Apartment Digital Marketing and CRM Automation Monthly Audit Checklist
This digital marketing and CRM automation monthly audit checklist provides a structured evaluation of the marketing technology infrastructure that drives prospect engagement and leasing conversion. Marketing automation that fails silently — slow automated responses, broken drip sequences, chatbots that give incorrect information, or self-scheduling tools that do not sync to staff calendars — costs properties qualified leads daily. Monthly audits catch failures before they compound into measurabl
- Industry: Property Management
- Frequency: Monthly
- Estimated Time: 1 hour
- Role: Property Manager / Marketing Coordinator / Leasing Manager
- Total Items: 30
- Compliance: TCPA Telephone Consumer Protection Act SMS Compliance, CAN-SPAM Act Email Marketing Requirements, FTC Truth in Advertising Standards, Fair Housing Act Non-Discriminatory Marketing Automation, GDPR Consent Requirements for EU Properties
CRM Lead Management
Verify lead capture and management is functioning.
- All lead sources (ILS, website, phone, walk-in) routing into CRM correctly?
- Automated lead response sending within 5 minutes of inquiry (industry best practice)?
- Automated response content accurate with current pricing, availability, and amenities?
- Lead source attribution accurate for all incoming leads?
- Leads older than 72 hours without response flagged for manager review?
- CRM database clean with no duplicate prospects or zombie leads skewing metrics?
Drip Campaign and Follow-Up Sequences
Evaluate automated follow-up sequence performance.
- Email and text drip sequences active and triggering correctly for all lead stages?
- Email open rates acceptable (benchmark: 20-30% for apartment marketing)?
- SMS opt-outs processed immediately with no additional messages sent after opt-out?
- Email unsubscribe requests honored within 10 business days per CAN-SPAM?
- All drip campaign content reviewed for fair housing compliance (no steering language)?
Self-Service Scheduling and Chatbot
Verify self-service tools are operational and accurate.
- Self-scheduling tour tool functional with accurate availability synced to staff calendars?
- Chatbot or virtual leasing assistant providing accurate pricing and availability?
- Virtual tour links functional with no broken or outdated tours?
- Self-scheduled tour show rate tracked (benchmark: 60-70% show rate)?
- After-hours lead coverage adequate (chatbot, answering service, or rapid callback)?
Conversion Analytics
Review leasing funnel performance metrics.
- Lead-to-tour conversion rate tracked and meeting benchmark (benchmark: 15-25%)?
- Tour-to-application conversion rate tracked (benchmark: 40-60%)?
- Application-to-lease conversion rate tracked (benchmark: 65-80%)?
- Conversion rates tracked by lead source to identify highest-quality channels?
- Lost lease reasons tracked (price, availability, location, competitor, unqualified)?
Documentation and Compliance
Maintain marketing technology compliance records.
- TCPA written consent on file for all prospects receiving automated SMS?
- CRM prospect data privacy policy current and data retention schedule documented?
- Monthly marketing technology performance report completed with automation metrics?
- CRM platform updates reviewed for new features and compliance implications?
- Monthly digital marketing and CRM audit filed in marketing records?
- Google Business Profile current with accurate hours, photos, and responding to reviews?
- Monthly marketing spend ROI calculated (cost per lease by channel)?
- ILS advertising spend ROI tracked (cost per lead, cost per lease by platform)?
- Online review management integrated with CRM to trigger review requests after positive interactions?
Related Property Management Checklists
- Property Management New Staff Onboarding and Training Compliance Checklist
- Property Management Financial Controls and Fraud Prevention Annual Audit Checklist
- Apartment Property Annual Strategic Planning and Goal-Setting Checklist
- Apartment Resident Satisfaction Survey Program Quarterly Audit Checklist
- Property Management Vendor Performance Management Quarterly Review Checklist
- Property Management Transition and Takeover Compliance Checklist
- Property Management Compliance Certification and License Tracking Annual Checklist
- Property Management Asset Disposition and Handoff Compliance Checklist
Related Administrative Compliance Checklists
- Property Management Vendor and Contractor Quarterly Performance Review Checklist - FREE Download
- Apartment Property Fair Housing Compliance Self-Audit Checklist - FREE Download
- Apartment Lease Renewal Process Compliance Audit Checklist - FREE Download
- Apartment Rent Collection and Delinquency Management Monthly Checklist - FREE Download
- Apartment Security Deposit Disposition Compliance Checklist - FREE Download
- Apartment Property Insurance Coverage Annual Compliance Review Checklist - FREE Download
- Apartment Property ADA Accessibility Compliance Self-Audit Checklist - FREE Download
- Apartment Property Annual Budget and Capital Planning Review Checklist - FREE Download
- Apartment Resident Communications and Required Notices Compliance Checklist - FREE Download
- Apartment Utility Management and Billing Quarterly Audit Checklist - FREE Download
Why Use This Apartment Digital Marketing and CRM Automation Monthly Audit Checklist?
This apartment digital marketing and crm automation monthly audit checklist helps property management teams maintain compliance and operational excellence. Designed for property manager / marketing coordinator / leasing manager professionals, this checklist covers 30 critical inspection points across 5 sections. Recommended frequency: monthly.
Ensures compliance with TCPA Telephone Consumer Protection Act SMS Compliance, CAN-SPAM Act Email Marketing Requirements, FTC Truth in Advertising Standards, Fair Housing Act Non-Discriminatory Marketing Automation, GDPR Consent Requirements for EU Properties, NAA Advertising Standards for Residential Leasing. Regulatory-aligned for audit readiness and inspection documentation.
Frequently Asked Questions
What does the Apartment Digital Marketing and CRM Automation Monthly Audit Checklist cover?
This checklist covers 30 inspection items across 5 sections: CRM Lead Management, Drip Campaign and Follow-Up Sequences, Self-Service Scheduling and Chatbot, Conversion Analytics, Documentation and Compliance. It is designed for property management operations and compliance.
How often should this checklist be completed?
This checklist should be completed monthly. Each completion takes approximately 1 hour.
Who should use this Apartment Digital Marketing and CRM Automation Monthly Audit Checklist?
This checklist is designed for Property Manager / Marketing Coordinator / Leasing Manager professionals in the property management industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.
Can I download this checklist as a PDF?
Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.