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Renewals Configurations Manual

This manual details the configurations that are currently part of your renewals pipeline.

  1. New Expiration
  2. Housing Renewals
  3. Trigger Owner Approval
  4. No Approval (Working)
  5. Owner Approved
  6. Trigger Tenant Offer
  7. Offer Not Accepted (Working)
  8. Add/Remove Tenants
  9. Offer Accepted (Drafting)
  10. Sent for Signature
  11. Renewal Signed (Working)
  12. No Renewal/Move-Out (Closed)
  13. No Renewal/ PastTenant
  14. Renewal Complete (Closed)
  15. Month-To-Month Lease

Deal Automation/Process

New Expiration

Automations:

  • A task is created and assigned to the deal owner: New Expiration: Deal Name
    • Please review the renewal and make the decision in the deal record to inform Trinda if renewal should be offered or denied.

Housing Renewal

  • If renewal type is set to "Housing", deals will come to this stage. 
  • A task is created for the deal owner 

Trigger Owner Approval

  • Once a deal is moved into the trigger owner approval stage a PandaDoc will be sent to the Owner:
  • The owner will get a reminder text message daily for 4 days
    • A renewal analysis is now ready for your review. Please refer to your email for a message from PandaDoc to submit your renewal decision.
      -Reeder Asset Management
  • Options for the owner include:
    • YES, I would like to renew the current tenant at the recommended rate
    • NO, I do NOT wish to renew the current tenants at the recommended rate
    • I would like to schedule a call

WARNING:  This PandaDoc will NOT send unless the information below is in the deal record in HubSpot (this information should be entered PRIOR to moving the deal into the stage to Trigger owner Approval:

  • Current Rent Amount
  • Proposed New Rent Amount
  • Lease Expiration Date
  • Owner response actions:
    • If the owner approves the tenant and the new rental rate amount, the deal will automatically be moved into the Owner Approved stage. A task will be assigned to the deal owner that the owner has approved the renewal.
    • If the owner does not approve the new tenant and the new rental rate amount, the deal will be automatically moved into the No Approval (working) stage. A task will be assigned to the deal owner that the owner has NOT approved the tenants for lease renewal.
    • If the owner chooses to schedule a meeting, the deal can be manually moved into the Meeting Scheduled stage for holding. 

No Approval Working

Automations: [RENEWAL] ZAP 02 - Owner Response - Not Approve [OWNER_TRIGGER]

Deals are automatically moved here, pending the selection by the owner in the renewal document sent via PandaDoc. See Trigger Owner Approval stage for more information.

  • The deal will be moved to the Non-Renewal (Working) stage.
  • A task will be created and assigned to the deal owner: Owner Did NOT Approve Renewal: Deal Name

TIP: Here is your option to use template [RENEWAL] 075 - Non-Renewal Notice (Owner Not Renewing)

NOTICE OF NON-RENEWAL
Hello there,
This notice is to inform you that the owner of your property has chosen not to extend a renewal offer at the end of your lease term.
Your move-out date will be at the end of your lease term. We will be providing you with move out instructions and next steps in the coming days.
If you have any questions or would like to speak with us, please feel free to schedule a time that is convenient for us to reach out to you using this meeting link: {{custom.sendermeetingslink}}
[OPTIONAL - IF REVIEW LINK IS AVAILABLE] Your feedback is very important to us, and we would greatly appreciate it if you would use the following link and provide us with a positive review of our company and our services.
[REVIEW LINK]
Sincerely,
Renewals Team

Owner Approved

Automations: [RENEWAL] ZAP 03 - Owner Response - Approved [OWNER_TRIGGER]

Deals are automatically moved here, pending the selection by the owner in the renewal document sent via PandaDoc. See Trigger Owner Approval stage for more information.

  • The deal will automatically go to Trigger Tenant Offer after 10 mins in this stage

Trigger Tenant Offer

  • Once a deal is moved into the trigger tenant offer stage a PandaDoc will be sent to the tenant:

  • A reminder text is sent to the tenant daily for a week 
    • A renewal offer is now ready for your review. Please refer to your email for a message from PandaDoc to submit your renewal decision.
      -Reeder Asset Management
  • Options for the tenant include:
    • YES, I would like to renew my lease at the new rate
    • NO, I do NOT wish to renew my lease
    • I would like to schedule a call

Tenant Response Actions:

  • If the tenant chooses to renew their lease at the new rate, the deal will automatically move to the Offer Accepted (Drafting) stage and a task assigned to the deal owner: Tenant has Accepted Renewal Offer: Deal Name.
  • If the tenant chooses NOT to renew their lease, the deal will automatically move to the Offer Not Accepted (Working) stage and a task assigned to the deal owner: Tenant DID NOT accept Renewal Offer: Deal Name.
  •  If the tenant selects to schedule a call, the deal can be manually to the Meeting Scheduled stage.

Offer Not Accepted

Automations: [RENEWAL] ZAP 05 - Tenant Response - Not Accepted

Deals are automatically moved here, pending the selection by the tenant in the renewal document sent via PandaDoc. See Trigger Tenant Offer stage for more information.

  • The deal will be moved to the Offer Not Accepted (Working) stage.
  • A task is created and assigned to the deal owner: Tenant Did NOT Accepted Renewal Offer: Deal Name

TIP: Use template: [RENEWAL] 069 - Non-Acceptance of Renewal Offer - Tenant [WORKING TENANT] to send an email to the tenant.

Hello there,
We have received notification that you will not be renewing your lease. Although we are sorry to see you go, we understand that needs do change.
We will be reaching out in the coming days with move-out instructions for the end of your lease term.
If you have any questions or would like to speak with us, please feel free to schedule a time that is convenient for us to reach out to you using this meeting link: Schedule a Meeting- NOTE** See Comment.
Sincerely,
Renewals Team
 
Use template: [RENEWAL] 076 - Non-Renewal Notice (tenant not renewing) - Owner [NO_RENEWAL_TENANT] to send an email to the owner.
Hello there,
This notice is to inform you that your current tenants have elected not to renew their lease, and they will be vacating the property at the end of the lease term.
Wet will be in touch with you soon regarding marketing the property, so that we can locate new tenants for you as quickly as possible.
In the meantime, If you have any questions or would like to speak with us, please feel free to schedule a time that is convenient for us to reach out to you using this meeting link: {{custom.sendermeetingslink}}
[OPTIONAL - IF REVIEW LINK IS AVAILABLE] Your feedback is very important to us, and we would greatly appreciate it if you would use the following link and provide us with a positive review of our company and our services.
Thank you again for choosing
Sincerely,
Renewals Team

Offer Accepted (Drafting)

Automations: [RENEWAL] ZAP 04 - Tenant Response - Offer Accepted

Deals are automatically moved here, pending the selection by the tenant in the renewal document sent via PandaDoc. See Trigger Tenant Offer stage for more information. 

  • The deal will be moved to the Offer Accepted (Drafting) stage.
  • A task is created and assigned to the deal owner: Tenant has Accepted Renewal Offer: Deal Name

NOTE: The deal owner should begin drafting the new lease in HubSpot. The Lease Drafting panel in HubSpot should be completed prior to sending the lease via PandaDoc. Once the lease has been sent, manually move the deal into the Sent for Signature stage.

 

TIP:  Use template: [RENEWAL] 071 - Notice Tenant has accepted offer - Owner [OFFER_ACCEPTED] to send an email to the OWNER

Hello there,
We have received notification that your tenant has accepted their renewal offer and will be renewing their lease.
We will draft the renewal and send it to the tenants via email for signature. Once the lease has been fully executed, we will update our system with the new lease terms starting at the end of the current lease.
If you have any questions or would like to speak with us, please feel free to schedule a time that is convenient for us to reach out to you using this meeting link: Schedule a Meeting- NOTE** See Comment.
Sincerely,
Renewals Team
 
Use template [RENEWAL] 070 - Offer Accepted - Tenant [WORKING_TENANT] to send an email to the TENANT
Hello there,
We have received notification that you have accepted your renewal offer and will be renewing your lease.
We will draft your renewal and send it to you via email so that you can sign it electronically (usually within 1 - 2 weeks).
Once the lease has been fully executed, you will be sent a copy for your records.
If you have any questions or would like to speak with us, please feel free to schedule a time that is convenient for us to reach out to you using this meeting link: Schedule a Meeting- NOTE** See Comment.
Sincerely,
Renewals Team

Sent for Signature

Automations: [RENEWAL] 16 - Sent for Signature - TENANT

Move deals here when you have sent the new lease to be signed by the tenants.

  • A reminder text is sent to the tenant
    • Hi ! Your lease renewal has been sent to you via email. You can also access it through your tenant portal. Please make sure all parties sign within 72 hours. If you have any questions, please let me know. Thank you! -Reeder Asset Management
  • Delay 3 days
  • A task is assigned to the deal owner to follow up with the tenants regarding the signing of the lease.

Renewal Signed (Working)

Automations: [RENEWAL] 19 - Renewal Signed Email - BOTH

Once you receive the completed lease agreement, move deals into this stage.

  • An email [RENEWAL] 074 - Renewal Signed Notice & Review Request - Tenant [RENEWAL_SENT] will be sent to the tenant and the owner
    • Hi CONTACT.FIRSTNAME,

      This notice is to inform you we have received the signed renewal/lease extension for CONTACT.RENTAL_ANALYSIS_PLACEHOLDER_DON_T_USE_! We will now update our records to reflect the new terms.

      If you have any questions or would like to speak with us, please feel free to schedule a time that is convenient for us to reach out to you using this meeting link.

      Thank you again for choosing 512 Society Property Management!  

      Sincerely,

      Renewals Team

No Renewal/Move-Out

Automations: [RENEWAL] 20 - No Renewal - Deal/Ticket Tasks

Manually move deals when a tenant does not renew their lease.

Renewal Complete (Closed)

Automations: There is currently no automation in this stage.

Month-To-Month Lease

Automations: There is currently no automation in this stage.