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Move-in Check-in Coordination

Example prompt: "When I mark a tenancy as 'Signed — awaiting move-in' in our Google Sheet, schedule the inventory clerk for the tenancy-start day on the calendar, draft the deposit prescribed-information letter, draft the tenant welcome pack, and assemble the move-in folder in Drive for the property manager to review."

The Problem

A confirmed tenancy is the moment the office work goes from sales to operations and a dozen small things have to land in the same week. The inventory clerk has to be booked for the right day, the deposit has to be registered with the right scheme and the prescribed-information letter has to go out within the statutory window, the welcome pack has to tell the tenant where to pick up keys and how to read the meters, and the property manager has to remember which of these the office does and which the tenant does. Each tenancy is rare enough that the steps never quite settle into muscle memory, and the result is a Friday afternoon scramble where the prescribed-information letter goes out three days late or the clerk turns up on the wrong day because nobody confirmed the slot.

How GloriaMundo Solves It

We build a workflow that watches the tenancies sheet for the status flip to "signed, awaiting move-in" and walks every move-in pack in one pass. A code step allocates a move-in reference and dedupes on tenancy_id so a re-run produces the same artefacts rather than a second clerk booking. The workflow looks up the right inventory clerk for the region, finds a calendar slot on the move-in day or the working day before, and creates a tentative diary event without sending the invite — the manager phones the clerk to confirm the slot first. An LLM step drafts the deposit prescribed-information letter as a Drive doc, populated from the office's approved template (never composed from scratch — the wording has a fixed legal shape), and the tenant welcome pack as a Gmail draft. The Glass Box preview lets the manager see every artefact and every link before anything is created, and the workflow's reliance on existing template tabs keeps the prescribed-information wording within the office's approved phrasing.

Example Workflow Steps

  1. Trigger (integration): A Tenancies row's status changes to 'Signed — awaiting move-in' AND tenancy_start_date is within the next 14 days.
  2. Step 1 (integration): Dedupe on tenancy_id against the 'Move-in Coordination Log' tab; if a row exists with status not 'Cancelled', return the existing move_in_id and stop.
  3. Step 2 (code): Allocate the next move_in_id ('MV-[YYYY]-[5-digit sequence]') from the highest existing id.
  4. Step 3 (integration): Read the Properties and Inventory Clerks tabs and pick the clerk for the property's region (overridable per property).
  5. Step 4 (integration): Use Google Calendar to find a 90-minute slot on the clerk's diary on tenancy_start_date — fall back to the working day before; flag a clash to the manager if neither day is free.
  6. Step 5 (integration): Create a tentative Calendar event (not sent) and draft a Gmail to the clerk confirming the slot.
  7. Step 6 (llm): Draft the deposit prescribed-information letter as a Drive doc using the office's approved Standard Templates tab — never composed from scratch.
  8. Step 7 (integration): Draft the welcome-pack Gmail to the tenant with move-in date, key collection, meter-reading instruction, council-tax and contents-insurance notes.
  9. Step 8 (integration): Append a Move-in Coordination Log row and post one consolidated message in #move-ins.

Integrations Used

  • Gmail — drafts the welcome pack to the tenant and the slot-confirmation email to the clerk
  • Google Sheets — Tenancies, Properties, Inventory Clerks, Deposit Schemes, Move-in Coordination Log
  • Google Drive — the per-tenancy '/Lettings/Move-ins/' folder holding the prescribed-information letter doc
  • Google Calendar — tentatively books the clerk's 90-minute slot
  • Slack — the #move-ins channel for the morning batch summary

Who This Is For

Letting agents running residential portfolios where each move-in touches four parties (tenant, inventory clerk, deposit scheme, property manager) and where the prescribed-information statutory window makes a late letter a real compliance problem.

Time & Cost Saved

A move-in takes a property manager roughly forty-five to ninety minutes of co-ordination — booking the clerk, drafting the welcome pack, populating the prescribed-information letter, and chasing the inventory date. At ten move-ins a month that is a working day reclaimed, and the bigger win is the prescribed-information letter going out on time so the office is not exposed to a deposit-protection penalty under the Housing Act.