This article applies to both prospects and tenants, but to keep it simple, we use "tenant" to refer to both.
After you have uploaded lease documents and made sure they are formatted correctly, you can generate leases for multiple tenants at the same time. Make sure that the new lease terms have been updated for each tenant.
To generate lease documents
Go to Reporting > Correspondence > Tenant.
Select Lease Builder. The filter appears.
Complete the screen. Some fields are used to filter the tenants, and some provide input for the lease agreements.
Filter Fields: Property, Tenant, Status, Unit, Days to Lease Expiration, Tenant/Prospect, and Email on File Options.
You can use Days to Lease Expiration to limit the results to tenants with leases that are ending soon, for example, within 60 days.
The Tenant/Prospect field limits the search to tenants or prospects. You can only use the function for one at a time.
The Email on File Options field allows you to filter for recipients who have an email address in the system or those who do not. For example, you could run the function once for tenants who have an email address, and send the email, and then run it again for those who do not, and print the ledgers and mail them via regular mail.
Input for the Leases: Document Type, Response Date, and Days Notice.
The last two -- Response Date and Days Notice -- appear in the lease agreements if the template contains tokens for them. Days Notice is the number of days before a change in lease terms, for example, a rent increase. Response Date is how long tenants have to respond.
Click Display. The screen displays the tenants that match the filter criteria.
Right side of screen:
There are two ways to use the screen:
You can select multiple tenants and use the buttons on the top right:
View: Downloads the leases in a single PDF, so you can open them and view them.
Email: Sends the emails with the leases attached
You can work with individual tenants, using the links at the end of each row:
PDF or DOC: Downloads the lease, so you can open it and view it.
Preview: Opens the email message, so you can view it or edit it.
Send: Sends the email message with the attached lease.
Publish: Uploads the lease to RentCafe, where the tenant can view it. (This link only appears if the tenant has a RentCafe account.)
To run a lease expiration report:
Go to Reporting > Tenant > Lease Expiration.