Tapestry Leasing, The Operating Plan

The Setup Week

Where we are right now

Four days

Expressions of interest go live on Monday 7 September. Everything below has to be done before then, or the three week gathering window shortens and the 1 October listing date moves with it.

Arnthor started on 24 August and was properly kicked off on this on 1 September. The week from 1 to 7 September is the setup week. It is running now.

What Has To Happen	Owner	Status	Detail
Rental listing account live on REA and Domain	Sara	In Progress	The application for SIERA Property Group to publish rental listings. We need a completion date, not a status.
Artist's impressions and photography selected	Arnthor	Action Required	A couple of artist's impressions and a couple of photographs, enough to carry the expression of interest advertisement.
Expression of interest copy written	Arnthor	Action Required	The advertisement that opens the campaign and starts collecting names.
Expression of interest posted	Arnthor	Action Required	Goes live Monday 7 September. Enquiries land in tapestry.management@sieragroup.com.au.
HubSpot list and tagging for Tapestry rentals	Melissa, with Neighbourhood	Action Required	It does not need to be complicated. Without it, every lead from Monday onward is manual entry.

The one that is easier than it looks. Feeding REA and Domain enquiries into HubSpot is a bought product, not a build. There are HubSpot marketplace connectors that push portal enquiries in as contacts in real time, carrying the source and the form data onto the contact timeline. Neighbourhood should be pointed at that before they scope a custom build.

The Campaign Timeline

1 September to 24 October

Tuesday 1 September

Arnthor kicked off on leasing. Setup week begins.

Monday 7 September

Expressions of interest go live. This is the date everything else hangs off.

7 to 28 September

Three weeks gathering. Names, requirements and timing collected into HubSpot, so we know the depth of demand before a single residence is listed.

Thursday 1 October

Early listings go live and inspections open. Four weeks before settlement.

Wednesday 7 October

Inspections running.

7 to 24 October

Three weeks processing applications and owner approvals.

24 October

Settlement, then renters move in.

The three weeks of expressions of interest are the point of the whole front end. By the time the first listing goes up on 1 October we should already know who wants what, which means the inspections on 7 October are working a warm list rather than starting cold.

The Leasing Pipeline

Enquiry to move in, eight stages

HubSpot carries the front end, the same way it carries sales enquiries today. 2Apply carries the application. Ailo carries everything from the owner's decision through to move in.

Stage 1

HubSpot

Enquiry

Portal enquiries feed straight into HubSpot. Tagged as a marketing contact, tagged renter, tagged Tapestry. Source and form data captured. Some of these people become buyers later.

Stage 2

HubSpot

Contacted

Arnthor emails from HubSpot with what is available and when the open homes are.

Stage 3

HubSpot

Inspection

iPad at the inspection with HubSpot open. Attendance ticked against the contact on the spot.

Stage 4

2Apply

Application

Invitation to apply. Online or paper. Checks are qualification, the application itself, affordability, and the tenancy database.

Stage 5

Ailo, Manual

Owner Approval

Arnthor decides who to present, then loads the shortlist into Ailo as a project for the owner to choose from. This is the one step nothing carries for us.

Stage 6

Ailo

Approved

The owner's pick triggers the chain. Applicant told by template.

Stage 7

Ailo

Lease Signed, Deposit Paid

Follows automatically from the owner's approval.

Stage 8

Ailo

Move In

Keys handed over. Welcome email, electricity connection and appliance manuals all sent from Ailo.

Stage five is the join, and it is done by hand. Nothing published by any of the three companies carries an approved application from 2Apply into Ailo. Arnthor rekeys it. At roughly 30 residences in one building over one four week window that is survivable, and we have accepted it for this campaign. It is not survivable at 300 residences across three buildings, so it goes on the list to solve before the next one.

The Platform Stack

What each one is actually for

Platform	What It Does For Us	Notes
HubSpot	Enquiry, contact, inspection. Stages one to three.	Already the sales system, so rental leads sit alongside buyer leads and a renter who later wants to buy is already in front of us. Neighbourhood build and maintain it.
2Apply	The application itself. Stage four.	Applicant profile, documents, affordability, references. It can order the Equifax National Tenancy Database report inside the application, which may cover what we were going to use TICA for separately.
Ailo	Owner approval through to move in, then the tenancy itself. Stages five to eight.	Rent, trust accounting, owner disbursements, inspections, compliance, and all the templates: welcome email, electricity connection, appliance manuals. It also gives owners and renters their own app, which is most of why we chose it.
REA and Domain	Where the listings and the expressions of interest are published.	Roughly 90 per cent of enquiry through REA and 10 per cent through Domain, the split noted in the session. New rental account being set up now.
Realworks	The Form 6 appointment, which is what makes us the agent.	Queensland forms. See the confirmations below.

What We Still Have To Confirm

Four calls to the software companies, all before 1 October

The plan above is built on what the three companies publish. On four points what they publish does not match what we have assumed, so these get confirmed with the vendors directly rather than taken on faith. None of them stops the expression of interest going out on Monday.

The Question	Who To Ask	By	Why It Matters
Can 2Apply run on its own, without an Inspect Real Estate subscription?	Inspect Real Estate	19/09/2026	2Apply is Inspect Real Estate's own application form, switched on inside their platform. We are not taking the rest of Inspect Real Estate, so we need to know whether 2Apply comes with us, and what it costs on its own.
Does anything carry a 2Apply application into Ailo or into HubSpot?	Inspect Real Estate, then Ailo	19/09/2026	The only published destination for an approved 2Apply application is Console Cloud. If there is nothing for Ailo or HubSpot then stage five stays manual, which we have accepted, but we should hear it from them rather than assume it.
Does Ailo handle listings, tenant applications, shortlisting to the owner, and lease signing?	Ailo	19/09/2026	Ailo publishes payments and accounting, communication, projects, inspections, compliance, and onboarding. Listings, applications, owner approval of an applicant and electronic signing are not named on their public material. The owner approval step looks like it would be built by hand inside their general projects tool. Worth walking through in a demonstration before 1 October.
Do Ailo and Realworks talk, so the Form 6 pulls its data from Ailo?	Ailo, then Realworks	12/09/2026	Realworks lists its integrations as Docusign, First AML, Livesign, PEXA Clear, Property Tree, PropertyMe, Reapit and Vault RE. Ailo is not on that list, though there are signs of a page for it, so it may simply be new. This one is first in the queue because the Form 6 is the appointment that makes the rent roll legal. If the link does not exist we prepare Form 6 manually, which is fine, we just need to know now.

One thing to hold while we work through those. The platform that natively spans this whole chain in one place is Console Cloud. 2Apply feeds it, Inspect Real Estate feeds it, Realworks integrates with it, and it does Queensland trust accounting. It was the parallel option in the July software paper.

That is not a recommendation to change course. Ailo was chosen for the owner and renter experience, which none of the others match, and that experience is a real part of why an owner appoints us instead of the agency down the road. It is simply the fact to keep in view while the four answers come back.

Who Does What

Through to 24 October

Person	Owns
Arnthor Residence Manager	The campaign end to end. Expression of interest copy, artist's impressions and photography selection, posting it Monday, then working the list through inspections, applications and owner approvals. Also owns the four vendor confirmations above.
Melissa Business Operations	Neighbourhood and the HubSpot build. The Tapestry rental list and the tagging that sits behind stages one to three, so nothing arrives as manual entry.
Sara Digital Marketing	The rental listing account on REA and Domain. A completion date is the thing we need from here.
Jim Head of Finance	Anything that touches the trust account and the entity. Also the call on the July software paper, which recommended PropertyMe and has been overtaken by the move to Ailo.