Getting Started | Mailing Wizard ✨

The automated Mailing Wizard is a tool to help you with sending bulk messages, notices, and even letters via USPS through our integrated partner PostGrid offsite mailing service. The Mailing Wizard allows you to incorporate Message Templates and data fields that will auto populate personal data in each mailing.

By default, the system Administrator and subusers with Full permission can create Message Templates in your Rentec Direct account. If there are other subusers that you would like to allow to create Message Templates, their permissions can easily be updated.

This article will walk you through how to make sure your account is ready to begin flawless communication with the Mailing Wizard including how to:

• Allow subusers access to Message Templates - permissions
• Create custom Message Templates to personalize communications
• See at a glance if there are tenants whos Leases Expire Soon or Rent Overdue as well as a quick tip how to make sure a Lease End Date is entered for all tenants that should have one

Once your setup is finished, you are ready to start saving and time and Send Letters and Notices With the Mailing Wizard .

Allow Subusers access to Message Templates - Permissions

By default subusers with permission set to Full have access to create and edit Message Templates. The following steps will guide you through how to extend permission to other subusers.

In your Rentec Direct account: 

1. Click on Settings
2. Under Account, select Managers & Users
3. Find the user whose permissions you would like to modify and click on the link under the Permission column by their name 
   1. This link will say, “Custom, Limited, Financial, or Full,” depending on their default permissions
4. Under the General Permissions section, find the option to Allow access to Message Templates and select YES 
5.  Click on Save Changes

Create Custom Message Templates

Message Templates are used throughout your Rentec Direct account to personalize messages and save you time.

The following steps will walk you through creating a custom Message Template using data fields to auto-populate information from your account. 

In your Rentec Direct account

1. Click on Settings
2. Under Program, click on Message Templates
3. Click on +Add Template or the paper/pencil icon to edit an existing "Email" template
4. Select Type Email
5. Enter a Subject to make the selection easy to identify (for example, "Rent Overdue" or "Lease Expiring Soon")
6. Enter your custom message
7. Place the cursor where you would like to add data fields (ie., where you would like each tenants name, address, lease end date, or account balance...)
8. Click on the three dots to access the data fields dropdown where you can select from
   1. Owner Fields
   2. Tenant Fields
   3. Property Fields
   4. Prospect (Leads) Fields
   5. Vendor Fields

9. Once the message is complete and you've entered all the data fields for the template, Click on Save Changes

   
   

System Note: Messages with the type System are used for auto-notifications to tenants, and message context should not be changed

How to See At a Glance Leases Expiring Soon or Rent Overdue

When you log into your Rentec Direct account, you will be on the Summary Page. At the top of the page you can see at a glance the Leases Expiring Soon and Rent Overdue indication. If there is a number indicated, click directly on the box to see the list of tenants.

Verify All Tenants who Have a Lease Expiration Date

If you will be using the Lease Expiration Date filter for sending out messaging, the Rent Roll report helps you to easily identify that all tenants that should have a Lease End Date do so they will be included in the mailing.

In your Rentec Direct account:

1. Click on Reports
2. Under Tenant, Click on any of the Rent Roll reports
3. Select All Properties
4. Click on Submit

Pro Tip: Rentec Direct makes it easy to maneuver through your software. If there is a tenant with an incorrect or no Lease End Date, click on the tenants name to access the tenant ledger, then click on Tenants at the top of the screen to access the list of tenants, right-click on the tenant to Update Lease, then just page back to return to the Rent Roll report

Pro Tip: We always recommend verifying compliance with legal documents, forms, electronic communications, and contracts. Companies like LawDepot offer resources to help you comply with state-specific requirements.