Send Notifications, Emails and Text Messages to Leads

Easily communicate with leads through your Rentec Direct software from first contact to moving them in as tenants.

This article reviews the three convenient methods of communicating with leads through your software and Frequently Asked Questions. Click on one of the links to jump to that section:

• Notify - Sends auto notifications to leads identifying Available Property with some or all Matching Search Criteria
• Email and Text - Compose messages or use message templates
• Recording Email Replies
• FAQs

Tip: If texting hasn't been enabled in your software, click here for steps to Setup Text Messaging

Notify Leads

Quickly notify leads of Available Property that Matches their criteria.

Notify an Individual Lead or All Leads using the following steps:

In your Rentec Direct account:

1. Click on Tenants, then Leads List
   1. Click on Notify All Leads, to send each lead their prospective matches
   2. Right-click on an Individual Lead and select Notify to alert the individual
2. Click on Notify Leads

Notify All Leads With Matching Criteria for a Specific Property using the following steps:

In your Rentec Direct account:

1. Click on Properties
2. Click on a Property and view the Property Info Card for Matches
3. Click on the number of Matched Leads
4. Click on Notify These Leads
5. Click on Notify Leads

Note: Copies of Notifications sent to leads are automatically stored in their Notes & History

Email and Text

The following steps walk through sending an email or text message to leads.

In your Rentec Direct Account:

1. Click on Tenants, then Lead List
2. Right-click on a Lead and click on Messaging
3. Click on the envelope to compose an email or the text bubble to compose a text message
4. Leave the default setting to No Template to compose a new message or use the dropdown to select a Template or click on +Add New to create one.
5. Enter a Subject (required) 
6. Upload Files from your device or Choose Files from your Rentec Direct File Library to be included with the message as needed. (You may consider including your rental policies or pre screening information)
7. Compose your message - Use the toolbar to customize your message, add data fields, or attachments
8. Click on Send Message

Notes:

• Copies of all email and text messages through your software are automatically saved to the leads Messaging. Email replies can be seen in your email and easily record them to your messaging history using the steps in FAQs below.
• Easily download and save copies of documents to the Leads File Library

Recording Email Replies

When a lead replies to your email, their response will be sent to your computer's default email program inbox, so they do not post automatically within your Rentec Direct account. Your software provides a tool to quickly save, date, and time-stamp received emails, voicemails, or written correspondence which will appear on the list along with your sent messages.

In your Rentec Direct account: 

1. Access the list of contacts
   1. Click on Tenants, then Lead List
2. Right-click on the Lead and select Messaging
3. Click on the red Record Button
4. Copy and paste the email that you received
5. Click on Record Message

Frequently Asked Questions

Q) What is an Available Property

A) To ensure that only intended property is included in a search for leads, an Available Property is one that has the Marketing Info set to Publish Online Listings. (Accept Online Applications and Enable Syndication do not need to be set. Learn more about Marketing Your Rental)

Q) What information is used to match a lead with a property?

A) Information is matched in two places in your software:

• Property Profile - Rent amount (Default Rent) and City & State
• Marketing Info of Published Listings - # of Bedrooms & Bathrooms, and Facilities

Q) How can I edit the Rent amount, City & State, or Marketing information?

A) The following links will take you to step by step instructions for updating the search data:

• Edit Rent amount and City & State - Property
• Edit # of Bedrooms & Bathrooms, and Facilities Marketing Info

Q) Can I begin searching for a new tenant even if the current tenant hasn't been moved out?

A) Yes! When you receive notice from a tenant that they intend to move or a lease is expiring that will not be renewed is a perfect time to begin searching for a prospective tenant.