What are Alcove and the Landlord's responsibilities in managing the property?
Alcove and Landlord responsibility at each stage of the property and tenant lifecycle
| Onboarding | Alcove Responsibility | Landlord Responsibility |
| Marketing Materials |
- Collecting bedroom and common space photos. - Record video walkthrough of the property. Edit & Create a virtual tour. - Measure all bedrooms for dimensions - Create a custom floor plan- Upload all the above to your listing within 48 business hours of shift completion. |
Select a time for the Marketing Materials Shift. (Here's how: How do I set up Marketing Materials on Alcove?) |
| Marketing and advertising |
- Market your home across 50+ syndicated listing sites. - Learn more here: How does Alcove market my home? |
(Optional) - Promote your listings via the Promote Listing page. |
| Tours, Virtual tours |
Once the Tours Enabled (Access Provided) milestone is complete, our team will arrange all requested showings. During these tours, a vendor vetted and trained by Alcove will meet the applicant on-site. - Learn more here: How do tours work on Alcove? |
Set up initial access in Alcove Manager under Access > Marketing & Tours. After the first tenant lease is finalized, use Access > Access Management for ongoing access codes and access notes. |
| Leasing support and questions |
When potential tenants visit your listing, Alcove ensures that they are assisted by a dedicated leasing team. Our platform is equipped with an inbound sales team and is available 24/7 to help lease your home. |
N/A |
| New property setup |
- Purchase, deliver and setup all required front door and bedroom electronic locks. - Set up and verify front door and bedroom access methods. Alcove-created codes and landlord-provided codes are shown in Access Management after setup. Once the first tenant lease is finalized, owners can add, edit, replace, or delete access methods there. - Final inspection report of property - Deliver jobs report to owner via the Service Requests portal. - Learn more: New Property Setup |
- Furnish Common spaces (if 3 Bedrooms or more) - setup utility & wifi accounts - Go through Move-in Checklist: here. |
| Tenant Support | Alcove Responsibility | Landlord Responsibility |
| Move-in support |
- Send move-in information 3 days prior to the Move-in date. - Make each tenant's current access available in the MyAlcove portal at 9am on move-in day. - Move-in Support during normal business hours. |
N/A |
| Maintenance requests |
Review each maintenance request submitted by the tenant through the portal and determine if it falls under the landlord's responsibility. If it does, the request will be forwarded to the owner for further action. |
Complete necessary repairs for the home that fall under the landlord's responsibility, as outlined in the lease agreement. |
| Tenant disputes |
Assess and address dispute issues through a 3-tier support system, offering roommate support, mediation tips, and documenting any lease violations for resolution. If necessary, forwarding to the owner for further action through the Resolution Center, or via email. |
Addressing any escalated action items provided by the Alcove Partner team and making decisions through the Resolution center. |
| Rent & delinquency | Alcove Responsibility | Landlord Responsibility |
| Rent Collection |
- Begin the process of collecting rent on the 15th of each month in advance - Payout the landlord by the 1st of each month - If the initial attempt is unsuccessful, Alcove's tenant operations team follows a 9-step collection process, including reminders, calls, texts, Pre-Notice to Pay or Quit, and more between the 15th and 5th, |
N/A |
| Deliquency process |
If rent remains unpaid by the 5th, Alcove's tenant operations team will begin the delinquency process, which includes providing landlords with information for the summary ejectment process, including:
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- Addressing any escalated action items provided by the Alcove Partner team - Initiating the Summary Ejectment process, if required. - Making lease termination decisions through Resolution center. |
| Move-out | Alcove Responsibility | Landlord Responsibility |
| Renewals | Almost every aspect of the tenant transition process is managed on the Alcove platform. From reaching out to current tenants 90 days before their lease ends to determine their plans, to remarketing the property if necessary, and handling the turnover service within 5 days of the previous tenant's move-out. We ensure a seamless move-in experience for the new tenant by making their access information, move-in checklist, and video demonstrations available, all while keeping you informed throughout the process in your homeowner portal.
- See our full process: here |
Approving the renewal |
| Turning the bedroom |
1. Approving any required painting or room turnover tasks 2. Carrying out any necessary repairs as indicated in the jobs report & service ticket. |
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| Deposit refund |
The team will assess the inspection report and offer high-level guidance on reimbursements or deductions owed to you by the tenant*. *Please be aware that it is your responsibility to verify this information. Alcove does not guarantee the accuracy of this process. |
Initiate deposit refund via Alcove's Deposit Resolution Center. (Optional): Conduct your own inspection. To do so, please provide notice by: 1. Go to service request 2. Select 'Schedule a service' -> 'Select property' -> provide your own service -> 'Landlord or Property Manager inspection' |