Add a resident.
Tasks build themselves.
A clean, scalable Airtable MVP where adding a resident automatically generates the full touchpoint sequence for the life of their lease. Move-in follow-up, 30-day review, 90-day check-in, mid-lease check-in, renewal outreach, lease expiration, all dated and queued the moment the lease starts. Extensibility built into the schema from day one (a Touchpoint Templates table) so adding a new touchpoint six months from now is a single row, not a rebuild.
Three failure modes most MVP builds miss.
Every "simple" resident tracker we audit ends up rebuilt within a year. Different shapes, same root cause: the build was fast, but the schema didn't anticipate growth.
Manual tracking misses touchpoints
Spreadsheets and calendar reminders work fine until you cross 100 residents. The 90-day check-in slips because the team forgets which residents hit day 90 this week.
Hardcoded systems can't grow
Building each touchpoint as a separate automation locks the schema in. Six months from now you want a Month 4 touchpoint and you're back rebuilding the whole base.
Most builds skip the views
A base with the right tables but the wrong views means your team can see everything except what they actually need to act on today. Dashboards win or lose on this.
Three tables. One templates pattern.
A clean Airtable base with three tables. The Resident table holds the lease-level data your team already manages (name, property address, move-in, lease end, status). The Touchpoint Templates table is the architectural move that makes this future-proof: each row defines one touchpoint (move-in follow-up, 30-day review, 90-day check-in, mid-lease, renewal outreach, lease expiration, anything you add later) with its offset days and whether it anchors to move-in or lease end. The Tasks table holds the auto-generated, dated touchpoints for each resident. When a new resident is added, one automation reads every active row in Templates and creates the corresponding Task records with calculated due dates. Adding a Month 4 or Month 8 touchpoint six months from now is a single row in Templates, no automation change, no rebuild. Four starter views (Due Today, Due This Week, Overdue, Upcoming Renewals) ship ready for the team day one.
What you get. Phase by phase.
Every phase ships with concrete deliverables you sign off on before the next begins. No vague "ongoing collaboration" hours, no mystery scope.
- 30 minute working session to finalize your initial touchpoint list (we can iterate later)
- Define the Resident, Touchpoint Templates, and Tasks table schemas in writing
- Confirm the AppFolio data flow you want preserved into Airtable (if any sync is needed)
- Sign-off on the schema before any base configuration begins
- Resident table with the fields you listed (Name, Property Address, Move-In, Lease End, Status)
- Touchpoint Templates table seeded with your initial set (move-in, 30-day, 90-day, mid-lease, renewal, expiration)
- Tasks table with Resident link, Touchpoint Type, Due Date, Status (Open / Completed), Notes
- Table relationships wired and verified with sample resident data before automation goes on
- Automation fires on Resident create, reads every active Touchpoint Template, generates Task records
- Due date calculation per template (offset days from move-in OR from lease end)
- Edge case handling: late add, missing lease end date, status changes mid-lease
- Sample resident added end-to-end to verify the full generation chain works before move-on
- Due Today view filtered to open tasks dated today across every resident
- Due This Week view sorted by date with grouping by property for team scanning
- Overdue view surfacing tasks the team missed so nothing stays buried
- Upcoming Renewals view filtered to leases ending in the next 60 days
- Brief Loom walking through the base, how the automation fires, what each view is for
- Written instructions for adding a new touchpoint template (the one-row extension pattern)
- Instructions for basic modifications (changing offset days, deactivating a touchpoint, renaming)
- Full ownership of the base, automation, and documentation transferred to you on day one
One week. Schema to handoff.
Each milestone ships a working layer of the base. Click any milestone to see exactly what is live by end of day.
Deliverables this milestone
- 30 minute working session completed, initial touchpoint list confirmed
- Resident, Touchpoint Templates, and Tasks schemas documented in writing
- AppFolio data flow decisions captured (Airtable scope vs preserved data)
- Written schema sign-off before any configuration touches the base
Deliverables this milestone
- Resident table live with every field you listed (Name, Property, Move-In, Lease End, Status)
- Touchpoint Templates table seeded with your starter set, each with offset and anchor
- Tasks table built with Resident link, Touchpoint Type, Due Date, Status, Notes
- Relationships wired and validated with sample resident data before automation goes on
Deliverables this milestone
- Automation firing on Resident create, generating Tasks from every active Template
- Due date calculation per template (offset days from move-in or lease end) verified
- Edge cases handled: late add, missing lease end date, mid-lease status changes
- Four starter views live: Due Today, Due This Week, Overdue, Upcoming Renewals
Deliverables this milestone
- Brief Loom walking through the base, automation, and views for your team
- Written instructions for adding a new touchpoint template (the one-row extension)
- Instructions for basic modifications (offset changes, deactivating, renaming)
- Full ownership of base, automation, and documentation transferred to you
Let's walk the base together.
A 30 minute call where I share my screen, open a sample Airtable base with the Templates pattern already wired, and we finalize your initial touchpoint list live. Bring the touchpoints you know you want plus the ones you're not sure about. Happy to walk through commercials on the call.