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A Neely Family Property · Project Plan

Foothold launch plan: live at close

Aspen and Summerset Park both close August 31, 2026. The program is built, switched on, and running by then. This plan is organized by owner so it's clear who does what, on what week.

Target Aug 31, 2026 · close + go-live for both properties

What "functioning by close" actually means

Everything is built and switched on by Aug 31. But two halves behave differently, and it's worth being straight about it:

Live at close (acquisition engine)

  • Listings live on Apartments.com / Zillow
  • AI speed-to-lead agent answering in <5 min
  • Lead flow + logging into Entrata
  • Listing scorecard running
  • Website /rentals + /map live

These work on day one. A vacant unit can lease the first hour.

On at close, ramps after (retention + data)

  • Recognition engine (needs residents + Welcome Profiles)
  • Reviews velocity (needs happy residents to ask)
  • Retargeting audiences (need traffic to build)
  • KPI dashboard (needs leads/leases to measure)

Switched on at close, but they accumulate value as residents flow through. Nothing to recognize on day one.

The long pole is Entrata API access. Liberty has to request it week 1. It needs Entrata's signed agreement + an Internal API User + IP whitelisting, 1 to 3 weeks plus a possible fee, all Entrata-gated. If it slips, the deep integration (live availability on our site + lead logging) slips with it.
The acquisition engine doesn't depend on that long pole. Entrata's native ILS syndication to Apartments.com/Zillow and the lead-email-to-agent path both work WITHOUT the full API. So listings + speed-to-lead are live at close even if the API integration lands a week or two after. Don't let the contract gate go-live.

The plan, by owner

NPI (Brent) builds the systems Liberty / LAG (incoming PM) acts Entrata / CoStar / vendors (external)
Owner / task
Jun 30
Jul 7
Jul 14
Jul 21
Jul 28
Aug 4
Aug 11
Aug 18
Aug 25–31
Liberty Asset Group · the incoming PM, owns everything property-side
Request Entrata API access (agreement + IP user)Critical path
Wk 1–2
Provide unit / floor-plan data + pricing
Wk 1–3
Turn on Entrata ILS feed → Apartments.com / Zillow
Wk 2–3
Apartments.com account/tier + point lead email at agent
Wk 3–4
Coordinate photographer property accessneeds seller OK pre-close
Wk 2–3
Agree lead-ownership policy (agent owns first-touch)
Wk 4
Move-in workflow + maintenance SLA trained (24h / 4h)
Wk 8–9
Set turn SLAs (normal / reno) + pre-move-out inspection flowfeeds the turn engine
Wk 4–6
Entrata · CoStar · photographer · external, on someone else's clock
Entrata: provision Internal API User + sign + whitelistafter Liberty requests
Wk 2–4
CoStar: wire Apartments.com→Entrata feed (24–48h)
Wk 3
Photographer: photos / video / 3D / drone per planneeds property access
Wk 3–5
NPI / Brent · builds + runs every system
GHL delivery + nurture workflowsBuilding
Wk 1–3
Website /rentals + /map for both properties
Wk 1–5
Property data spec + load structured data
Wk 2–4
ILS listing scorecard (grades → emails PM)
Wk 3–5
AI speed-to-lead agent (build + test)
Wk 2–7
Entrata integration: avail pull + lead loggingneeds API access (External)
Wk 4–8
Reviews engine + AI response drafts
Wk 4–6
Resident materials (packet, cards, pet gift) ready
Wk 3–5
Welcome Profile form + GHL field mapping
Wk 4–6
Retargeting pixels + audiences
Wk 5–7
Recognition engine v1 (Entrata facts + our DB)Ramps post-close
Wk 6–9
KPI dashboard (CPL / CPLease by source)
Wk 7–9
Pre-leasing turn engine (vacate + turn SLA → waitlist priority)needs Entrata integrationZero-vacancy goal
Wk 7–9
★ CLOSE + GO-LIVE
AUG 31 — BOTH PROPERTIES LIVE

Weeks are Monday-dated. The red line is the Aug 31 close. Bars move as dependencies clear, the dependency notes show what's waiting on what.

Who owns what (the short version)

OwnerOn the hook forFirst move (week 1)
Liberty / LAGEverything property-side: Entrata API request, ILS feed, Apartments.com account, unit data + pricing, photographer access, lead-ownership policy, move-in + maintenance workflowRequest Entrata API access + send unit/pricing data
Entrata / CoStarProvision the API user + sign the agreement + whitelist our IP; wire the Apartments.com→Entrata lead feedRespond to Liberty's API request
PhotographerPhotos, video, Matterport 3D, drone, per floor-plan typeGet booked + scheduled once access is set
NPI / BrentBuilds + runs all systems: website, GHL, AI agent, scorecard, Entrata integration, reviews, recognition engine, retargeting, dashboard, all resident materialsGHL workflows + website + agent build start

Dependencies that gate the date

Entrata API access (Liberty → Entrata). The single thing that, if it slips, slips the integration. Request week 1. Confirm the cost. Details →
Property access for the photographer (Liberty / seller). Pre-close access needs the seller's OK. If it waits until close, the media lands just after go-live, get permission to shoot during due diligence. Shot list →
Unit data + pricing (Liberty). Listings, the site, and the scorecard all need it. Week 1 hand-off.
Gift / perk + merch budget (Brent). Recognition engine and the pet gift can't run live until it's set.