When someone is interested in renting one of your spaces, their inquiry lands in your Applications inbox as a rental interest. From there you can read it, reply, track where it stands, and — when you reach an agreement — convert it into an active rental. This article covers that inbound lead flow. Setting up the spaces themselves and billing occupants are covered separately (see Next Steps).
Feature availability: Rental interest is part of the Space Rentals add-on, available on the Core (Starter) plan and above. If you don't see a Rentals section or an Applications inbox, your organization may not have the add-on enabled — contact support before promising this workflow to your team.
Where Rental Interest Comes From
Prospective occupants submit interest through a public form. Leads can reach you from a few sources:
Your hosted rentals page — the public rentals page on your organization site, where people can express interest in a specific space or general interest in a space type.
An embedded interest form — the same form embedded on your own website.
The public API — if your plan includes API access and you've wired up a custom intake.
A submission can be tied to a specific space or logged as general interest when no particular space is chosen. When a new interest arrives, organization owners and admins are notified by email and in-app — no need to keep refreshing the inbox.
Viewing Your Applications Inbox
Go to Rentals > Applications
You'll see every rental interest, with the applicant, the space they're interested in (or "General interest"), the current status, and when it was received
Use the Status filter to narrow the list to New, Contacted, Converted, or Closed
A summary strip at the top shows your total applications, how many converted, and your conversion rate
Click any row to open the full detail view
The detail view shows the applicant's contact information, the space or space-type they're interested in, their move-in timeframe, intended use, and message — plus the full message thread between you and the applicant.
Understanding Statuses
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Each rental interest moves through a simple lifecycle:
New — just arrived, needs attention.
Contacted — you've replied. An interest moves here automatically the first time you send a reply.
Converted — turned into an active rental agreement (a milestone worth tracking).
Closed — no longer being pursued.
Responding to a Lead
Open the rental interest from the inbox
Read the applicant's message and details
Type your reply in the thread and send it
Your reply is emailed to the applicant and saved on the thread so you always have a record of the conversation. If the interest was still New, sending your first reply automatically advances it to Contacted.
Tip: Reply quickly while interest is high. The summary strip's conversion rate is a good gut-check on how well your follow-up is working.
Updating Status Manually
You can set an interest's status directly from the detail view — for example, marking a lead Closed when a prospect goes quiet or has chosen another space. Updating status keeps your inbox filters and conversion metrics accurate.
Following Up on Open Interests
Leads that sit in New or Contacted without movement are your follow-up queue. Filter the inbox by status to find them, and either send another reply or close the ones that have gone cold. Keeping this list tidy ensures your conversion rate reflects reality and nothing promising slips through.
Converting Interest into a Rental Agreement
When you've agreed terms with a prospect, you can link their interest to a rental agreement so it's marked Converted and counted in your metrics.
Create the rental agreement through the normal flow — add the space, the occupant, and the lease terms (see Managing Spaces & Agreements)
Link the new agreement to the rental interest to mark it Converted
The interest now shows Converted and stays linked to that agreement, so you have a clear line from first inquiry to signed occupant.
Note: Converting links to an agreement you've already created — it doesn't create the agreement for you. Set up the space, occupant, and lease terms first, then connect the interest.
Best Practices
Triage daily. Work the New column first so no lead waits long.
Keep replies in the thread. Every reply is logged and emailed — it's your record of what was promised.
Close dead leads. An honest inbox makes your conversion rate meaningful.
Capture space-specific interest. Leads tied to a specific space are easier to convert than general interest — keep your spaces published so prospects can pick one.
Troubleshooting
I don't see an Applications inbox or Rentals menu.
The Space Rentals add-on may not be enabled for your organization. Contact support.
No applications are arriving.
Make sure your rentals page is published and the interest form is enabled. New interests only appear once someone submits the form.
A lead's status won't go back to New after I replied.
That's by design — replying advances an interest to Contacted and won't downgrade a further-along status. Use the status control to set Closed when needed.
