Admin · Move Coordinator

Move-In / Move-Out Coordinator

Loading dock reservations · key handoff · welcome packet trigger · damage walkthrough · deposit refund. One workflow per move event. Front desk + manager + owner stay in sync.

7Moves scheduled · 30d

3In progress today

1Damage report open

14Completed YTD

$1,240Deposits held

Active & upcoming moves

Property · unit	Type	Mover	Move date	Loading dock	Status
Plaza Tower · #702	Move-in	Tomás Rivera (tenant)	May 1, 2026 · 9 AM – 1 PM	✓ Reserved · Bay 2	Welcome packet sent · 100% complete	Open →
Plaza Tower · PH3	Move-in (furniture only)	Avery Lee · Wayfair delivery	May 12 · 4 PM – 6 PM	✓ Reserved · Bay 1	Pre-confirmed	Open →
Tallahassee Center · #312	Move-out · suspected violation	Withheld	May 5 · est.	—	⚠ Lease investigation	Open →
Camellia Oaks · B-12	Move-out · tenant turnover	Existing tenant	May 30 · 10 AM – 2 PM	n/a · low-rise	Walkthrough scheduled May 31	Open →
Plaza Tower · #208	Move-in (new tenant)	To be named	Jun 1 · est.	To reserve	⏳ Lease pending owner submit	Open →
The Lakes · D11	Move-in (new owner)	Closing date Apr 30	Estimated week of May 5	n/a · single-family	Welcome packet scheduled · estoppel paid Apr 27	Open →

Move-in workflow · Plaza Tower #702 · drill-down

Tenant Tomás Rivera moves in May 1. 22-section welcome packet completed. 11-day timeline shown.

T-11d

Lease received from owner

T-10d

Welcome packet sent

T-7d

Loading dock reserved

T-3d

Welcome packet completed

T-1d

Front desk briefed · keys ready

T-0

Move day · keys handed off · vehicle registered

T+3d

Manager check-in call

Pre-move

Welcome packet automation

System auto-sends the 22-section welcome packet 10 days before scheduled move. 3-day reminder fires if not started · 5-day if not progressing · 7-day escalation to manager.

Pre-move

Loading dock reservation

Auto-suggested 4-hour window in AppFolio amenity calendar. Conflict detection. Confirmation email to mover + concierge briefed.

Move day

Front desk briefed

Concierge sees the move scheduled in their feed. Keys/fobs prepared in advance per Welcome Packet "Release of Keys" form. ID verification on arrival.

Move day

Vehicle + parking spot

Vehicle make/plate captured during welcome packet. Parking spot assignment confirmed. Kleman card purchase reminder if applicable.

Post-move

Damage walkthrough

For move-out: front desk + manager walks the unit common-areas (hallway, elevator, lobby paint scuffs) within 24h. Photos go to Drive. Charges any damage from the security deposit.

Post-move

Deposit refund (move-out)

If no damage, security deposit refunded via the Reimburse Owner workflow within 30 days of move-out. Refunds > $1k get BOD signoff per governing docs.

Move-out checklist · in progress · Camellia Oaks B-12

✓30-day vacate notice received from ownerApr 30

✓Loading dock reservation confirmed (n/a · low-rise)—

✓Forwarding address collectedMay 30

○Common-area walkthrough (lobby, hallway, parking spot)May 31 scheduled

○Keys/fobs returned + countedMay 30 at front desk

○Vehicle parking spot vacated · Kleman card returnedMay 30

○AppFolio profile inactivated · forwarding mail enabledWithin 7d

○Final ledger reconciled · no unpaid balancesWithin 14d

○Security deposit refund processed (if no damage)Within 30d · governs §83.49

Why this exists: moves are when most "small things" go wrong — keys not returned, vehicle still in spot, lobby damage from moving truck, security deposit dispute. This workflow sequences all of it so nothing slips. Each move generates a clean audit trail useful for both the owner and any future dispute.