How to Run a Unit Availability Board in a Spreadsheet
Leasing agents promise tours on units that are still occupied or under notice — then scramble when the prospect asks for keys. A free unit availability board spreadsheet lists units, type, rent, status, and available date with vacancy roll-up.
Status values everyone uses the same way
- Occupied — no marketing until notice
- Notice given — market with move-out date
- Vacant / ready — available now
- Make-ready — turnover work in progress
One wrong status row creates bad tours — update the board when notice is signed, not when the tenant actually leaves.
Rent column must match renewals and rent roll
When renewal rent changes on the renewal tracker, update market rent on the availability board the same day. Prospects quoted old rent create friction at application.
Operators who also manage units should mirror balances on the rent roll — availability is forward-looking, rent roll is collections.
Feed the lead pipeline
When a leasing lead wants a two-bedroom, filter 2BR + available or notice — that filter is the tour list, not memory.
When PMS availability sync wins
Website listing sync, real-time occupancy from property management software, and automated make-ready tasks justify platforms at scale. Small offices often keep a live availability sheet on the leasing desk until marketing sync errors cost more than software.
These templates are occupancy tracking tools, not listing syndication systems.
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