Weekly Vacancy & Occupancy Report
Every Monday, WebRun opens AppFolio, pulls the current occupancy status for every unit across your portfolio, calculates the vacancy rate per building and overall, logs the data in your occupancy tracker sheet, and posts a clean weekly report to Slack.
How can I automatically generate a weekly vacancy and occupancy report for my properties?
Every Monday, WebRun opens AppFolio, pulls the current occupancy status for every unit in your portfolio, calculates the vacancy rate per building and overall, logs the data in Google Sheets, and posts a clean weekly report to Slack - so you always know where you stand.
- Weekly vacancy rate calculated and reported without manual data pulls
- Per-building breakdown logged in Google Sheets for trend analysis
- Team aligned on occupancy status every Monday morning
Built for property managers · real estate investors · portfolio managers · residential property companies
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
app.appfolio.comin a real browser with your saved login - no setup, no API keys. -
1
AppFolio - read unit occupancy status across portfolio
appfolio.com
WebRun opens AppFolio to read unit occupancy status across portfolio. - Open the Unit Vacancy report in AppFolio for all properties
- Capture the status of each unit: occupied, vacant, notice given, or make-ready
- Note the expected move-out date for any units with notice given
Done when Every unit's current status and any pending vacancies are captured.
-
2
Google Sheets - calculate and log vacancy rates
google.com
WebRun opens Google Sheets to calculate and log vacancy rates. - Open the occupancy tracker spreadsheet and append a weekly snapshot row per property
- Calculate occupancy rate as occupied units divided by total units per building
- Highlight any building below your target occupancy threshold in the Needs Attention column
Done when Weekly vacancy rates are logged per building with trend data visible in the sheet.
-
3
Slack - post the weekly occupancy report
slack.com
WebRun opens Slack to post the weekly occupancy report. - Post the weekly report to #property-ops showing each building's occupancy rate and unit count
- Flag any building below target threshold with a clear alert
- Include the Google Sheets link for the full breakdown and trend history
Done when Your team has the weekly vacancy report in Slack with problem buildings clearly flagged.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Does it take any action on vacant units?
No - it reports only. Any decision to list, reprice, or make-ready a unit is yours to make.
Can I set a target occupancy threshold per building?
Yes. Add a target rate column to your Google Sheet per building and WebRun will flag any that fall below it each week.
Can I see the trend over multiple weeks?
Yes. The Google Sheets tracker accumulates a row per building per week, so you build a full occupancy trend history from the first run onwards.
Related templates
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