Creating Email and Text Messaging Templates

Rentec Direct property management software is designed to save you time from repetitive tasks by sending out automated emails that have been created for you and providing message templates to be used for common communications with tenants, vendors, and owners. 

Message templates can be used for email and text communications and customized to meet your company's messaging brand. The same data fields used in forms can be used to auto-populate information from your software, like tenant name and address, ledger balance, renewal date, etc. When sending a message to multiple people, the information will be customized with each individual's information.

Learn more about sending Forms, Leases, Agreements, and Eviction Notices as documents or for signature.

There are three types of Templates:

• System - These Templates are software defaults for sending auto notifications to tenants. The message is attached to behaviors in the software related to the tenant ledger.
• Email
  • For Messaging and Mailing Wizard
  • For Work Orders only
• Text 
  • For Messaging 
  • For Work Orders only

Other communication options that utilize message templates and data fields:

• Email Tenants Vendors, and Owners
• Sending Text Messages to tenants, vendors, and owners
• Sending Emails and Texts from Work Orders to tenants and vendors
• Automatic Email Notifications to tenants regarding rent due, overdue, payment received, and work order status
• Send Letters and Notices With the Mailing Wizard with PostGrid direct mailing service

Templates

• System Templates are attached to behaviors in the software and used to send timely Automatic Email Notifications to tenants (a single tenant, all tenants, roommates, and co-tenants) of each property regarding ledger-related activity such as:
  • Account Overdue
  • New Charge Posted
  • Payments/Credit Posted

Important Note: The message can be modified, but we advise against changing their purpose for your customization. (You would not want a message modified for a specific tenant to be sent to all tenants receiving automatic rent charge messages.)

• Email and Text Message Templates are used for communications with tenants, vendors, and owners. Using the toolbar to customize the message and data fields, you can create a message that can be sent out once to individuals or groups with auto-filled data.

Edit or Create a New Email or Text Message Template

Message Templates can be customized for your business needs and save you time from entering repetitive Messages. They can be used for messages to individuals or groups of tenants, vendors, and owners. 

In your Rentec Direct account: 

1. Click on Settings
2. Under Program, click on Message Templates  
3. From this page, you can Edit or Add Template (Create New)
   1. Edit Templates:
      1. Click on the Template or paper/pencil icon 
         
         Important Note: Messages with type System are used for auto notifications to tenants, and message context should not be changed
   2. Create a New Template:
      1. Click on +Add Template
      2. Select Email or Text
      3. Enter a Subject to make selection easy when sending messages (for example, Enter "Work Order" at the beginning of the subject for messages that will be sent from Work Orders)
      4. Use the toolbar to customize your message and data fields to auto-fill data (name, date, amount, etc.) when sending an email or text. Depending on the browser that you are using, you may be able to drag and drop or cut and paste images onto the template.
4. Click on Save Changes

Pro Tips: 

• When making a template that may be frequently used, consider creating a text and email option for tenants, owners, and vendors who may only have one or the other.
• Save time - copy and paste information from one of the Forms, Leases, Agreements, and Eviction Notices with pre-formatted data fields to a template