QRG – CRM IQ - Renewal Part 2: Select Offer, Generate Lease, Sign, and Countersign
Note the renewal status meaning:
Selected: Resident has selected a term for renewal and the renewal lease needs to be generated for signature.
Approved: The renewal batch is approved, but the Resident has not selected the renewal lease term. Agents can select on their behalf if the Resident has communicated their desire to renew.
Pending: Resident does not have an active renewal batch but the lease end date is forthcoming.
Scheduled: Renewal lease has been executed and is scheduled to take effect on the renewal start date.
To begin:
1. Select the Residents dropdown Menu > Renewals (BETA) .
2. To find the resident in which you’d like to generate a renewal lease navigate to the Manage Proposals tab and using the Proposals by Status box, select Selected Proposals.
This will bring you to all proposals that have been selected and are pending renewal lease generation. Select Manage to begin the process.
This will take you to the lease setup window. Go through the lease setup workflow, selecting “Save & Next” during each step until you are ready to review and finalize the lease. The finalize lease step will send a signature request to the customer via email and make the lease available in the app.
NOTE: If Renewal Specials/Concessions are being offered, they need to be included when creating the renewal batch; do not proceed with generating the lease if it is not present. If assistance is needed, please place a support center ticket.
***The current concession lease charge will need to be ended, and the new special added for the special/concession to pull through to the lease agreement and include the concession addendum in the packet.
3. Rentable Items:
Keeping a Rentable Item: If the Resident is going to keep a rentable item with the same monthly charge on the renewal, no action is needed.
Adding a Rentable Item: If the Resident is going to add a rentable item on the renewal start date, follow the steps HERE.
Removing a Rentable Item: If the Resident is going to end a rentable item on the lease expiration date so it does not appear on the renewal, follow the steps HERE.
Review lease info:
Review lease charges:
Review & Finalize the Lease:
4. From the Renewals Dashboard > Proposal by Status widget you can view the status of every lease in the renewal workflow based on its status.
In the example below we are looking at Pending Customer Signature as that would be the next step.
As the renewal progresses through the process each step will be managed within the Proposals by Status widget and the applicable action will be indicated in the next steps column.
5. The resident(s) will receive notification, and the lease will be available for signatures in the resident portal.
6. Once the lease is signed by the resident, an email will be sent to the property email. Community Leaders and Resident Account Specialists must navigate to Residents > Renewals Dashboard > Proposals by Status > Pending Signature to countersign the lease. The final version will be emailed to the resident, and it will also be available in the resident portal.
Alternate scenario:
If the Resident has not selected the renewal term, Agents can Select on their behalf. Select Pending Selection filter and select the arrow under Next Step to see all proposal terms. Select the lease term resident has decided to renew for and proceed through the workflow as indicated above.