Lease renewal readiness tracker

Status on Sep 29, 2026 4 residents have not answered Calls before Oct 10 Internal

Where each of the 23 apartment leases ending in November and December stands, from the 60-day notice to a signed renewal, and which residents need a call before Oct 10. Built for Rashida Okonjo, leasing manager, and Luis Navarro, property manager, at Moorcroft Property Management. It covers the three Calloway Family Trust buildings: Selwyn Court, Ashdown Lofts and Linwood Terrace. The four shops are tracked separately.

Sample template: the firm, people, clients and figures are fictional.

Where the 23 leases stand

Counts are from the lease record on Sep 29. A lease is Signed when the resident has returned the renewal, Offered when the offer with the new rent is out, and No answer yet when the resident has not replied to the 60-day notice.

Live example from the Dashboards app, shown with the Calloway Family Trust's demo data. Block dates move forward each week, so they can differ from the sample dates on this page.

The chart marks the Linwood Terrace renewal rent, approved on Sep 22. Until that day the Linwood Terrace offers could not go out, because the rent needed the trust's approval.

From 23 leases to 4 open answers

The waterfall starts with the 23 leases ending in November and December, takes off the 14 signed renewals and the 5 offers out, and leaves the 4 leases with no answer yet. Those four are the work for the next ten days.

Live example from the Dashboards app, shown with the Calloway Family Trust's demo data.

Renewal rules by building

Residents who have not answered

Four residents have not answered the 60-day notice. The table lists them with the notice date and the date each call is due. The two oldest notices went out on Sep 9 and Sep 15, so those two residents come first. No resident names appear here; the lease record holds them.

Calls and follow-up before Oct 10

Call the Selwyn Court 2D resident by Oct 2. Owner: Rashida Okonjo

Call the Ashdown Lofts 3A resident by Oct 5. Owner: Rashida Okonjo

Call the Selwyn Court 6B resident by Oct 7. Owner: Rashida Okonjo

Call the Ashdown Lofts 5C resident by Oct 9. Owner: Rashida Okonjo

Record each answer in the lease record the same day. Owner: Rashida Okonjo

Send Sandra Ilves the outcome of the four calls by Oct 10. Owner: Rashida Okonjo

Review the 5 open offers at the weekly renewal review. Owner: Luis Navarro

✓Send the Linwood Terrace offers after the rent approval, Sep 22. Owner: Luis Navarro

A phone call settles what a letter did not. I will have all four calls made before October 10, and a note on each lease.

Notice deadlines

Bars for the four open leases run from the day the 60-day notice went out to the lease end date. The first two are marked red because their notices are the oldest. The last two bars show the notice windows for the November and December leases.

%%{init: {"gantt": {"useWidth": 920}}}%%
gantt
    title Notice deadlines for leases ending in November and December 2026
    dateFormat YYYY-MM-DD
    axisFormat %b %d
    section No answer yet
    Selwyn Court 2D ends Nov 8 :crit, n1, 2026-09-09, 2026-11-08
    Ashdown Lofts 3A ends Nov 14 :crit, n2, 2026-09-15, 2026-11-14
    Selwyn Court 6B ends Nov 21 :active, n3, 2026-09-22, 2026-11-21
    Ashdown Lofts 5C ends Nov 24 :active, n4, 2026-09-25, 2026-11-24
    section Moorcroft actions
    Linwood Terrace rent approved :milestone, m1, 2026-09-22, 0d
    Calls to the four residents :active, c1, 2026-09-30, 2026-10-10
    section Notice windows
    November leases, notices out :done, w1, 2026-09-02, 2026-10-01
    December leases, notices out :w2, 2026-10-02, 2026-11-01

How to use this template

Update the tracker once a week from the lease record, and make the no-answer table the first thing the leasing manager works from. Never list a resident by name on a shared page.

Variable	Meaning	Required
{{lease.end_window}}	Months in which the leases being tracked end	Required
{{lease.status_counts}}	Counts of signed, offered and no-answer leases	Required
{{notice.sent_date}}	Date the 60-day notice went to each resident	Required
{{renewal.approved_rent}}	Renewal rent approved by the owner, per building	Required
{{renewal.next_step}}	Next step with owner and date for each open lease	Required
{{lease.apartment}}	Building and apartment of each open lease	Required
{{lease.contact_log}}	Contact made so far with the resident	Optional

If a required value is missing, show Needs review in its place; never fill it with a guess. If the lease record cannot be read, show Unavailable instead of the counts and do not carry forward last week's status.

The live Dashboards blocks on this page show the Calloway Family Trust demo profile. Point each block at your own client's profile, or remove it, before you share the page.