User Guide
Everything you need to use VacantSeek written for humans not engineers.
What is VacantSeek?
VacantSeek is an all-in-one platform for the leasing process. It brings together the tools real-estate agents already use every day listings, lead capture, messaging, showings, offers, billing, reports into a single workspace, so fewer things fall through the cracks between an inquiry and a signed lease.
Renters get a clean place to discover properties, request visits, message agents, and submit offers - no spreadsheets, no missed emails. Pick your role below to jump straight to your walkthrough.
Agent walkthrough
Tap any topic to expand.
1. Sign up & connect Gmail+
Create an Agent account at /auth, verify your email, then open Profile -> Connect Gmail and grant the requested scopes. Connecting Gmail lets VacantSeek send email on your behalf. Reading your inbox to auto-capture inquiries as Leads needs Google's restricted scopes, which require additional Google verification and are not enabled by default - contact support if you want inbox capture turned on for your account.
2. Import your listings+
Add listings three ways: Add Property to enter a single listing by hand (address, rent, and an optional photo URL), CSV upload for a batch, or Gmail auto-capture of property addresses from inbound emails (this one needs the restricted inbox scopes described in step 1). Plan limits apply: Free 5, Growth 15, Scale 50, Enterprise unlimited.
3. Showings & self-guided tours+
Showings tab is your calendar of upcoming visits - approve, reschedule, or decline each request. Self-guided tours are set per property, not per visit: turn on the self-guided toggle on a listing and any new visit request for it is confirmed instantly with no approval needed from you - the renter gets an email confirming their self-guided visit. Once a visit is confirmed, click Add to calendar on it to download an .ics file you can open in Google Calendar, Outlook, or Apple Calendar.
4. Open-House Blaster+
Open-House Blaster creates an event for a listing and auto-invites every renter who has expressed interest. The system handles the email blast and RSVP tracking.
5. Offers - accept, counter, reject+
When a renter submits an offer, it appears in Offers with a badge. Open it to Accept, Counter (with a new price/terms), or Reject. The renter is notified by email automatically.
6. Messages+
Unified inbox for messages with renters. You write and send replies here yourself - the inbox is not AI-automated. VacantSeek's AI answers prospects automatically elsewhere: on the public chat widget and via the Gmail auto-responder.
7. Leads+
Captured inquiries become Leads showing the sender's email address and the property they asked about (inbox capture depends on the restricted Gmail scopes in step 1; you can also bring leads in by CSV import). Move each lead through the board as you work it, score it with AI to gauge intent, and export your leads to CSV.
8. Email Templates+
Save reusable replies and organize them by category: outreach, follow-up, open house, or custom. Templates support placeholders including {{first_name}}, {{last_name}}, {{email}}, {{property_address}}, {{agent_name}}, {{company_name}}, and {{date}}.
9. Teams+
Invite teammates with role-based permissions and manage your team from one place.
10. Knowledge Base+
Give the AI assistant context about your business in two free-text fields: Business Info and additional AI instructions. The assistant reads these when answering prospects, so your facts and voice stay consistent. This is one knowledge base for your whole account - not per-property FAQs.
11. Reporting+
Open Reports from the sidebar for a summary of your properties, inquiries, tours, offers, and projected monthly income. Download it as a PDF, or use Email to me to send yourself a copy on demand. A weekly performance digest is emailed to you automatically every Monday; monthly digests are still on the roadmap. You can also review these metrics on your Overview and Offers pages.
12. Billing & subscription tiers+
Billing -> Manage Subscription opens the Stripe customer portal where you can upgrade, downgrade, update payment methods, and download invoices. Free / Growth / Scale / Enterprise.
Need more help?
Can't find what you're looking for? We're happy to help.
Or write to us directly at info@vacantseek.com.