Your Complete
Move-In Guide

Everything you need to know before getting access to your Charleston Mills home on August 1.

Overview

Everything you need to know before your lease starts on August 1.

🔑

August 1 is Move-In DayEveryone is required to check in at the leasing office on August 1 to receive their door code. You do NOT have to physically move your belongings in on August 1. You just need to check in with us, get access to your unit, and complete your Inventory & Condition Form through RentCheck within 72 hours.

📱

Complete your Inventory & Condition Form through RentCheck within 72 hours of Move-In DayYou'll receive your invitation the morning of August 1. Download the app in advance, walk through your unit, and submit photos of any pre-existing conditions within 72 hours of picking up your key.

✈️

On vacation or studying abroad?You don't have to change your summer plans. Just arrange for a roommate or family member to check in at the leasing office to receive your access credentials and complete the Inventory & Condition Form through RentCheck on your behalf. You can authorize anyone you trust like a parent, a sibling, or a roommate who's already coming in on August 1.

Who Is This Guide For?

🏠

Moving into a fully vacant homeAll roommates are new and the entire unit has been turned over. The Before You Arrive, Move-In Day, and Checklist tabs cover everything you need.

👥

Moving into a home with existing roommatesSome roommates are staying from last year and you are filling a vacated bedroom. See the Moving Into a Partial tab. There are some important differences in what to expect.

Key Dates & Timeline

Date	What's happening
Before July 15	To guarantee you receive a Fast-Pass for key pickup, you must pay your first month's rent, fees, and security deposit (or set up an Obligo account), complete your Pet Screening profile, and set up your Property Meld account. Download the RentCheck app.
Before August 1	Sign up for your check-in time slot here. Coordinate with your future roommates about what to bring and expectations for shared spaces. Arrange for a proxy to pick up your key if you can't be there in person.
August 1	Check in at the leasing office (4097 General Pkwy) to receive your door code and mailbox key. Bring a photo ID. If sending a proxy, email us their name in advance. They'll also need to show a photo ID.
Within 72 hours of Move-In Day	Complete your Inventory & Condition Form through RentCheck via the app. Walk through every room, photograph all pre-existing conditions, and submit. Anything not documented may be your responsibility at move-out. Submit all maintenance requests via Property Meld.
Ongoing	Submit all maintenance requests via Property Meld. Pay rent through your AppFolio tenant portal by the 1st of each month.

Before You Arrive

Everything you need to take care of before picking up your key on August 1.

⏰

Members who complete all of the following tasks before July 15 will qualify for Fast Pass Key Pickup They get to enter a shorter queue on Key Pickup Day. Last year, the average Fast Pass wait time was less than 5 minutes.

Financial & Admin

Pay your first month's rent + fees

First month's rent
Members Benefits Package fee ($35.95/month)
Annual utility service fee ($60/year)
One-time admin fee ($150)

If you haven't received member portal access or a welcome email by July 6, contact the leasing office at leasing@charlestonmillstx.com.

Pay your security deposit or set up an Obligo account

You have two options for a security deposit:

Traditional security deposit: 1.5x your monthly rent, paid upfront through your AppFolio portal.
Obligo (deposit alternative): 12-30% of your deposit amount, charged annually. Sign up directly through your AppFolio portal. Either way, you're responsible for returning your unit in the same condition you received it.

Complete your Pet Screening profile

Every member (whether you have a pet or not) is required to complete a Pet Screening profile at arenagroup.petscreening.com. If you're bringing a pet, you'll also need to sign a Pet Agreement and pay the one-time pet fee ($325) before move-in day.

Download the RentCheck app before August 1

Your Inventory & Condition Form invitation will be sent the morning of August 1. The app guides you through photographing each room and any pre-existing conditions in the home. Having it downloaded before August 1 means you can start your form immediately after your check-in. You have 72 hours to complete and submit it.

Set up Property Meld account

Watch for an invitation email with account setup instructions. If you haven't received it by July 15, contact the leasing office at leasing@charlestonmillstx.com.

Sign Up for Your August 1 Move-In Day Check-In Time

You'll receive an email invitation from us the week before August 1 with a link to sign up for a check-in time slot. Please sign up in advance. This helps us keep lines short and moving on a busy day.

✅

Can't be there in person?You can authorize a roommate, parent, or other trusted person to complete your Inventory & Condition Form on your behalf. They'll need to bring their own photo ID and we will need written permission from you ahead of time authorizing them to pick up your key. Email the leasing office in advance if you're sending a proxy.

⚠️

Moving in late?If you absolutely cannot arrange for someone to complete your Inventory & Condition Form on August 1, contact us to discuss your situation. Please note: if you don't check in on August 1 and your Inventory & Condition Form through RentCheck isn't completed within 72 hours, we cannot guarantee the condition of your home will be exactly as we left it, particularly in common areas shared with roommates who have already moved in.

Coordinate With Your Future Roommates

Before move-in day, reach out to your roommates. If you don't have their contact info, the leasing office can help connect you. A quick conversation ahead of time makes move-in day much smoother. Things worth sorting out in advance:

Which bedroom you're each taking
What shared items you each plan to bring (to avoid four toasters and no coffee table)
Expectations for shared spaces (cleaning, guests, noise)
Move-in timing so you're not all trying to carry furniture through the front door at once

💬

Need your roommates' contact info?Email leasing@charlestonmillstx.com and we'll connect you.

Move-In Day

🏠

Everyone must check in at the leasing office on August 1You are not required to move your belongings in that day, but you do need to come in, receive your door code, and complete your Inventory & Condition Form through RentCheck within 72 hours.

Checking In & Getting Access

Leasing office — 4097 General Pkwy

Come at your scheduled check-in time

Bring your photo ID. If you completed all to-dos ahead of time, all we'll need to do is verify your identity and get you set up. If not, you will have to complete those tasks on the spot with a member of our team, which will be a significantly longer process.

Sending a proxy?

Authorize someone to check in for you

If you can't be there in person, a trusted person (roommate, parent, family member) can complete your Inventory & Condition form on your behalf. They need to bring their own photo ID and we will need written authorization from you ahead of time. Email leasing@charlestonmillstx.com in advance to arrange this.

What you'll receive

Your door code & mailbox key

Everything is provided at check-in. No trip to the post office needed.

Within 72 hours of Move-In Day

Complete your Inventory & Condition Form through RentCheck

Open the RentCheck app, walk through every room, photograph all pre-existing conditions, and submit. Anything not documented may be considered your responsibility at move-out. Submit work orders through Property Meld.

Why August 1 Move-In Day Matters for Everyone

In previous years, one roommate would move in on August 1 while another didn't arrive until late August. In that time, the roommate who moved in early had access to the entire home (including vacant bedrooms and common areas) for weeks before their roommates arrived. When the other roommates finally moved in, they sometimes found damage in their bedroom or common areas that happened after we had completed our turn of their room.

By having everyone complete their Inventory & Condition Form through RentCheck on August 1, we ensure that the condition of every bedroom and common area is documented at the same point in time. If anything needs attention, we find out immediately and our team can fix it while our vendors are still available.

Inventory & Condition Form through RentCheck — What You Need to Know

📱

It's an appYou'll receive your Inventory & Condition Form invitation the morning of August 1. Download the app and have it ready on your phone before then. The app guides you room by room, gives you examples of what to look for, and lets you take photos within the inspection.

🛡️

It protects youYour RentCheck submission creates a timestamped, photographic record of your unit's condition on the day you moved in. If there's pre-existing damage (sheetrock damage, a stain, a broken fixture) document it in the app. When you move out, this is the reference point for any charges to your security deposit.

⚠️

The 72-hour window is a hard deadlineOnce 72 hours from key pickup passes, the window closes. Anything not documented is assumed to have occurred during your tenancy. Do your walkthrough as soon as possible after getting your key.

📸

How to use it wellGo room by room. Photograph every wall, the floor, inside closets, all appliances, fixtures, and any damage you notice, even if it seems minor. The more thorough you are, the better protected you are.

Submit Maintenance Requests After Completing Your Inventory & Condition Form

📋

Your Inventory & Condition Form through RentCheck is for documentation. Property Meld is for Maintenance Requests.These are two separate steps, and you may need to do both. Completing your Inventory & Condition Form does not automatically create a work order or alert our team that something needs attention. If something in your home needs to be repaired or cleaned, please submit a work order separately through Property Meld.

✅

Not everything needs a work orderIf you notice minor cosmetic wear that you're fine living with, then you don't need to submit a work order. Just document it in your Inventory & Condition Form through RentCheck and you won't be charged for it at move-out. Work orders are for things you want our team to fix.

🏥

We'll triage by urgency, not by who submitted firstWith hundreds of residents moving in at the same time, we will prioritize work orders by how urgent they are, not by submission time. A broken air conditioner in a Texas summer will always be addressed before a broken ice machine. Please give our team grace and patience as we work through the most pressing needs first.

🙏

We're thorough, but we're not perfectWe're turning over hundreds of bedrooms during a very short window. We do our best to catch everything, but some things will get missed. If your home isn't quite right when you arrive, please let us know right away. We want you starting your semester in a home you're happy with!

Move-In Checklist

Check off each item as you complete it.

Progress0 / 12 complete

⏰ Before August 1

✓
First month's rent + all fees paid through AppFolio portal
✓
Security deposit paid or Obligo account set up through your AppFolio portal
✓
Pet Screening profile completed at arenagroup.petscreening.com (required for all members, even without a pet)
✓
Property Meld account set up — Watch for an invitation email with setup instructions.
✓
RentCheck app downloaded
✓
Check-in time slot reserved for August 1
✓
Reached out to roommates to coordinate move-in timing and shared items

🏠 August 1 — Move-In Day

✓
Photo ID brought to leasing office (4097 General Pkwy) at scheduled check-in time or proxy sent with their ID + your written authorization emailed to leasing@charlestonmillstx.com ahead of time.
✓
Inventory & Condition Form through RentCheck completed within 72 hours of key pickup
✓
Work orders (if any) submitted through Property Meld for anything that needs attention

📋 Admin — First Week

✓
Signed up with Piñata for Member Rewards, credit building, and identity protection — link coming soon

📱 Stay Connected

✓
Follow @charlestonmillstx on Instagram

Moving Into a "Partial"

Here's what to expect.

👥

What is a partial move-in?A partial move-in happens when one or more roommates from last year renewed their lease to stay in the home. In other words, you'll be moving into a home that already has people living in it.

What We've Done Before You Arrive

Before you move in, our team has:

Inspected, cleaned, and repaired any damage in your bedroom
Assessed the condition of common areas
Communicated to your roommates already in the home that common areas should be clean and clear for your arrival

⚠️

Common areas may not be perfectYour bedroom will be move-in ready. However, common areas (the kitchen, living room, stairwell) are still being used by members who already live there. There may be some minor wear, existing decor, or belongings from your roommates.

Communicate With Your Roommates Before You Move In

The most important thing you can do before move-in day is connect with the roommates who are staying. A quick conversation before you arrive prevents frustration on the day of. Things worth covering:

What to bring — ask what's already in the common areas (furniture, appliances, kitchen supplies) so you don't duplicate things or end up without essentials
Move-in timing — let them know when you're arriving so they can make room in common areas and help if needed
Shared space expectations — cleaning routines, quiet hours, guests, etc. It's better to surface these conversations early than after tension builds

💬

Need your roommates' contact info?Email leasing@charlestonmillstx.com and we'll connect you before move-in day.

Your Inventory & Condition Form through RentCheck Is Especially Important

Because you're moving into a home that's been lived in, your Inventory & Condition Form through RentCheck needs to be very thorough. Open the app, walk through your room and all common areas and photograph anything that isn't in move-in-ready condition. This includes:

Sheetrock damage on common area walls
Any stains on carpet in common areas
Existing damage to appliances or fixtures
Any condition in your bedroom that doesn't meet move-in-ready standards

🛡️

Document pre-existing damageAnything you photograph and submit in your Inventory & Condition Form through RentCheck within 72 hours of Move-In Day will not be charged to you at move-out, as long as it's pre-existing damage you didn't cause.

If Something Isn't Right With Your Bedroom

Your bedroom should be clean, repaired, and move-in ready when you arrive. If it isn't, do the following:

Document it in your Inventory & Condition Form through RentCheck immediately
Submit a work order through Property Meld so our maintenance team can address it

We want you to move into a home you're excited about. If something falls short, tell us right away.

Frequently Asked Questions

The questions we hear most from new members.

Key Pickup & August 1

Yes. Everyone is required to check in at the leasing office on August 1 either in person or through someone you authorize in writing ahead of time. You are not required to physically move your belongings in on August 1. You just need to check in, receive your door code, and complete your Inventory & Condition Form through RentCheck within 72 hours.

You don't have to change your summer plans. Just arrange for a trusted person (a roommate, parent, or family member) to check in at the leasing office and complete the Inventory & Condition Form through RentCheck on your behalf. They'll need to bring their own photo ID and we will need a written note from you authorizing the pickup. Email leasing@charlestonmillstx.com in advance to let us know who to expect.

Contact the leasing office as soon as possible to discuss your situation. Please understand that if you don't check in on August 1 and your Inventory & Condition Form through RentCheck isn't completed within 72 hours, we cannot guarantee the condition of your home will be exactly as we left it, particularly in common areas shared with roommates who have moved in. We strongly encourage arranging a proxy rather than completing your inspection late.

In previous years, one roommate would move in on August 1 while another didn't arrive until late August. In that time, the roommate that moved in early had access to vacant bedrooms and common areas for weeks. When the other roommates finally arrived, they sometimes found damage in their room or common areas that occurred after our team had completed the turn. By having everyone check in and complete their Inventory & Condition Form through RentCheck at the same time, every space is documented simultaneously. Any issues can be addressed immediately while our vendors are on-site on August 1.

You'll receive an email invitation with a link to schedule your check-in time slot the week before August 1. If you're sending a proxy, they can come at your scheduled time. Just let us know in advance.

A valid photo ID. If you're sending a proxy, they need their own photo ID and written authorization from you. Make sure all required payments are completed before you come in (see the "Before You Arrive" tab for details). We'll provide your door code and mailbox key at check-in.

It's a digital inspection completed through the RentCheck app that creates a timestamped, photographic record of your unit's condition when you moved in. Your Inventory & Condition Form invitation will be sent the morning of August 1. Download the RentCheck app before then. After picking up your key, walk through every room using the app, photograph every wall, floor, appliance, and any pre-existing conditions, and submit within 72 hours. The 72-hour window is a hard deadline. Anything not documented may be considered your responsibility at move-out.

Payments & Deposits

Pay through your AppFolio portal. Rent is due by the 1st of each month.

Yes. You can use Flex to split your rent into two payments. Sign up, connect a payment method, choose your schedule, and Flex pays your rent in full to the property. You pay Flex back later in the month.

Obligo is an alternative to paying a traditional security deposit upfront. Instead of paying 1.5x your rent in cash, you pay 12-30% of that amount annually. Obligo is fully integrated with AppFolio, so you can sign up directly through your AppFolio portal. Either way, you're responsible for returning your unit in the condition you received it. If there are charges after move-out, Obligo covers them on your behalf and collects from you.

Setup & Utilities

You'll receive an email invitation with instructions on how to create your account after August 1. If you haven't received your invitation by August 15, contact the leasing office at leasing@charlestonmillstx.com.

Your login information should be on the modem in your home. If you'd like to upgrade your internet services, please refer to the Arrive Networks flyer for available packages and contact information.

You'll receive your mailbox key along with your house key at Key Pickup Day. Your home already has a designated mailbox in the neighborhood — no trip to the post office needed.

Maintenance & Policies

For anything inside your unit (AC, heat, appliances, plumbing), submit a work order through Property Meld. For anything outside (fences, yards), email Charleston Mills HOA at hoa@charlestonmillstx.com. For after-hours emergencies, call (979) 243-5124.

Yes. Insurance is required, but it's included in your Members Benefits Package ($35.95/month). You're automatically enrolled in a policy from an A-rated carrier with $100,000 liability coverage. If you'd prefer your own policy, submit proof of coverage at insurance.residentforms.com and your RBP fee will be adjusted to $32.95.

Yes. All members are required to complete a Pet Screening profile at arenagroup.petscreening.com regardless of whether you have a pet. If you are bringing a pet, you'll also need to sign a Pet Agreement and pay the pet fee ($325 one-time + $25/month) before move-in day.

Charleston Mills uses a trash valet service that picks up your trash right outside your home every evening, Sunday through Thursday. Here's how it works:

Place your bin outside starting at 5pm and leave it out until your trash has been collected.
Make sure the bag is securely tied. Do not include sharp objects like broken glass.
Double bag pet waste.
Flatten all cardboard boxes before placing them out.
If you have more than one bag, open the lid and place the second securely tied bag inside the container on top of the first.
Bring your bin back inside your home by 9am the next morning.