Tenant Move-In Video Collection Workflow for Multi-Location Suite Rentals

Every tenant who moves into a suite is a free chance to capture a before-and-after story, and one suite-rental operator was letting those moments pass. The business was paying for a move-in incentive that cost something every time and left no marketing assets behind.

This is the story of a multi-location operator who rents suites to independent beauty professionals, and what we decided to put in the incentive's place. It is written for home service businesses that onboard customers or tenants in person and have no system for turning that moment into content. The program is still at the planning stage, and we say so throughout.

The situation

The operator runs suite rentals in several markets. Tenants are independent beauty professionals who run their own small businesses inside a suite. Each move-in is a natural content moment, because an empty room turns into a working studio.

During a weekly acquisition-team review, we looked at how move-ins were being handled. New tenants received a move-in incentive. It cost the business something every time, and it produced nothing the marketing team could reuse.

What was broken

Three gaps showed up in the same conversation.

• The incentive left nothing behind. Once a tenant moved in, the benefit was spent, and the business had no photos, video or testimonial to show for it.

• There was no standard way to collect footage. Tenants send files by text, and without a prepared place to put them, files end up scattered and hard to find when an editor needs them for edits or ad creative.

• Social presence was thin at the location level. The business had no presence on TikTok, which the owner saw as a free place for beauty professionals to discover suites.

What we designed

We settled on a different exchange and designed the system around it.

• A media gift in place of the incentive. We edit the tenant's before-and-after move-in footage and run a boosted post that tags the tenant's business. The tenant gets finished content and exposure, and the operator gets reusable footage.

• A video-collection workflow in GoHighLevel. It is designed around an onboarding page template and a content intake form. We send screenshots of the workflow to the owner for review before anything launches.

• A value-forward intake experience. The owner wanted the page and form to show that the business is putting real editing hours and ad spend into the tenant's business, so the request for footage feels like part of the gift and not a chore.

• Pre-built Drive folders. Each location gets a shared folder structure with an upload folder for every tenant, to be created and named ahead of time, so no tenant has to set one up.

• One pilot location first. The workflow gets tested at a single location before it is copied to the others.

• Per-location TikTok accounts, planned so each location has its own discovery channel.

What changed

There is no result to report yet. The incentive swap was decided, and the workflow was being built for review ahead of the pilot.

What changed is the structure. Before, a move-in was a cost with no output. After, it has a defined path: a form the tenant fills in, a folder the footage lands in, an edit we produce, and a post that goes out. Whether tenants actually send footage, and whether the posts bring in new tenant inquiries, are the questions the pilot will answer.

Check your own onboarding in ten minutes

This section is advice, not a claim about the operator. Ask what each new customer or tenant hands you that you could reuse: photos, a short video, a testimonial. If the answer is nothing, look at what you give away at onboarding and whether the same effort could buy content instead.

Then check where files go when a customer sends them. If the answer is somebody's phone, set up the folders before you ask for the footage. Make the request feel like something you are doing for them, because in this model you are.

Frequently asked questions

How do you collect video from tenants or customers without chasing them?

In this plan, the tenant gets one onboarding page, one intake form and a shared folder already named for them. The less a tenant has to set up, the more likely the footage arrives. The pilot will test whether that holds up in practice.

Why replace a move-in incentive with a media gift?

In this case the incentive cost the business something and left no assets behind. The media gift costs editing time and ad spend instead, and it produces content that both sides can use. We have not measured the effect yet.

Why start with one location?

A single-location pilot shows where the form, the folders and the editing handoff break before the process is copied everywhere. It keeps mistakes small and makes the fixes easy to roll out to the other locations.

What does GoHighLevel do in this workflow?

It carries the onboarding page and the intake form, so the request for footage starts from one place instead of a scattered text thread. The editing and posting steps sit around it, and the owner reviews the workflow before the pilot launches.

If your onboarding process ends without anything you can reuse, book a 30-minute AI follow-up and reporting audit. We map what each new customer hands you and where it should land.