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 by letting you create your own email and text messaging templates with auto populated data fields to save you even more time.

Message Templates allow you to create a pre-made message with data fields to customize messages to tenants, vendors, and owners. Auto-populating information from your software, such as tenant name and address, ledger balance, renewal date, etc.. allows you to use one template when sending a message to multiple people, the information will be customized with each individual's information.

Below is an example of adding a message template to add a Tenants Balance and Rent Amount data field

There are four types of Templates:

• System - These Templates are software defaults for sending Automatic Email Notifications to tenants such as New Charge Posted, Payment Posted, and Account Overdue. System Templates should not be modified as they are attached to behaviors in the software.
• Email and Text
  • For direct Messaging and use with the Mailing Wizard
• Work Order email and text for use in messaging from Work Orders only
  • Work Order - Vendor
  • Work Order - Tenant

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 an existing template or Add Template (Create New)
   1. Edit Templates:
      1. Click on the Template or paper/pencil icon
   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. Enter your custom message
      5. Place the cursor where you would like to add data fields (ie., where you would like to auto populate date, individuals name, address, lease end date, account balance etc..)
      6. Click on the Data Fields dropdown to select where the data is being pulled from
         1. Owner Fields
         2. Tenant Fields
         3. Property Fields
         4. Prospect (Leads) Fields
         5. Vendor Fields
4. Click on Save Changes after the message is complete including data fields for the template.

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

Pro Tips: 

• Save time - copy and paste information from one of the Forms, Leases, Agreements, and Eviction Notices with pre-formatted data fields to a template

Other communications in Rentec Direct that uses 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
• Forms, Leases, Agreements, and Eviction Notices as documents or for signature.