The TenantScout product guide

Quick start

Call lists are built from TenantScout's business index, so they depend on its coverage. A listing outside it reads No call list for this property yet and still shows the ranked uses.

That is the whole loop. The rest of this guide explains each screen in the order you meet it, with the labels you will see on the buttons.

What TenantScout does

The work it replaces is the part before the first call: reading the OM, guessing what the space suits, searching directories and finding a phone number. TenantScout ranks uses and suggests who to call. It does not make the final decision. Review zoning, permitted uses and property conditions yourself before you advise a client.

Words we use

OM

Offering memorandum, the marketing PDF for a property. It is what you upload.

Highest & best use

The use that is legally permissible, physically possible and financially feasible, and yields the most value. TenantScout ranks candidate uses for each listing.

Confidence

How strongly a use or a business fits, shown as HIGH, MEDIUM-HIGH, MEDIUM or LOW. There is no numeric score.

Call list

The businesses found for one use. Your monthly allowance is counted in call lists.

Lead

One business on a call list. Leads are rebuilt when a list is re-sourced.

Contact

A person or business saved in your CRM. Contacts are yours and are never removed when a call list changes.

Named contact

A lead where TenantScout found a person's name, not only the business.

NAICS

The industry code for a business type. Each use shows the codes it searched.

Follow-up

A task with a due date, listed under Follow-ups.

Seat

One paid user. Prices and allowances are per seat.

Leader and Agent

The two team roles. Leaders manage billing, seats and purchases; agents work listings.

Adding a listing

Open New Listing and drop your files on Drop offering memorandums, or click to browse. The optional field Property address (optional · single listing only) is used only when you upload one file. Then press the submit button under the form.

What TenantScout reads from the OM

• Size and age: building SF, land SF, office SF, stories, year built and renovated.
• Zoning: the zoning text, district and jurisdiction, and whether outdoor storage is allowed.
• Industrial features: clear height, power, dock and grade doors, sprinklers, yard, cranes.
• Terms: lease rate and type (NNN, FSG, modified gross), or sale price.
• Location and use: submarket, freeway access, current use, parking.

The listing's Property panel shows the headline facts: Building, Land, Yard, Clear height, Power, Doors, Sprinklers, Year built, Zoning, Occupancy, Lease rate and Sale price.

While it works

Each file moves through Queued, Uploading… and Processing. Plan on about ten minutes for a first call list. On My Listings the row reads Researching, then Ready to call, or Needs attention if something failed.

Have an address but no OM? On My Listings or Listing Manager, use Publish a listing +. That creates a listing you can describe and publish, without a ranking or call list, and it does not use your upload allowance.

Reading the use ranking

On the listing, the Highest & Best Uses panel lists every surviving use with columns #, Use, Confidence and Rationale, five to a page. Each use shows the rationale, its NAICS codes, and either View leads or a button to generate its list.

The zoning check

Each use carries a zoning badge and a fit badge:

• Zoning: permitted, Zoning: permit required, Zoning: prohibited or Zoning: verify where TenantScout has zoning rules for the jurisdiction.
• Zoning: not checked where it does not. Treat that as unknown, not as allowed.
• Fit: pass or Fit: fail for whether the building can physically host the use.

Uses that are not confirmed or that fail show a dash in place of a rank number. Always confirm zoning with the jurisdiction before you advise a client.

The feasibility page

Click a use's name to open /leads/:id/uses/:useId. It writes a Feasibility study the first time you open it (summary, verdict, Why it works, What to watch, who signs the lease and the buildout; if it cannot be written, the page says so and a reload tries again), then shows What the engine found: the conversion level, matched signals, NAICS codes, business types that fit the box, and the zoning finding.

Correcting the ranking

Thumbs-down a use to mark it Rejected and open the correction panel. Fill in Add a use the engine missed with its NAICS codes and why, then Save correction; TenantScout re-sources the call list from your corrections. To build a list for a use that is not ranked, open Add a use + and press Generate Leads.

The call list

The list sits under Your prospecting plan. with a count of businesses and how many have a named contact. Open it with Work call list at the top of the listing.

Columns and sorting

Columns include Use, Business, Address, Distance, Current size, Contact and Phone, all sortable. Blank cells sort last either way. Filter by use, by size near this space, independents or chains, confidence, or search by name. Filters live in the address bar, so a filtered link is shareable. Rows load 100 at a time.

Phones and named contacts

A phone shows as a number, or a dash when none was found. A contact name appears only when one was found; many leads are business-only, so expect to ask for the decision-maker on the call.

Talking points

Each business gets talking points tied to this property. The first 3 show; Show more and Show less expand them. Open View brief on a row for the full brief.

Removing a business

Press Not interested on a row. A notice offers Undo and one-click reasons: Not a business, Wrong trade, Wrong size, Wrong location, Already known or Other. A reason is optional. Press Do not call there to also add the number to your firm's do-not-call list. Removed businesses stay removed when the list is rebuilt; show them again with the removed strip and press Restore.

Working several at once

Tick rows to get the selection bar: Save as shortlist, Assign to, Follow-up, add to CRM, or mail postcards. + CRM on a row, or Add all to CRM, saves businesses as CRM contacts and merges duplicates.

Calling from a phone

On a phone, the call screen has Call now, which logs the call and opens your phone's dialer. Only numbers that are not on your do-not-call list get a dial link.

Export

• The Excel button downloads the list as .xlsx. It is included on the annual plan.
• On the monthly plan the button reads Excel (annual plan) and links to plans.
• Removed businesses are left out. Numbers on your do-not-call list are blanked, and a Phone Status column says why.
• Cells are guarded against spreadsheet formula injection.

Postcards

Buying postcards

Postcards come in prepaid packs of 25, 50 or 100 at $1.75 a card, and last 6 months from purchase. A leader buys them in the Postcards panel on Team, or with Buy postcards on a lead.

Before your first card

• Add your name and DRE licence number in Settings, Profile.
• A leader fills in Direct-mail disclosures on Team: return postal address, responsible broker and their licence number.
• Cards stay unprintable until those are set.

Sending

On a business's brief, under Direct mail · 6 × 9 postcard, press Prepare for mailing, then Send postcard and confirm. One prepaid card is used per business per listing, and the card cannot be sent twice. If the printer rejects a card, the credit is returned. From the call list, tick rows and use the mail button in the selection bar; rows with no mailable street address or already mailed for this listing are skipped.

What the recipient sees

Every card carries a code and a short address to stop further mail. When a business opts out, TenantScout tells you and blocks further cards to it. If the listing is published on Spaces, the card also carries a QR code to the public brief, and you are notified the first time it is scanned.

CRM and pipeline

CRM

Open CRM in the side menu. Filter by Call queue, Follow up now or Going cold, or by stage: prospect, contacted, engaged, client, lost. Import CSV brings in an existing list; CSV exports the contacts on screen.

On a contact, log a note, call, email or meeting with Log activity, add tasks, and record a client's needs in the Deal box. After a call, choose an outcome: Connected, No answer, Voicemail, Callback set, Not interested, Meeting booked or Wrong number. Logging Not interested adds the number to your firm's do-not-call list.

Follow-ups

Follow-ups lists open, overdue and completed tasks. Add one with + New follow-up, and filter to Assigned to me or All.

Pipeline

The pipeline board is linked from the dashboard and the Team page (View full pipeline →). Add a deal with Add opportunity ＋ and drag it between stages: New, Contacted, Tour, LOI, Closed-Won and Lost. Each listing also has a deal stage of Active, Pending or Closed; Pending opens a closing checklist (proof of funds, deposit, insurance, signed lease and more) that you can add to.

Renewal radar

Renewal radar runs in the background. On a CRM contact, set Lease expires in the Deal box; it shows as a renewal window. Each day TenantScout checks every contact with a date and, at each of the five points, creates a renewal outreach task for the contact's owner, due in 7 days, with a notification linking to the contact. Each point fires once. Changing the date resets them.

Spaces and the free report

Publishing to Spaces

Open Manage listing (or Listing Manager, then Manage). In the Publish section, fill in the summary, deal, asset type, asking rate and availability, then press Publish. You need a name and DRE licence number on your profile first. Publishing copies those fields, the photos and the ranked uses onto a public page; the call list, source document and contacts stay private. Use Take it down to unpublish. If the public marketplace is not switched on yet, the Publish section says so, and the page is not reachable until it is.

Once the marketplace is live, tenants who open a published brief can send an enquiry with Ask about this space.

The free report

The free report needs a work email, no card. After confirming the email, upload one property document. The report shows the ranked highest-and-best uses and the first 10 matched businesses by name, use and distance; contact details unlock on a paid plan. One free report per broker.

Billing and seats

Both plans work at any team size. An upload builds a list for each ranked use it can source, up to 3, so 30 lists covers ten listings in full. If you run out, the upload is refused with a message saying when your allowance resets.

More call lists

A leader can buy extra call lists in the Call lists panel on Team (packs of 10 for $50 or 25 for $110). They last 6 months and are used only after your included lists run out.

Seats and the team

Leaders manage seats on Team: Invite teammate ＋ adds a person as Agent or Leader, Add a seat buys one, and Remove a seat drops an unused seat at your next renewal, credited to the next invoice. Invites expire after 14 days.

Billing page

Settings, Billing has Manage billing for invoices and your card, and Cancel subscription. After cancelling, your team keeps access to the end of the billing period. If a payment fails, a banner gives you 7 days to pay or update your card. Until it is paid, uploads and other paid features pause while your leads, CRM and call lists stay available. After the 7 days the workspace pauses until the payment clears; nothing is deleted.

Data sources and privacy

Where the businesses come from

Call lists are built from open data: Overture Maps Foundation places (data from Meta, Microsoft and Foursquare) and city business-licence open data such as San Francisco's and the City of Los Angeles Office of Finance. The licences are on Data sources. Coverage depends on the state; where there is none yet, the listing says No call list for this property yet.

Your documents

Your workspace is yours. Teammates see what is assigned to them, workspace leaders see everything, and nothing is published unless you publish it. The AI providers we use do not train on API inputs or outputs by their terms, and we do not train models on your content either. See Privacy for providers and retention.

Do-not-call

The firm's own do-not-call list is blocked before dialing and blanked in exports; the national registry is not checked unless an FTC list is loaded. Check a number against the national registry yourself before you cold call it. Numbers join your firm's list when you press Do not call after removing a business, or log a call as Not interested.

Your privacy settings

Settings, Privacy lets you opt out of the sale or sharing of your information (which also turns off product analytics), opt out of marketing email, download your data (team leaders), or delete it.

Tips and troubleshooting

• Upload refused. Only PDFs are accepted, up to 15 per batch and 32 MB each.
• Analysis failed. The listing shows Analysis failed with Try again when a re-run can help, or Upload it again.
• No call list. The listing's area may have no coverage yet, or the use may have no matching businesses nearby; try another use with Add a use +. A list with nothing to keep reads No leads found. If building a list says sourcing is paused, the listing is still analysed and ranked; try again later.
• Out of call lists. Buy a pack on Team, add a seat, or wait for the monthly reset.
• Postcard will not print. Check your name and DRE licence number in your profile and the direct-mail disclosures on Team.
• Cannot buy packs. Purchases are for workspace leaders; ask yours.
• Wrong uses. Reject them and save a correction; the call list is rebuilt from it.

Contact

Write to hello@tenantscout.ai. For privacy requests, use the controls in Settings, Privacy, or see Privacy.