VMOS AI Automation - Move Outs

📤 AI Move-Out Automation Feature – Help Guide

Our new AI feature streamlines the move-out process by automatically sending a digital move-out form to customers through three convenient scenarios. This saves time for staff and ensures a smooth, consistent experience for customers.

Please review the video demonstration below of this feature:

Move Out Automation

🚀 How It Works

When a customer is ready to move out, a VMOS generated move out form can be automatically sent via SMS. The form requires:

1. The customer must upload a photo of their empty unit with the unit number visible.

2. The customer must select why they are leaving.

3. The customer can optionally provide additional feedback via free response prompt.

4. The customer must choose if they can be contacted following completion.

The form can be triggered in one of three ways:

1. Customer Scans QR Code at the Site via Facility Level Signage

(please reach out to StoreEase for this QR code)

• Where to Place QR Codes: Post QR codes prominently at entrances, exits, or inside storage units. StoreEase example below

• Customer Action: The customer scans the QR code using their smartphone and validates their identity by inputting the phone number associated with the account. This step is only required when using the QR code

• System Response: The customer is instantly sent a move-out form link to the via SMS.

• Best Practice: Ensure QR codes are clear, visible, and tested regularly.

Note: Facility level signage of this QR code will be produced and implemented at the partner's discretion. StoreEase will only provide the QR image to be used, if implementation is decided. 

2. Manager Sends Link via SMS through VMOS

• Tool: Use the VMOS platform to manually trigger a message.
• Manager Action: From the customer’s profile, select the “Send Move-Out Link” option in VMOS.

• System Response: The customer receives an SMS with a link to the move-out form. No phone number verification required as it is being sent to the customer from their VMOS profile 
• Best Practice: Use this method when interacting with customers who express intent to move out via phone or in person.

3. Customer Leaves a Voicemail

• Trigger: When a customer leaves a voicemail indicating they are moving out.
• System Response: The AI interprets the voicemail and sends the move-out form via SMS automatically. No phone number verification required as it is being sent to the customer from their VMOS profile 
• Best Practice: Inform customers through voicemail greetings that the move-out form will be sent automatically after they leave a message

4. After the Form is Completed

Once the customer submits the move-out form:

• Customer will receive an sms confirmation of the form completion:
• [Thank you for submitting the move-out form. If we need additional information, we'll reach out to you. Please note, the move-out will be considered complete once we process the form and send you an email confirmation. This usually takes 2-3 business days. Reply STOP to opt-out of {{organization_name}} texts.]
• ✅ A task is automatically created in VMOS under the "Move Out" tasks category.

• 👀 A manager can open the task to review:
  • The photo of the empty unit submitted by the customer
  • The form responses (e.g., confirmation of move-out date, comments, etc.)
• 📦 After reviewing, the manager can proceed to finalize the move-out in the PMS (Property Management System).

This ensures every move-out is verified, documented, and processed efficiently.

FAQs:

1. What if a customer has more than 1 unit or stores at multiple locations?

Customers with more than one unit and/or units at multiple locations will be prompted to select from a dropdown list which unit they are vacating. 

If vacating multiple units, the customer will need to complete a separate form for each unit.

2. Is this form customizable?

To an extent, yet. The questions below can be changed, however the formatting of them must remain the same (i.e. free response and select 1 option).