Creating Email and Text Messaging Templates

You can quickly create a message template with data fields to auto-populate customized information, allowing you to send letters, messages, or notices to one recipient or hundreds simultaneously, while eliminating repetitive data entry and saving time.

This article will walk you through creating and editing message templates. Click on one of the links below to jump to a section:

• Create or Edit an Email or Text Message Template
• Types of Templates
• Example of a Formatted Template
• Other communications in Rentec Direct that use message templates and data fields

Create or Edit an Email or Text Message Template

In your Rentec Direct account: 

1. Click on Settings
2. Under Program, click on Message Templates  
3. Click on +Add Template to create a new template (or click on the paper pencil icon or subject to edit an existing template).
4. Select which Type of template you're creating: Email or Text
5. Enter a Subject to make selection easy when sending messages
6. Enter your message using the customization options on the toolbar or copy and paste one of your forms. To add Data Fields, place your cursor on the message where you would like information to auto-populate and select which fields the data is being pulled from. Options will include:
   1. Owner Fields
   2. Tenant Fields
   3. Property Fields
   4. Prospect (Leads) Fields
   5. Vendor Fields
7. Click on Save Changes

Types of Templates

There are four types of Templates available in your software:

• System - System Templates are software defaults attached to behaviors in the software and should not be modified. These templates are used in Automatic Email Notifications that you can choose to activate if and when the notification is to be sent. The three system templates are:
  • New Charge Posted - Alerts tenants when a charge has posted to their ledger and is a great reminder to the tenant.
  • Payment Posted - Assures tenants that their payment has been received

  • Account Overdue - Lets tenants know their account is overdue, allowing them the opportunity to make a payment to avoid late fees.

    Click this link to learn more about scheduling Automatic Email Notifications

• Email and Text
  • Email and Text are available for direct messaging with leads, tenants, vendors, and owners
  • Email templates are used with the Certified Mailing Manager
• Work Order email and text for use in messaging from Work Orders only
  • Work Order - Vendor for communications with vendors about maintenance and repairs
  • Work Order - Tenant for communicating with tenants about maintenance and repairs

Example of a Formatted Template

Below is an example of how a message template is formatted using data fields.

Pro Tip: 

• Save time by copying and pasting a Forms, Leases, Agreements, and Eviction Notices with pre-formatted data fields to a template.

Other communications in Rentec Direct that use 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 Certified Mailing Manager with PostGrid direct mailing service
• Forms, Leases, Agreements, and Eviction Notices as documents or for signature.