Sending Email Messages to Tenants, Owners, and Vendors

It is easy to compose and send individual email messages to Tenants, Owners, and Vendors in the software. The instructions are the same for tenants, owners, and vendors so we will use tenants as the example below. 

How to Send an Email Message

In your Rentec Direct account: 

1. Click Tenants.
   
   1. To send an email to an Owner, click Owners. 
   2. To send an email to a Vendor, click Settings, and then Manage Vendors & Payees. 
2. Right-click the person you wish to message and choose the Messaging option from their menu.
3. Click the Send Email button to open the Messaging window. 
   
   Note: This is the same screen to return to if you wish to see a list of all the emails that have been sent out to the selected recipient.  
4. On the Messaging window, you have the option to create an email template, use an existing email template, or compose a message that you would like to send. 
5. When you are finished composing a message, click the Send Message button
   
   Information on creating an email template can be found here: Creating Email and Text Messaging Templates

Note: Clicking on an email address link for a tenant, owner, or vendor anywhere in the program will open your computer's default email program, not the internal messaging feature.  All emails sent from your computer email program are not stored within the Rentec Direct software. If you wish to have all emails sent recorded within your Rentec Direct program follow the below instructions.

System Advice:    

By default, emails sent from the system will show you or your company's name in the "From" field and any replies will go directly to your email address.

Emails will be sent using an authenticated mail system that has a high deliverability rate. If a tech savvy recipient inspects the header or sets up a filter, it will show as originating from noreply@rentecdirect.com or noreply@propertymanage.biz. This method is best to ensure your recipients receive your messages.

** Alternatively, if you are comfortable with our mail servers forging the from address as coming from your email address. This is only advisable if you own your own domain and can adjust the SPF records on the domain to include spfrentecdirect.com, otherwise outgoing email is very likely to get marked as Spam and not be delivered by the recipient's mail server. This setting is not recommended as it can reduce email trackability and deliverability. To use the Advanced Setting, go to:

• Settings
• Program Defaults
• Under General Preferences, change setting from Default to Advanced
• SAVE Changes

Recording Replies

 When a Tenant, Owner, or Vendor replies to your email, their reply will go into your computer's default email program inbox and will not post automatically within your Rentec Direct program. To record the reply in your Rentec Direct program follow the below instructions. Again, we will use a tenant reply as our example.

In your Rentec Direct account: 

1. Click Tenants.
2. Right-click on a tenant and choose the Email/Text Msg option from the menu.
3. Click the Record button.
4. Copy and paste the email that you received. 
5. When finished, click on the Record Message button to save. 
   
   Note: After a message has been recorded, it will then show on the list along with your sent messages.

Tip: This tool could also be used to log other communication such as voicemail messages and letters.