How to send a landlord a leasing activity report without building a deck

The short answer: a good leasing activity report answers four questions for the owner: how many prospects you reached, where the interest came from, who toured, and why the ones who passed said no. If you log every call, email, and tour against the listing as it happens, the report builds itself. In SiteMap Prospect, open the listing, go to the Listing Activity tab, and click Share live report to send the landlord a read-only link that stays current, or a PDF snapshot of today.

Most listing brokers know the Sunday night routine. Pull call notes from three places, count tours from your calendar, guess at the inbound numbers, and paste it all into a deck the owner skims for thirty seconds. This guide is about replacing that with a report you never have to build.

What should a leasing activity report include?

Owners don't want a list of every call. They want to know the work is happening and what the market is saying back. A useful report covers:

• Leads: how many companies or people you've engaged on the listing, split into inbound (they reached out) and outbound (you reached out).
• Activity over time: calls, emails, texts, and tours by week, so the owner can see a steady effort, not a burst before the meeting.
• Where leads came from: cold outreach, sign calls, web inquiries, referrals, and package views.
• Tours and deals: who toured, and which leads turned into real deals.
• Why leads passed: the reasons prospects said no. This is the part that wins the pricing conversation.

That last one matters most. "Six of the eleven tenants who passed said the rent was too high" is a much easier conversation than "the market is slow."

Why does the weekly landlord update take so long?

Because the activity lives in your phone, your inbox, your calendar, and your memory, and the report has to pull it all back together. Here's how the two approaches compare:

	Build the report by hand	Live report in SiteMap Prospect
Lead count	Counted from your sent folder and call log	Every contact tagged to the listing, split inbound and outbound
Activity	Rebuilt from memory the night before	Charted by week from logged calls, emails, texts, and tours
Lead sources	Usually skipped	A breakdown by source, editable per lead
Why tenants passed	Anecdotes, if you remember them	A required reason every time you pass on a lead
Delivery	A deck or PDF that's stale the next day	A read-only link that stays current, plus a PDF when they want one
Your time	An afternoon a week	About 30 seconds to share

How do I track leads on a listing as I go?

The report only knows what you tag to the listing, so this is the habit that makes it work.

1. Log the touch on the contact or company record: a Call, Email, Text, or Meeting. For a showing, pick Meeting and switch it to Tour.
2. Under Track as a lead for, make sure the listing is selected. Tap Listing or Campaign to add it if it isn't there.
3. Save. That contact or company is now a lead on the listing, and the touch counts on the report.

A lead is marked inbound or outbound by its first touch on the listing. If a sign call got logged as outbound by mistake, click the direction on the lead row to flip it. You can also set each lead's Source (Cold outreach, Brochure / package view, Web inquiry, Sign call, Referral, or Other) so the "where leads came from" chart tells the truth.

How do I record why a tenant passed?

When a prospect says no, don't just let them go quiet. Open the listing's Listing Activity tab, find the lead in the Leads list, and click Pass. Pick a reason:

• Rent / price too high
• Space too big / too small
• Wrong location
• Timing not right
• Chose another site
• Parking / visibility
• Use not permitted (zoning)
• Went dark / no response
• Other (with a short written note)

The reason is required, and it shows up in the Why leads lost panel on the report. The lead keeps its full history, and you can click Reactivate if they come back.

When a lead gets serious, click Upgrade to Deal. The deal lands on your team's Lease Deals or Sale Deals board, and the report counts it under deals instead of leads. If the deal is later marked lost, the lost reason you enter shows up under Why deals lost.

How do I send the landlord the report?

1. Go to Listings and open the listing. The Listing Activity tab opens first.
2. Pick the window you want to show with 7d, 30d, 90d, or All, or set a custom date range. The recap line at the top sums it up in one sentence, like how many outbound touches, tours, and package views you logged across how many leads.
3. Click Share live report.
4. Click Copy to grab the live link, or Email to landlord to open a new email with the link already in it.
5. Set Expires to Never, In 7 days, In 30 days, or In 90 days.
6. If the owner wants a file for their records, click Download PDF for a snapshot of today.

The link is read-only. The landlord sees the same numbers you do (leads, tours, package views, deals won, the lead funnel, sources, activity over time, why leads passed, and the leads list) without any of your editing controls. They can switch between 7, 30, and 90 days or all time on their own. Every time they open it, it shows the current numbers, so you send it once and it stays current for the rest of the listing.

If a link ends up somewhere it shouldn't, click Regenerate link. The old link stops working right away.

See Listing Reports and Lead & Prospect Tracking for more on how this works.

The weekly owner update checklist

1. Tag every touch to the listing under Track as a lead for.
2. Set the source on new inbound leads.
3. Pass with a reason on every prospect who says no.
4. Upgrade to Deal when a lead tours seriously or asks for terms.
5. Check the recap line on Listing Activity before you talk to the owner.
6. Share the live link once, then point the owner back to it every week.

Frequently asked questions

How often should I send a landlord a leasing update?

Weekly while the space is actively marketed is common, and monthly once things settle. With a live link, the frequency question mostly goes away: the owner can check whenever they want, and your weekly call becomes a conversation about what the numbers mean.

Does the landlord need a SiteMap account to see the report?

No. Anyone with the link can view it, read-only. They can't edit anything or see the rest of your CRM.

Can I stop a landlord from seeing the report later?

Yes. Set an expiration when you share it, or click Regenerate link to turn off the old one immediately. A landlord who opens an expired link sees a note to ask you for an updated one.

What counts as a lead on the report?

Any contact or company with at least one activity tagged to the listing. Deals don't inflate the numbers on their own; only touches you tag to the listing count.

Can my teammates see the listing activity?

Collaborators on the listing can open the Listing Activity tab and see the same numbers. Only the listing's owner can click Share live report.

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The owner update shouldn't be a weekly project. Tag the work as you do it, pass with a reason, and let the report do the summarizing.

For the prospecting side of filling a vacancy, read How to find tenants for a vacant commercial space. Ready to try it on your next listing? See SiteMap Prospect, check pricing, or start a free trial.