reason, all student sites must have their Source lease tracker audited and updated by Friday, December 6th. 

If you have questions about this, email training@horizonra.com. 

Procedure (HRA Way!):

The lease tracker is accessed on the Source through Flashboard > Combined Inputs > Lease Tracker. 

Primary lease data will populate on the main screen of the lease tracker. To view the detailed information of a lease click the pencil. 

All fields that are applicable to your property should be audited for correct information. If you change something in the lease tracker, PLEASE make sure you make the same change in Entrata.

Lease Primary Information are the HRA standard required fields that every community should be filling out.

Lease Secondary Information are the optional fields unless required by your Property or Regional Manager.

Status Definitions: statuses need to be updated at least 1x a day as they will feed the weekly totals the week of December 9th. 

• Renewal = Renewal
• Transfer = Renewal Transfer
• New = Prelease
• Cancel (Regenerate) = Canceled lease in Entrata to regenerate paperwork. Their new record will push over so they will have 2 lines on the tracker.  
• Cancel (Cancellation) = Cancellation
• Cancel (Transfer) = Prelease or Renewal that decided to transfer floorplans after signing lease. Their new record will push over so they will have 2 lines on the tracker. 
• Pending (Deposit) = "lease approved" in Entrata, but the lease is not being counted b/c a deposit still needs to be paid. This could be international students or leases that need to pay an additional deposit for a screening exception. 

Lease incentives need to be tracked on the Source. Please enter the $ value for their special in the input field as well as a description for all "other" incentives.