Sending Email Messages to Tenants, Owners, and Vendors

It is easy to compose and send individual email messages to Tenants, Owners, and Vendors in Rentec Direct property management software. The steps are the same for tenants, owners, and vendors.

Pro Tip: Clicking on an email address link for a tenant, owner, or vendor in your account, will allow you to compose and send an email as well as save a copy in the individuals "emails".

How to Send an Email Message

In your Rentec Direct account: 

1. Access the list of contacts
   1. To compose a message for a tenant or owner, click on Tenants or Owners
   2. To compose a message to a vendor:
      1. Click on Settings
      2. Under People click on Vendors & Payees 
2. Right-click on the person and choose Messaging from the menu
3. Click the Envelope to compose a message
4. Click on Email to compose an email or Text to send a text message
5. Template allows you three options
   1. Use the dropdown to select an existing Template
   2. Click on +Add New to create and use a New Template
   3. or leave the default of No Template to compose your message
6. The To field will auto-populate the email address from the individuals' profile
7. To send to a group, click on Send to a Group
8. If sending to a group, Click Here to Select a Group
9. Enter a Subject (required) 
10. Upload Files from your device or Choose Files from your Rentec Direct file library
11. Compose your message
12. Click on Send Message

Click here for more information on  Creating Email and Text Messaging Templates

System Notes:

• 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. To verify your settings are set to the mail system that has a high deliverability rate:
  • Click on Settings
  • Under Program select Program Defaults
  • Under General Preferences change Email Handling to Default 
  • Click on Save Changes
• ** 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:
  • Click on Settings
  • Under Program select Program Defaults
  • Under General Preferences change Email Handling from Default to Advanced
  • Click on Save Changes

View Email, Text Messages, and Recorded Messages

Rentec Direct conveniently offers solutions to store all communications with Tenants, Vendors, and Owners. The following steps will walk you through accessing messaging history in your Rentec Direct account.

In your Rentec Direct account:

1. Access the list of contacts
   1. Click on Tenants or Owners
   2. For Vendors:
      1. Click on Settings
      2. Under People click on Vendors & Payees 
2. Right-click on the person and choose Messaging from the menu
3. Click directly on the message

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 account. If you would like to save or record replies:

In your Rentec Direct account: 

1. Access the list of contacts
   1. Click on Tenants or Owners
   2. To record a message from a vendor:
      1. Click on Settings
      2. Under People click on Vendors & Payees 
2. Right-click on the person and choose Messaging from the menu
3. Click on the Red Record Button
   
4. Copy and paste the email that you received 
5. Click on Record Message
   Note: After a message has been recorded, it will then show on the list along with your sent messages.

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