ambacti
Explore workflows

TENANT REFERENCE COORDINATION · Workflow idea

Keep every reference request moving—and every decision with a person.

Give agents a consistent way to request and track references. Record responses, remind the former landlord when a reply is outstanding, and alert the agent when personal follow-up is needed.

Make it yours See how it works ↓
A Roman aqueduct taking shape from architectural sketch to marble.
A little structure. A clearer outcome.
Starts with
A reference request
Produces
A request record with its response and follow-up status, including reminders and an escalation to the agent when no response arrives on time.
Category
Sales

01 / The starting point

A clear request.
A useful direction.

An agent’s request with applicant, property, former landlord, and agent details

“Send a reference request to the former landlord, track whether they respond, and keep the agent informed when the request needs follow-up.”
An example request · Make it specific to your team.

02 / The work

6 tasks.
One useful outcome.

Collects reference requests and responses, tracks their status, and prompts follow-up when a former landlord has not responded.

  1. Submit a reference request

    Collect the applicant, property, former landlord contact, and agent details needed to begin.

  2. Record the request as pending

    Create a clear tracking record so the agent can see which references are awaiting a response.

  3. Ask the former landlord for a reference

    Send the former landlord the feedback form and associate their response with the correct request.

  4. Remind when a response is overdue

    After the configured waiting period, check whether the request is still pending and send a reminder when appropriate.

  5. Prompt agent follow-up

    Let the agent know when a reminder has been sent or the request has passed its escalation point.

  6. Record the response and outcome

    Attach submitted feedback to the matching request and flag any response that could not be matched or saved for a person to resolve.

03 / The result

Something useful.
Something to build on.

A request record with its response and follow-up status, including reminders and an escalation to the agent when no response arrives on time.

AmbactiWorkflow folio · 6 steps

Track tenant reference follow-ups

Sales · Example outcome

The handoff

A request record with its response and follow-up status, including reminders and an escalation to the agent when no response arrives on time.

Keep in mind

This process collects and tracks reference information; it does not assess an applicant or recommend a tenancy decision. Agents should review the response and make any decision themselves.

04 / Make it yours

Set the brief.
Set the standard.

A few choices shape the work around your team.

Prepare the reference tracker

Create fields for applicant and property details, landlord contact, agent, response, and request status.

Set up the landlord feedback form

Choose the questions the former landlord should answer and confirm that each response can be matched to its request.

Choose message owners and wording

Set the sender, agent alerts, and clear email copy for requests, reminders, and follow-up.

Agree on reminder and escalation timing

Choose when to remind a landlord and when an agent should take over. The source example uses a 48-hour reminder and an escalation after 49 hours.

Put your next idea to work.

Start with your brief. Make the process your own.

Explore more workflows ↗