Automated Client Acquisition & Property Management System

We are building a fully automated Client Acquisition and Property Onboarding System for a short-term rental management company. The goal is to centralize and automate every step — from owner acquisition to property publication — using ClickUp, [login to view URL], and DocuSign with Microsoft Teams notifications. This project requires an expert who understands complex data architecture, conditional forms, automation logic, relationship-based databases, and error-resilient workflows. Objectives The system must automate: 1. Owner Acquisition One unified intake form (EN + FR) Automatic detection of existing owners via email Automatic creation of new owners if not found 2. Property Intake Across 3 Business Models Sous-location (Guaranteed Rent) Gestion Totale Gestion Partielle Each model has its own custom fields, workflows, and contract templates. 3. Contract Generation via DocuSign Automatic or manual trigger Model-specific templates with merge fields Webhook return flow Signed PDF attached automatically Status updates for Owner + Property 4. Onboarding Pipeline Automation Automatic creation of onboarding tasks Subtask structure for photos, pricing, PMS integration, channels setup, insurance, etc. Auto-move to “Published” list after completion 5. Real-Time Notifications Microsoft Teams messages for: Form submission Contract sent Contract signed Onboarding started Onboarding completed Property published 6. Complete Data Architecture Setup ClickUp Space, lists, statuses, custom fields Relationship logic (Owner ↔ Property) Error logging system System Structure ClickUp Space: RENTI – CRM & Onboarding Lists: Owners Sous-location Properties Gestion Totale Properties Gestion Partielle Properties Onboarding Published Properties Automation Log Each list must include all defined custom fields, relationship fields, statuses, and internal logic. Form Requirements A single multi-step intake form (FR + EN) with conditional logic: Section A — Owner Information First/Last Name, Email (unique ID), Phone, Address, DOB, referral source, ID document, IBAN. Section B — Property Information Address, city, type, surface, floor, elevator, beds, capacity, WiFi, access instructions, photos. Section C — Business Model Selection Conditional subsections: Sous-location → financial fields Gestion Totale → internal fields Gestion Partielle → responsibilities (Full field list provided in spec.) [login to view URL] Scenarios Required Scenario 1: Intake Flow Receive form submission Identify owner by email Create or update Owner Create Property Link via relationship Send Teams notification Scenario 2: Contract Flow Trigger from ClickUp status or button Select correct DocuSign template Merge fields Send for signature Store envelope ID Log errors Scenario 3: Contract Signed Webhook Receive DocuSign callback Update ClickUp statuses Create onboarding task Attach signed PDF Notify Teams Contract Automation Details DocuSign integration must handle: Template choice per business model Merge fields: Owner details, property details, rent/charges, commissions, WiFi, special notes Webhook return flow Status transitions PDF attachment Error Handling & Logging All errors must be captured in LIST: Automation Log, including: Missing required fields DocuSign failures Webhook failures [login to view URL] errors A Teams alert must also be sent. Roles & Permissions Setup Admin: full system + automations Sales: intake + contract generation Operations: onboarding + publishing Clients: no access to ClickUp Deliverables All ClickUp lists, statuses, custom fields Full form with conditional logic Owner ↔ Property relationship system 3 business model contract templates connected to DocuSign 3 [login to view URL] automation scenarios Onboarding process (list + subtask structure) Published list Teams integration Error logging system Complete end-to-end testing of all flows Documentation: Loom video walkthrough Written SOP for internal team Required Expertise Must have: Advanced [login to view URL] scenario building ClickUp architecture (relationships, formulas, automations) DocuSign API + template mapping Webhooks (sending/receiving) Data validation and scalable architecture Excellent English (French is a plus)

Proje No: 40056534