Tenancy renewal negotiation logging

1. Access tenancies due for renewal

From the Organiser, Property Management panel:

• Enter the relevant number of days in the Tenancies due for renewal section
  (enter number & press enter)
  

• Right-click over Tenancies due for renewal and select Full results

2. Select tenancies and renewal manager

• Select the relevant tenancies (using tick boxes on left)

• Beside Set renewal manager, choose which person 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

  

• Click this section to view all current renewals in a list

  

• Hover over the panel header, click the Pop out into full results icon to view all renewals in one window, then select the relevant tenancy
  OR

• Click the Renewal link beside the relevant tenancy

The Renewal Negotiation screen will be displayed, as shown in the next section

5. Initiate tenancy renewal negotiation individually

From the tenancy:

• Click Details tab, click Status menu and select Add renewals / alterations / fees
  

• Select Add renewal negotiation (as shown below) and click Accept
  
  

• Or, via the Financial & Renewals tab, in the Renewals / Alterations / Fees panel, click ,
  select Add renewal negotiation and click Accept

1. Renewal negotiations screen

Each stage of the renewal negotiation process should be logged in the Renewal Negotiation screen:

2. 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

3. 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. Checks (where configured)

• Click the link beside Checks
  

• Select a check and enter the date of completion, or click Not Needed (when appropriate)
  A check may have more than one action
  

• Each action for each check must be completed (or marked as Not Needed, see above) in order for the check to be classed as complete
  An action is considered complete if a date is shown beside it
  

• The Checks link will update automatically as each check is completed
  All checks need to be marked as complete/not needed in order to move on with the renewal

5. 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
  

6. 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

7. 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. Accessing Power Reports

Tenancy renewal negotiations can be reported on using Power Reports

• On the main menu, click Reports and select Power Reports

2. 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 not displayed, click Show More to view it in the list

3. Renewal Negotiations criteria options

Selecting Renewal Negotiations offers the following criteria to report on:

• Clicking Tenancy has renewal negotiations allows the report to be switched to Tenancy does not have renewal negotiations

4. 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