T102 New property onboarding checklist
New property onboarding checklist
The same fifteen items for every building Moorcroft takes under management, shown to the owner with what is still missing and who holds each item before the takeover date. This copy covers Bellamy Street Flats, the 30-apartment building the Calloway Family Trust moves to Moorcroft Property Management on November 1. Prepared by Sandra Ilves, director of property operations, for Lydia Calloway, trustee. Status on Sep 29, 2026.
Sample template: the firm, people, clients and figures are fictional, and the embedded view holds synthetic sample records.
Where the fifteen items stand
Each square is one takeover item. Nine are complete and six are missing. The six missing items are the security deposit ledger, the current rent roll, the vendor contracts, the keys and access fobs, the utility accounts transfer and the building insurance certificate.
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 onboarding view
The view lists 9 of the 15 items for Bellamy Street Flats: the 6 that are still open and 3 that were resolved in September (Management agreement signed, Resident contact list and Building inspection report). Read Status first. Blocked means the item cannot move until someone outside Moorcroft acts, Assigned means the owner has a next step, Logged means the item is recorded and work has not started, and Resolved means it is complete.
Before you share this page with a client
This sample database holds several clients' records, including Calloway Family Trust, Esposito Holdings and Ashworth Residential Partners. Switch the embed to a view filtered to the client and building you are sharing before you send this page to an owner.
What is missing and who holds it
Six items are missing. Two of them, the deposit ledger and the rent roll, are due by Oct 20: without the rent roll Moorcroft cannot bill residents from Nov 1, and without the ledger it cannot confirm the deposits held for them.
| Item | Who holds it | Moorcroft owner | Status | Needed by |
|---|---|---|---|---|
| Security deposit ledger | Outgoing manager, not yet released | Sandra Ilves | Oct 20 | |
| Current rent roll | Outgoing manager | Rashida Okonjo | Oct 20 | |
| Vendor contracts | Outgoing manager, who holds the cleaning, elevator and waste contracts | Sandra Ilves | Copies before Nov 1 | |
| Building insurance certificate | The trust's insurer, through the trust's broker | Sandra Ilves | No date set yet | |
| Utility accounts transfer | Common area electricity and water suppliers | Rashida Okonjo | Forms by Oct 15 | |
| Keys and access fobs | Outgoing manager, counted at handover | Teodor Marinescu | Handover count Oct 30 |
Security deposit ledger not released
The outgoing manager has not released the security deposit ledger for the 30 apartments. Without it Moorcroft cannot confirm what deposits are held for residents when the building moves to Moorcroft management on Nov 1. Lydia asked the trust attorney to request the ledger formally. Owner: Sandra Ilves. Needed by Oct 20. The item stays Blocked until the ledger arrives.
Handover steps
Sandra Ilves authorizes go-live once the missing items are in. The insurance certificate and the vendor contracts have no fixed date before Nov 1 yet, so each needs a date this week.
The takeover in one note
The note below carries the same count as the squares above and says why the deposit ledger is stuck.
Live example from the Dashboards app, shown with the Calloway Family Trust's demo data.
I want to see what is missing before November 1, not after. The deposit ledger is the one I will keep pushing on.
Standard checklist for every new building
Every building starts from these fifteen items. The ticks show Bellamy Street Flats on Sep 29.
- 1. Management agreement signed by the owner and Moorcroft (resolved Sep 16)
- 2. Resident contact list received (resolved Sep 22)
- 3. Building inspection report (resolved Sep 24)
- 4. Owner approval limits and second-bid rule agreed in writing
- 5. Emergency contacts and on-call list for the building
- 6. Property rules for residents confirmed by the owner
- 7. Operating budget for the first two months agreed with the owner
- 8. Resident notice of the new manager drafted and approved
- 9. Resident request contacts confirmed, phone and email
- 10. Security deposit ledger
- 11. Current rent roll
- 12. Vendor contracts
- 13. Building insurance certificate naming Moorcroft as manager
- 14. Utility accounts transfer
- 15. Keys and access fobs counted at handover
How to use this template
Start one copy for each building the day the management agreement is signed, and keep the fifteen items the same every time. Name an owner and a holder for every missing item before the page goes to the owner.
| Variable | Meaning | Required |
|---|---|---|
{{property.name}} | Building being taken under management | Required |
{{takeover.date}} | Date the building moves to Moorcroft management | Required |
{{item.name}} | Name of each onboarding item | Required |
{{item.status}} | Status of the item: Logged, Assigned, Blocked or Resolved | Required |
{{item.owner}} | Moorcroft person who owns the item | Required |
{{item.holder}} | Person or organization that holds the missing item | Required |
{{item.next_step}} | Next step with date | Optional |
If a required value is missing, show Needs review in its place and keep the item on the missing list; never fill it with a guess. If the operating record cannot be read, show Unavailable instead of the counts.
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. Filter the embedded view to the same client as well.