The rental application that sat in a text thread for four days

A property manager told me she had a strong applicant for a unit, everything checked out, but the application sat inside a text thread with five other conversations about maintenance requests and rent reminders. By the time she got back to it, the applicant had already signed somewhere else. Nothing about her system was broken. She just could not see one thread among many until it was too late.

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For anyone managing rentals or properties on your own, where does an applicant or a tenant request actually sit today, texts, email, a spreadsheet, or memory?