Content Comparison

1. Access tenancies due for renewal

From the Organiser, Property Management panel:

Enter the relevant number of days in the Tenancies due for renewal in section

Click the Tenancies due for renewal in section to view the relevant tenancies due for renewal

Hover over the panel header and click the Pop out into full results icon

2. Select tenancies and renewal manager

Select the relevant tenancies

In Set renewal manager choose which negotiator will be managing the renewal process for these tenancies

Click Start renewal negotiations

3. Contact relevant parties & initiate renewal negotiations

The options shown on the right will be automatically displayed:

Choose the method for making contact with selected tenants/landlords, e.g. E-mail

Click Proceed

Select who to contact

Click Yes to Begin renewal negotiations for selected tenancies

4. Access tenancies with initiated renewals 

From the Organiser, Property Management panel:

The newly initiated renewals will now be displayed in the Tenancy renewal negotiations section

See 4a

Tenancy renewal negotiations can also be initiated individually via the tenancy screen (see 4b)

1. Renewal Letter

Use the Letters button (top right) to select the template for the renewal letter

When the letter has been sent to the Tenant and/or Landlord, click the Not sent link and select Sent
Today’s date is used but can be changed - hover over the link to display a calendar icon and click to change the date

Further options, e.g. Chased, are then available

Letters need to be marked as Reply received in order to move on with the renewal

2. References

Click Status and enter the current reference status

Any notes can be entered into the field below

References (and Checks) need to be marked as Not Needed or Received in order to move on with the renewal

If using Checks, see next step - if not, skip to step 4

4. Agreement

Use the Agreement tab to enter renewal agreement information, such as break clauses and responsibilities
These options are configured to meet the requirements of your business

When the Agreement has been generated and sent to the Tenant and/or Landlord, click the Not sent link and select Sent
Today’s date is used but can be changed - hover over the link to display a calendar icon and click to change the date

Further options, e.g. Chased, are then available

When the Agreement links have been marked as Reply received the renewal can be marked as Exchanged
Enter a date in the Exchanged field

5. Terms

The Terms section should be completed:

Grey text indicates terms carried across from the previous tenancy

Black text indicates an updated term for this renewal

Enter the Renewal end date
Right-click over the date field for shortcut options to Set to 6 months or Set to a year

To calculate a rent increase based on a percentage,
see 5a

Update all other fields as required

6. Fees

Enter any associated fees for the renewal

Click 

A list of fees will be presented (dependent on configuration)

Select the fee type

Ensure the details are correct and click Accept

The selected fee/detail is shown in the Fees panel

1. Select report type, basic report criteria & linked record type

Select Tenancy as the report type

Tenancy criteria can be selected first, e.g. to only return tenancies for a specific property manager, select Manager and choose the required person

In the Linked Records section, select 
Renewal Negotiations 

If this option is currently not displayed, click Show More

2. Renewal Negotiations criteria options

Selecting Renewal Negotiations offers the following criteria to report on

The Tenancy has renewal negotiations text can be clicked, allowing it to be switched to Tenancy does not have renewal negotiations

3. Example report

This example will return:

tenancies for a specific property manager
and...

where the tenancies have renewal negotiations in progress
and...

where references are needed but are not yet completed