Move-in and move-out checklists and inspection photo organization
Each unit gets a checklist from the manager's template, with photos organized by room and date for the manager to review.
Admin and operations help for agents, landlords and small property managers. SI prepares drafts for the licensed agent or owner; they review and decide. SI does not lease, collect rent, screen or rank applicants.
Worth knowing: Administrative support only: SI does not give legal or lease advice, make leasing, screening or pricing decisions, or act as an agent or broker. SI prepares drafts for the licensed agent or owner and does not lease, collect rent, screen or rank applicants. A licensed professional or the property owner reviews and approves anything client-facing, tenant-facing or contractual. Fair housing laws apply: SI never screens, ranks, steers or targets by protected characteristics, and applicant and tenant information is used only in checked tools with access controls and the minimum necessary. SI organizes records only; it never determines charges, deposit deductions or responsibility, and never decides what the law requires for deposit handling or timing.
The problem
Condition records are scattered, so deposit and damage questions turn into arguments.
What SI does
SI generates a checklist for each unit from the manager's template, organizes the photos and notes the manager or tenant uploads by unit, room and date with consistent file names, and drafts a here-is-what-we-recorded summary for review. SI prepares drafts for the licensed agent or owner and does not lease, collect rent, screen or rank applicants.
Examples
The same job looks different in different businesses. These are illustrations, not client results.
- Landlord with a few rental units
Photos for [Unit] are grouped by room and date with consistent names. The summary waits for the owner to review.
- Small property-management company
A move-out checklist is generated from the manager's template. Nothing about charges is added until the manager decides.
- Small brokerage
A change list proposes file names only. The manager confirms the photos before anything is shared.
What it takes to set up
GemmiSI sets this up on your own equipment and accounts; your data stays with you. Before connecting anything that holds applicant or tenant information, the business checks the tool's terms and data practices, sets access controls and limits SI to the minimum necessary. Start with sample or made-up information. Use the manager's checklist template and a sample photo folder the business is comfortable testing. Setup is often a few days.
What a human still checks
- The agent, broker or manager approves before anything goes to a client, tenant, applicant or vendor.
- SI never sends, posts, signs or changes records on its own.
- Unusual items go to a "needs manager or attorney review" queue.
- The business decides what personal data SI may see, and testing starts with sample information.
- The manager does the inspection, decides what is damage versus normal wear, and handles any deposit decision under the lease and state law.
Try it yourself
Paste this into your SI tool of choice and swap the [bracketed] parts for your own details. It asks SI to stop and show you before it does anything.
From this checklist template [paste], make a checklist for [Unit]. Organize these photo and note names [paste] by unit, room, and date with consistent file names. Draft a here-is-what-we-recorded summary. Do not determine charges, deposit deductions, or responsibility, and do not decide what the law requires for deposit handling or timing. Do not rename or move files until I approve. Pause and show me before sending, posting, signing or changing anything. Use only the sample or made-up information I provide; do not include real tenant or applicant names, IDs or financial details.
Next step
Want this built? Book a free 30-minute consult
Bring one real example, such as an export, an inbox, or a spreadsheet. We will map the steps and decide what SI drafts and what you approve.