Lead Tracking | Instantly Match New Vacancies with ExistingTenant Leads

You can save time by automatically receiving an email list of leads matching some or all of the criteria for a newly vacant property.

This article will review:

• How Does the Automatic Alert Feature Work
• Activate the Automatic Alert Feature
• Managing Lead Email Notifications
• Tips to Ensure the Automatic Alert Feature Works Flawlessly
• Adding a Lead to a Property With an Existing Tenant

How Does the Automatic Alert Feature Work?

Once the new Automatic Alert Feature has been activated in your Rentec Direct Program Defaults:

1. Move out an existing tenant
2. Automatically receive an emailed list of your leads matching some or all of the criteria
3. From the email you receive, you can:
   1. Email the lead to verify if they're still interested in the property or request information
   2. Move the lead into the property

Pro Tip: See below how to add a lead to a property with an existing tenant

Activate the Automatic Alert Feature

Quickly activate your settings to begin receiving Automatic Alerts when an existing lead matches the criteria of a newly vacant property.

In your Rentec Direct account:

1. Click on Settings
2. Under Program, click on Program Defaults

3. Under General Preferences, set the 'Email lead list to Manager when a property becomes vacant?' setting to Yes

   Note: You may want to verify the 'Use tenant lead matching system?' and 'Allow leads to save searches on listings site?' are also set to Yes

4. Click on Save Changes

Managing Lead Email Notifications

Once you have activated the  Automatic Alert Feature, you will automatically receive an email with a list of leads with matching search criteria; when a tenant has moved out.

In the email, you can:

1. Review the list of leads
2. Click on the email to send the lead a message
3. Click on Place This Prospect, to move them into the newly vacant property

Tips to ensure the Automatic Alert Feature works flawlessly

Before moving out the existing tenant:

• Edit the property Marketing Info to:
  • Select Publish Online Listings
  • Verify lead match information is complete, including:
    • Bedrooms and Bathrooms
    • Search Criteria, including Search City
• Review the property profile to confirm the following:
  • Property Address 
  • Rent 

Pro Tip: Add “ps” or other indication to the name of leads that have been pre-screened for easy selection

Adding a Lead to a Property With an Existing Tenant

Sometimes, a previous tenant is kept in the software to finish up security deposit management, or it may be a shared unit. In this situation, there wouldn’t be a vacant unit to trigger an email. Your Rentec Direct development team has made it easy with a new place lead option that follows the same familiar steps to Add Roommates, Secondary Tenants, Co-Renters.

In your Rentec Direct account:

1. Click on Properties
2. Right-click on the property and select Place New Tenant
3. Click on Keep Separate
4. Click on Place Lead
5. Click on the Select Lead dropdown to choose from the list of matches
6. Review Rental Charges and Options
7. Click on Place Tenant