Dedupe Logic and Event Creation

This article outlines EliseAI's dedupe logic, ignored guest cards, and Event ID creation. These processes support reliable contact lists, metrics reporting, and task management for your organization. 

Dedupe Logic

EliseAI uses deduplication logic to correctly sync prospect guest cards and contacts from your external PMS or CRM. When we dedupe two guest cards, they merge into a single copy. 

We dedupe prospect guest cards when: 

• Two or more guest cards with matching guest card IDs and building IDs sync to Elise's system.
  • This is the only scenario in which we merge two separate guest cards created in your PMS. 
  • You cannot manually merge two guest cards from your PMS in our system. 

We provide the option to merge new guest cards created in the AI Portal with existing guest cards when:

• A prospect's name, contact information, and community on a new guest card matches an existing guest card.
• See Duplicate Guest Cards: Flagging and Merging for more information. 

In all other scenarios, we do NOT dedupe guest cards. 

EliseAI does not automatically merge Prospect and Resident guest cards, even if the contact information matches. Prospect guest cards and Resident guest cards are maintained as separate records. If a current resident interacts through a leasing (prospect) channel and the RESIDENT ignored logic does not apply (for example, if the resident record is not actively syncing for that community or the interaction routes differently), a new prospect guest card may be created.

We dedupe contacts when: 

• Two or more contacts with matching names, phone numbers, email addresses, and associated communities sync to Elise's system.

Deduping identical guest cards and contacts supports structure in your Prospect Contacts Page and reliable communications from your AI assistant. 

EliseAI follows a separate dedupe logic for leasing reports. Our system combines multiple interactions from one prospect into a single lead at the portfolio-wide level. This means that a prospect's interactions across multiple properties or communication channels count as a single lead in your leasing report's portfolio-wide metrics, as long as each prospect interaction:

• Shares the same contact name.
• Shares the same contact information (valid email address or phone number).

Prospect interactions across separate communities still count as separate leads at the community level of your leasing reports.  

This approach allows EliseAI to display accurate data and metrics in your Leasing Reporting Dashboard. 

Ignored Guest Cards

EliseAI creates ignored guest cards in scenarios where a guest card sent from your PMS or CMS may introduce errors or unwanted contacts.

You cannot use EliseAI to actively reach out to prospects listed in ignored guest cards. However, you can still view ignored guest cards.

You can re-engage an ignored guest card's prospect if:

1. You click Activate AI Conversation on the ignored guest card, OR
2. We receive another guest card for the prospect that does not contain an ignored reason (see list below).

Our system creates an ignored guest card in the following scenarios: 

• INVALID: The guest card is invalid.
• LEASE_SIGNED: The prospect signed a lease before EliseAI received the guest card
• GC_CREATED_BEFORE_LAUNCH: The guest card was created before its associated community launched on EliseAI.
• BUILDING_NOT_LAUNCHED: The guest card was created before its associated community launched on EliseAI.
• EMAIL_BLANK: The guest card contains no email address.
• EMAIL_FILTER: The guest card contains a blacklisted email address. 
• EMAIL_BLACKLISTED: The guest card contains a blacklisted email address. 
• NOT_PRIMARY: The prospect is not the primary contact on the guest card.
• CANCELLED: The guest card was cancelled in an external system before EliseAI received it. 
• APPLICANT: The prospect applied to a community before Elise received their guest card. 
• GC_CREATED_MORE_THAN_7_DAYS_AGO: EliseAI received the guest card after the seven-day retention period.
• NOT_ASSIGNED_TO_ELISE: The guest card was not assigned to an agent using EliseAI. 
• RESIDENT: The prospect is already a resident of the community listed on the guest card.
  • Note: The RESIDENT ignored reason only applies when the resident record is actively syncing for that community. If resident products are not live or the guest card routes to a different community, the system will treat the submission as a new prospect.
• DENIED: The prospect's application was denied before EliseAI received the guest card. 

Elise only assigns an ignored label to guest cards synced from your PMS or CRM. You cannot create an ignored guest card directly in the AI Portal. 

Event ID Creation

EliseAI assigns Event IDs to nearly all of your leasing and resident activities, such as booked tours, lease signings, and work orders.

We assign Event IDs to activities that sync from your PMS and CRM, as well as activities that occur directly within the EliseAI Portal. Event IDs allow us to accurately track and report all your organization's activities, regardless of origin.

Elise does NOT assign Event IDs to the following tasks: 

• Reminder Tasks: Automatic reminders for other tasks requiring attention, such as post-tour follow-ups and delinquency messages.                                                                                                     
• Mention Tasks: Tags from one internal user to another internal user within an AI Portal conversation.

We omit these events from Event ID assignment to simplify your reporting and streamline your task management.