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#landlord-toolbox/lease-agreement-audit-ai/

14 Mar 05:19
@timrohan timrohan
v3.5.0
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I can’t directly push this step map into a specific HubSpot form for you, but I can translate it into exact sections/steps and labels you can apply to:

Form:
VIVIA Rentals Landlord & Employee Onboarding Form (March 8, 2026 6:03:57 AM EDT)

Below is the clean “forwarded” structure you can mirror in that form. Use this as your authoritative step list when editing the form.

Recommended Step Layout for
VIVIA Rentals Landlord & Employee Onboarding Form

You can add/rename steps in the form editor to match these labels:

  1. Landlord Contact Capture
  2. Initial Landlord Intake
  3. Landlord Signup & Profile Setup
  4. Account Signup (TurboTenant & VIVIA Portal)
  5. Property Setup & Address Details
  6. Leasing Basics & Rent Settings
  7. Permissions, Policies & Occupancy
  8. Utilities, Amenities & Appliances
  9. Climate Systems (Air Conditioning & Heating)
  10. Laundry & Parking Configuration
  11. Listing Content & Media
  12. Application & Listing Plan
  13. Listing Publication & Syndication Channels
  14. Showing Scheduling & Redirect
  15. Tenant Applications & Screening
  16. Owner Dashboard & Subscription Management
  17. Follow-up & Communication Workflows
  18. Internal – Subscription Plan
  19. Internal – Lead Source & Onboarding Status
  20. Internal – Signup Stage & Compliance
  21. Final Submission & Global Redirect

How to apply this to the VIVIA Rentals Landlord & Employee Onboarding Form

In the form editor for that specific form:

Open:

  • Marketing > Forms (or Service > Forms)
  • Edit: “VIVIA Rentals Landlord & Employee Onboarding Form (March 8, 2026 6:03:57 AM EDT)”

In the steps/sections panel:

  • Rename your current steps to match where appropriate (e.g., your existing first step → 1. Landlord Contact Capture).
  • Insert new steps with the labels above in the correct order.

For each new step, add fields:

  • Step 3 – 3. Landlord Signup & Profile Setup

    • Landlord profile type
    • Units owned/managed
    • Experience managing rentals
    • How did you hear about us?
    • Hidden: hubspotproductupdates_url

  • Step 4 – 4. Account Signup (TurboTenant & VIVIA Portal)

    • Sign-up method
    • First name, Last name, Email
    • (Optional) Password
    • Hidden: viviashopifyurl, turbotenantsignupurl

  • Step 5 – 5. Property Setup & Address Details

    • Property type, Room rentals
    • Street, Unit, City, State, ZIP
    • Beds, Baths, Square ft, Year built
    • Hidden: propertyname / propertyslug

  • Step 6 – 6. Leasing Basics & Rent Settings

    • Lease term, Date available
    • Target rent, Target deposit
    • Rent collection methods

  • Step 7 – 7. Permissions, Policies & Occupancy

    • Smoking, Pets + pet types, Occupancy limit, Renter’s insurance

  • Step 8 – 8. Utilities, Amenities & Appliances

    • Utilities paid by landlord
    • Amenities
    • Appliances

  • Step 9 – 9. Climate Systems (Air Conditioning & Heating)

    • AC? + type(s)
    • Heating? + type(s)

  • Step 10 – 10. Laundry & Parking Configuration

    • Laundry option
    • Parking spaces + type(s)
    • Parking notes

  • Step 11 – 11. Listing Content & Media

    • Property title
    • Property description
    • Photo upload (3–10 images)

  • Step 12 – 12. Application & Listing Plan

    • Plan (Free / Essentials / Paid)
    • Application fee (default 75)
    • Hidden payment_link

  • Step 13 – 13. Listing Publication & Syndication Channels

  • Step 14 – 14. Showing Scheduling & Redirect

  • Step 15 – 15. Tenant Applications & Screening

    • Screening status
    • Verification checklist
    • Hidden: turbotenantscreeningurl, access code flags

  • Step 16 – 16. Owner Dashboard & Subscription Management

    • Notification channels
    • Subscription status
    • Hidden: Stripe dashboard product URL

  • Step 17 – 17. Follow-up & Communication Workflows

    • Follow-up template
    • Notification triggers
    • Channels (Email/SMS/Slack)
    • Hidden: support email alias; use tokens like {{contact.firstname}}, {{propertyslug}}, {{tenantname}}

  • Steps 18–21

    • Keep your existing internal fields and logic; just rename the steps to the labels above so it’s consistent.

If you want, you can paste the current step titles for that specific form, and I’ll return a short “Current → New Label” mapping table tailored exactly to that form’s existing structure.
download (1)
TurboTenant_Property_Automation.csv
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Full Changelog: https://github.com/AP-ILLINOIS-MANAGEMENT-LLC/viviarentals-content/commits/v3.5.0

Full Changelog: https://github.com/AP-ILLINOIS-MANAGEMENT-LLC/viviarentals-content/commits/v3.5.0

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Use this **dynamic listing URL** with tracking:

13 Mar 21:32
@timrohan timrohan
v1
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Use this **dynamic listing URL** with tracking:

{
"utm_source": "vivia-rentals",
"utm_medium": "referral",
"utm_campaign": "landlord-signup",
"utm_content": "list-property-free",
"referral_id": "aFabJ32N4bZJcOK7lFeZ201"
}

Below is a clean reusable version of your automation with HubSpot personalization tokens, UTM tracking, and dynamic variables so it works across email, Slack alerts, Stripe metadata, and property links.

1️⃣ HubSpot Personalized Property URL Template

Use this dynamic listing URL with tracking:

https://rental.turbotenant.com/p/{{contact.property_slug}}/{{contact.property_id}}?
utm_source={{site_source_name}}&
utm_medium={{placement}}&
utm_campaign={{campaign.id}}&
utm_content={{ad.id}}&
adset_name={{adset.id}}&
campaign_id={{campaign.id}}

Example result generated automatically:

https://rental.turbotenant.com/p/1920-cherry-bark-ln-300-forney-tx/2402148

2️⃣ Reusable HubSpot Email Template

Subject:

{{contact.firstname}}, publish your rental property across dozens of websites

Email body (automation ready):

Hello {{contact.firstname}},

Welcome to VIVIA Rentals.

Your landlord account has been created and your property listing is ready to finish setup.

In less than 10 minutes you can publish your rental property across dozens of listing websites and start receiving tenant applications.

Finish setting up your property here:

https://turbo.viviarentals.com/list-your-property-with-zillow-viviascreening

Once completed your listing will automatically appear on major rental networks including:

• Zillow
• Zumper
• Partner rental listing platforms
• Additional syndication channels

After publishing you will begin receiving tenant applications and screening reports directly in your dashboard.

Your property listing link:

https://rental.turbotenant.com/p/{{contact.property_slug}}/{{contact.property_id}}

If you need assistance our team is here to help.

Support: support@turbo.viviarentals.com

Thank you for using VIVIA Rentals.

VIVIA Rentals Team

3️⃣ Slack Notification (Automation Alert)

Use this for HubSpot → Slack workflow notifications

{
  "text": "🏡 New Landlord & Property Activity",
  "blocks": [
    {
      "type": "header",
      "text": {
        "type": "plain_text",
        "text": "🏡 Landlord Signup + Property Alert",
        "emoji": true
      }
    },
    {
      "type": "section",
      "fields": [
        {
          "type": "mrkdwn",
          "text": "*👤 Name:*\n{{contact.firstname}} {{contact.lastname}}"
        },
        {
          "type": "mrkdwn",
          "text": "*📧 Email:*\n{{contact.email}}"
        },
        {
          "type": "mrkdwn",
          "text": "*📞 Phone:*\n{{contact.phone}}"
        },
        {
          "type": "mrkdwn",
          "text": "*🏠 Units:*\n{{contact.number_of_units}}"
        },
        {
          "type": "mrkdwn",
          "text": "*🔗 Signup Page:*\n<{{Signup_Link}}|View Signup>"
        },
        {
          "type": "mrkdwn",
          "text": "*💳 Stripe ID:*\n{{contact.stripe_customer_id}}"
        }
      ]
    },
    {
      "type": "divider"
    },
    {
      "type": "section",
      "fields": [
        {
          "type": "mrkdwn",
          "text": "*📍 Address:*\n{{contact.property_address}}"
        },
        {
          "type": "mrkdwn",
          "text": "*🏙 City/State/Zip:*\n{{contact.city}}, {{contact.state}} {{contact.zip}}"
        },
        {
          "type": "mrkdwn",
          "text": "*💰 Rent:*\n${{contact.monthly_rent}} / month"
        },
        {
          "type": "mrkdwn",
          "text": "*👤 Listed By:*\n{{contact.firstname}} {{contact.lastname}}"
        },
        {
          "type": "mrkdwn",
          "text": "*📧 Listing Email:*\n<mailto:{{contact.email}}|Email Landlord>"
        }
      ]
    },
    {
      "type": "actions",
      "elements": [
        {
          "type": "button",
          "text": {
            "type": "plain_text",
            "text": "View Property"
          },
          "url": "https://rental.turbotenant.com/p/{{contact.property_slug}}/{{contact.property_id}}"
        },
        {
          "type": "button",
          "text": {
            "type": "plain_text",
            "text": "View in HubSpot CRM"
          },
          "url": "https://app.hubspot.com/contacts/{{portal_id}}/contact/{{contact.hs_object_id}}"
        },
        {
          "type": "button",
          "text": {
            "type": "plain_text",
            "text": "Stripe Profile"
          },
          "url": "https://dashboard.stripe.com/customers/{{contact.stripe_customer_id}}"
        }
      ]
    }
  ]
}

4️⃣ Stripe Metadata Version (Reusable)

Use the same variables inside Stripe subscription metadata:

{
"landlord_name": "{{contact.firstname}} {{contact.lastname}}",
"landlord_email": "{{contact.email}}",
"property_address": "{{contact.property_address}}",
"city": "{{contact.city}}",
"state": "{{contact.state}}",
"zip": "{{contact.zip}}",
"rent": "{{contact.monthly_rent}}",
"property_slug": "{{contact.property_slug}}",
"property_id": "{{contact.property_id}}",
"listing_url": "https://rental.turbotenant.com/p/{{contact.property_slug}}/{{contact.property_id}}",
"utm_campaign": "{{campaign.id}}",
"utm_ad": "{{ad.id}}",
"utm_adset": "{{adset.id}}"
}

5️⃣ Full Automation Flow (Your System)

Facebook Ads
      ↓
HubSpot Lead Capture
      ↓
Landlord Signup Form
      ↓
Stripe Subscription Created
      ↓
Slack Alert (new landlord)
      ↓
TurboTenant Property Setup
      ↓
Listing Published
      ↓
Syndication
   • Zillow
   • Zumper
      ↓
Tenant Applications
      ↓
HubSpot CRM Updates

✅ If you'd like, I can also generate the FULL VIVIA Rentals Automation Blueprint including:

  • HubSpot workflows
  • Stripe subscription automation
  • Slack + Twilio alerts
  • TurboTenant listing triggers
  • Shopify landlord onboarding

so your entire landlord funnel runs automatically.

Hello {{contact.firstname}},

You're one step away from getting your rental property listed across multiple rental marketplaces.

With VIVIA Rentals, landlords can publish their property, receive tenant applications, and manage listings from one dashboard.

Next Steps

  • ✔ Complete your property setup
  • ✔ Publish your rental listing
  • ✔ Receive tenant inquiries and applications
  • ✔ Manage leads and screening tools

Start Your Property Listing

Listings typically appear across partner rental marketplaces within 24–48 hours.

Helpful Links & Tools

Property Setup

Tenant Applications

Marketing & Syndication

Account & Billing

Mobile & Tools

Support

Thank you for using VIVIA Rentals to simplify property marketing and tenant management.

Best regards,
VIVIA Rentals Team

-------------------------------- Signature fields Name VIVIA Rentals Team

Domain
vivia-rentals.myshopify.com

Signature
sig1=:6MXVqeZA8aU/x348Q6cqrusOZ6+9FMOOZJxJUw0pkrAoG1LqmMMzNAfNRR0eNRYIm9w56S4czFje3D2MkbrHCA==:

Signature-Input
sig1=("@authority" "signature-agent");keyid="FZhBoubzJDfpJUPLUmyg5OTEuggRhXFStBseUXjMACE";nonce="IImmBjUicfBDsAS7Efgq9qyajb7EG3trriXGxKXM6vclkHpg3jHlifrtQCfl8JEe8vYdhqXvfRV0qVt3spMZvQ==";tag="web-bot-auth";created=1773192644;expires=1780968644

Signature-Agent
"https://shopify.com"

Expires
no

Full Changelog: https://github.com/AP-ILLINOIS-MANAGEMENT-LLC/viviarentals-content/commits/v1

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