The Property Lease Editor allows you to create lease templates that can be used for one or more properties. When you generate a lease, Breeze fills in specific information, such as the tenant's name and the lease dates. This article describes how to set up lease document templates in the Property Lease Editor.
To set up lease documents
Go to Company Settings > Property Lease Editor. Click Create New Document.
The screen changes to Edit mode.
In the Title field, enter a descriptive name for the template. When you generate lease documents, you will select the template by name.
In the Document Type field, select New Lease or Renewal.
Note: You must set up separate templates -- one for applicants and one for current tenants who are renewing. If you use the same lease for both, you still have to set it up twice.
Create a lease document template in Word. The margins should be one inch, all around, and the indents (right and left) should also be one inch.
Tokens are generic placeholders that you add to your lease template and that will be replaced with actual data when the documents are generated. For example, where the tenant's name should appear, enter the token for it: «TenantName». When you generate the lease agreement for John Smith, it will be replaced by John Smith, and when you generate it for another person, it will be replaced by their name.
For additional tenants, use the Lessee tokens (if the additional tenant is listed as a lessee) or the Non-Lessee tokens for additional tenants who are not lessees.
For e-signatures, use the signature tokens, for example. «TenantSignature1» through «TenantSignature5». Tenant signature tokens can be used for the main tenant or the additional tenants. For landlord signatures, there is another set of tokens. The signature number refers to the order in which the signature comes up in the signing process. For example, if the main tenant signs first and the additional tenant signs next, use «TenantSignature1» and «TenantSignature2».
Upload the lease to Breeze, and the document appears in the lower part of the screen.
If you need to add more tokens after you upload the document to Breeze, you can look them up on the Lease Editor screen. In the Item to Replace field, select the item, for example, the Lease From Date. The Token appears next to it: «LeaseFromDate».
When you finish the template, click Save.
If you need to edit an existing template, select it from the Type dropdown menu.
This menu displays the titles of saved templates.
Linking the Lease Template to Specific Properties
To limit the use of the lease template to specific properties, click the Properties link in the upper right.
The Link Properties window appears.
Select one or more properties and click Save.
Testing the Lease Document
After you set up the lease document, you should test it.
You can select a real tenant and preview the document, but don't email it or publish it. When you preview the document, verify that the tokens are pulling the information from the system as expected.