How Marketing Works

Caretaker creates advertisements for your properties, promotes them, and guides interested renters towards prequalification, booking a tour, and applying.

Caretaker Marketing handles many of the tasks required to match renters with homes by replacing manual communications with automation and self-service software.

Marketing processTraditional flowCaretaker
Post advertisementsManualAutomatic
Answer questions from inquirersManualAutomatic
Coordinate showing timesManualAutomatic
Provide an in-person tourManualSelf-guided
Gather application documentsManualAutomatic

Our technology

At the core of Marketing is the interactive property listing. Each listing tells prospective renters if they are qualified for the home, lets them schedule and reschedule viewings, and apply when they are ready. The underlying technology that makes this possible includes:

  • Dynamic qualification. Each listing displays a list of the rental requirements that changes based on what we know about the user.
  • Calendar coordination. Scheduling software finds a match between the times of the day that you have approved for self-service access and the prospective tenant's availability. Once they're ready to apply, the same checks are performed to make sure that their desired move-in date is available.
  • Smart lock integrations. Smart locks are connected to Caretaker's qualification system in order to limit access to small periods of the day and prequalified renters.

Understanding the process

Once a unit is listed, Automation and self-service software guide renters through each step of the leasing process.

Marketing - Statuses (JH).png

Marketing drives interest from and converts potential renters

Driving traffic

Once you have provided all of the required marketing information, units can be listed and unlisted depending on availability status. When listed, the unit will be searchable on:

  • Apartment App
  • Zillow
  • Trulia
  • Hotpads
  • Zumper

Only listings with available time windows for self-service access or hosted showings will be syndicated.

When an interested renter sees the listing on a third-party website they submit an inquiry on that site. Next, they receive an instant reply from the Apartment App team with instructions for next steps. they can ta When they do this we respond immediately with instructions for scheduling a viewing.


Renters move from Zillow to Apartment App. Click to view full-size image

You will see automated replies to renters in your inbox by default. To turn off this setting get in touch with us directly.


After arriving at the listing the prospect can find out if they're qualified and get authenticated for viewings.

If they choose a viewing time before verifying their identity they will be directed to the identity verification process and brought back to the listing to finish scheduling their appointment once they've been verified.

The remaining requirements aren't required at this point in the process.


Interested parties will select a time slot from a list of available viewing time slots on the listing and confirm their appointment.

We'll send them a confirmation email with details and non-sensitive access instructions. For self-tours, we make sure they know that their access code won’t be available until the viewing time slot begins.

They return to the listing page if they need to reschedule or cancel.

An hour before the viewing, they receive a reminder email and SMS and when the window starts we show them their unique access code.

Caretaker demo videos show you the steps renters take to schedule self-tours. Check them out.

Monitor and troubleshoot

Listings are designed to change their status from unpublished to published when a tenant gives notice or their lease ends. If something is block this from happening you will see a red alert in the Dashboard Home.

All Marketing activity is displayed as a live activity feed in the Marketing reports. See past and upcoming confirmed viewings and questions that have been asked.

Screen Shot 2022-01-13 at 5.21.27 PM.png

Marketing activity stream

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