Agents: a Leasing Agent and a Renewals Agent That Work Inside Your Limits
Answer prospects at any hour, follow up, remind applicants and ask residents about renewing — with every message disclosed, every act logged and anything sent in chat undoable.
Agents work for you on their own, inside limits you set. The leasing agent answers people who ask about your listings at any hour and follows up; the renewals agent asks residents whether they plan to renew. They are under Operations → Agents on the website and in Agents in the iPhone and Android apps, for landlords and management companies. Each one is off until you switch it on.
An agent never moves money, signs or agrees to anything, decides about a person, changes a rent or a lease, or states anything your records do not hold. Those always need somebody on your team.
The leasing agent
Answers people who ask about your listings, day or night, from each listing’s own details — and follows up so a good prospect does not go quiet.
- Reply to a question about a listing with facts from that listing — rent, size, availability, pets, parking and the rest — and say plainly what the listing does not record.
- Offer the open tour times from your own tour calendar, with the link to book one.
- Send one follow-up you wrote to a prospect who went quiet, or to a visitor who toured and has not applied.
- Remind an applicant of a step that is waiting on them — authorizing a background check, or a holding deposit you asked for.
What it will not do:
- It stops in a conversation the moment you or your team write in it.
- It never books, approves, declines or prices anything, and never promises what the listing does not say.
- It never writes to somebody who has blocked you, and never sends lease-signing reminders — those already go out from lease signing.
Its answers come from the listing itself — the rent, the size, when it is available, the pet policy, parking and the rest. Where the listing does not record something, the answer says so rather than guessing, and a person on your team picks it up. Open tour times come from your own tour calendar, and only for homes whose calendar is switched on.
| Setting | Unless you change it | Notes |
|---|---|---|
| Answer questions about listings | On | — |
| Give your team this long to reply first | 5 minutes (0–240) | Set 0 to answer at once. |
| Most answers in one conversation | 3 (1–10) | After this, the conversation waits for a person. |
| Offer open tour times | On | Only for homes whose tour calendar is switched on. |
| Follow up a prospect who went quiet | Off | — |
| After this many quiet days | 3 days (1–14) | — |
| What it says | Your own words (a starting text is filled in) | Up to 600 characters. It can fill in their first name, the home. |
| Follow up a visitor who has not applied | Off | Seayora already emails every visitor two hours after a tour; this is one more, later. |
| After this many days | 3 days (1–14) | — |
| What it says | Your own words (a starting text is filled in) | Up to 600 characters. It can fill in their first name, the home. |
| Remind applicants of a step waiting on them | Off | A background check to authorize, or a holding deposit you asked for. One reminder per step. |
| After this many days | 2 days (1–14) | — |
| Most messages a day | 25 (1–200) | Counted across everything this agent sends. |
The renewals agent
Asks each resident whether they plan to renew, early enough to plan — and records the answer for you.
- Ask a resident, by message, whether they plan to renew, a set number of days before their lease ends.
- Send one reminder if they have not answered.
- Record the answer they give on their own Home screen — renew, move out or not sure yet — with any note.
What it will not do:
- It never offers a renewal, a rent or a term — that is a renewal offer, which you send.
- It does not ask where a renewal offer is already open or a non-renewal notice has been served.
- An answer is a plan, not a notice: it does not end or extend a lease.
The resident sees the question as a card on their Home screen in the app and on the website, with three answers — I plan to renew, I plan to move out, not sure yet — and room for a note. They can change their answer until the lease ends. Their answer is a plan, not a notice: it does not renew or end the lease, and the card says so.
| Setting | Unless you change it | Notes |
|---|---|---|
| Ask this many days before the lease ends | 90 days (30–180) | — |
| Remind once after this many days | 7 days (3–30) | — |
| What it says | Your own words (a starting text is filled in) | Up to 600 characters. It can fill in their first name, the home, the lease end date. |
| Most messages a day | 25 (1–200) | — |
Switching an agent on
Switching an agent on shows you what it may and never does first. It never reaches back: it acts only on what happens from the moment you switch it on, so an enquiry that arrived yesterday is not answered today. Switch it off at any time and it sends nothing more.
Follow-ups, reminders and renewal questions wait for your message hours (set in Automations → Settings). Answers to a question go out at any hour — that is the point of them. Each agent has its own limit on messages a day; past it, the rest wait for tomorrow and the activity log says the limit was reached.
Every message says it was sent automatically
Each message an agent sends ends with a line saying it was sent automatically by your account’s Seayora assistant. A leasing answer adds that someone from your team will follow up. The agent stops in a conversation the moment you or your team write in it.
What the agents did, and undoing it
Activity lists everything an agent did or held back — who it was for, the home, the message exactly as it was sent, and why anything was not done. Filter by agent, or by what happened.
| Agent | What it did | Can it be undone? |
|---|---|---|
| Leasing agent | Answered a question | Yes — the message is unsent, for 48 hours |
| Leasing agent | Followed up a prospect | Yes — the message is unsent, for 48 hours |
| Leasing agent | Followed up a visitor | No — it is an email |
| Leasing agent | Reminded about a background check | Yes — the message is unsent, for 48 hours |
| Leasing agent | Reminded about a holding deposit | Yes — the message is unsent, for 48 hours |
| Renewals agent | Asked about renewing | Yes — the message is unsent and the question withdrawn, unless they have already answered |
| Renewals agent | Reminded about renewing | Yes — the message is unsent, for 48 hours |
A message can be unsent for 48 hours after it went out. An email cannot be taken back.
Renewal answers
Renewal answers shows every resident who was asked, their lease end date, their answer and any note — and how many are still waiting. You are told as soon as somebody answers. To act on an answer, send a renewal offer from Lease center → Renewals; the agent never offers one itself.
Your team and connected assistants
On a management company account, the team permission "Automations and agents" decides who can see the agents and who can switch them on, change their settings and undo what they did.
A connected assistant can read what your agents did and which are on (the agent_activity tool). It cannot switch an agent on, change its limits or undo anything — those are done in Seayora.
Related features and guides
- Team Roles & Permissions (RBAC) — Feature. Role-based access control with employee accounts, so leasing agents, maintenance staff, and bookkeepers each see only their scope. Every action is audit-logged.
- Voice Messages After Hours — Documentation. Have the voice messages residents and customers send you written out under the recording, let your automations act on the words, and answer a call that rings out with an invitation to leave a voice message.
- Student Housing: Leasing by the Bed, Academic Terms, Pre-Leasing and Roommate Matching — Documentation. Lease student housing by the bed in Seayora — academic terms, bed rates and equal monthly installments, holds for applicants, a pre-leasing board with pace and last-term comparison, returning residents, parent guarantors and opt-in roommate matching.
- Live Support, Callbacks & Tickets — Feature. In-app live support with a real agent queue, scheduled callbacks, support tickets, business-hours awareness, and satisfaction feedback on every interaction.
- In-Platform Messaging — Documentation. How to message tenants, landlords, managers, and service pros inside Seayora with a record of every conversation, send anything later at a time you choose, and draft a reply to an inquiry about your listing.
- Calendar & Scheduling — Feature. Schedule showings, inspections, site visits, and maintenance jobs on a shared calendar so field work and leasing activity stop colliding.