Tenant-Mix Recommendation Memos for Every Vacancy Intake

When a new submission comes in on my Typeform Vacancy Intake form, generate a tenant-mix recommendation memo for that shopping center and post it to our leasing Slack channel.

Trigger: a Typeform webhook firing on a new submission to my Vacancy Intake form. The form captures the shopping center name, the address or coordinates, the vacant unit square footage, any tenant restrictions, and the submitter's email.

For each new submission, the agent should do the following in order:

1. Look up monthly store visits for the property using Sites USA Get Store Visits by Shopping Center, and use the result to classify the property's traffic level (low, average, high, or top-tier for a center of this type).

2. Build a 10-minute drive ring around the property with Sites USA Request Trade Area Boundaries. Use the WKT polygon it returns as the trade area for every downstream lookup.

3. Pull demographics for that 10-minute ring with Sites USA Get Demographics by WKT. Capture household income, age distribution, ethnicity mix, and the daytime vs nighttime population split.

4. Fetch the merchant category catalog with Sites USA List Merchant Categories. Then call Sites USA Get Merchant Counts by WKT for the 10-minute ring filtered to each relevant category to see which retail categories are over- and under-represented relative to a typical trade area for this type of center. Use the named merchants returned by List Merchant Categories to surface real comparables for each category.

5. Draft a tenant-mix recommendation memo with these sections: a one-line headline recommendation, the property's traffic class, the demographic profile of the trade area, the top 5 recommended tenant categories with reasoning that ties back to the demographics and saturation gaps, 2 to 3 named comparable merchants per recommended category, any tenant restrictions from the form factored into the picks, and a short list of categories to avoid because of saturation. Write it for a leasing director who wants a defensible answer to "what kind of tenant should we target here" in under a minute of reading.

6. Create a new Google Doc titled "Tenant Mix - [shopping center name] - [submission date]" via Google Docs Create Document, then fill it in with the memo body using Google Docs Batch Update Document.

7. Post a message to our leasing channel via Slack Bot Send a Message. The message should contain the property name, the vacant square footage, the headline recommendation, and a link to the Google Doc. Try to look up the form submitter's email in Slack with Slack Bot Look Up User by Email and @-mention them in the post if a match is found. If no Slack user matches the email, include the email as plain text in the post so the team knows who submitted the intake.

Build this as an agent workflow so the agent can reason about which merchant categories matter for this specific center type, square footage, and demographic profile rather than running a fixed checklist.

Additional information

What does this prompt do?

Watches your vacancy intake form and reacts to every new submission within minutes.
Pulls live traffic, demographics, and competitor saturation for the property's 10-minute drive ring.
Drafts a tenant-mix memo with the top 5 categories to target, named comparable merchants, and categories to avoid.
Saves the memo as a Google Doc and posts a Slack message to your leasing channel with the headline recommendation, the property details, and the doc link.

What do I need to use this?

A Typeform vacancy intake form that captures shopping center name, address or coordinates, vacant square footage, tenant restrictions, and the submitter's email.
A Sites USA REGIS Online account with API access.
A Google account that can create Google Docs.
A Slack workspace with a leasing channel and the Slack Bot connected.

How can I customize it?

Change the trade area, for example a 5-minute walk ring, a 3-mile radius, or the surrounding zip code instead of a 10-minute drive.
Swap the output channel, post to multiple leasing channels, or DM the memo to a specific person.
Adjust how many tenant categories the memo recommends, whether it names specific comparable merchants, and which categories it explicitly flags to avoid.

Frequently asked questions

What kind of form does this work with?

Any Typeform that captures the shopping center name, an address or coordinates, the vacant square footage, any tenant restrictions, and the submitter's email. The agent reads each new submission as it arrives.

How fresh is the trade area data in each memo?

Sites USA pulls live traffic, demographics, and merchant counts every time a form is submitted, so each memo reflects the latest data for that specific property.

Will the broker who submitted the form get notified?

Yes. If their email matches a Slack user in your workspace, the Slack post @-mentions them directly. If no match is found, the post includes their email so the leasing team knows who to follow up with.

Can the memo go somewhere other than Slack?

Yes. You can route the Google Doc link to email, a CRM record, or a Notion page instead of, or in addition to, Slack.

Do I need a special Sites USA subscription for this?

You need API access on your REGIS Online account. The API key lives in your account settings. If you don't see one, Sites USA support can enable it for your subscription.

What if our team uses a different intake form like Google Forms or a web form?

The workflow can be adapted to any intake source that sends a webhook. Typeform is the default because it has native outgoing webhooks, but the same memo logic works from other form tools too.