The Lease Renewal Workflow is a gallery template designed to manage expiring leases and the process for renewing leases in Propertyware.
In this article, you'll learn:
- How to install, configure, and enrich the Lease Renewal Workflow
- How to configure and publish your Lease Renewals Propertyware Report
- Communication automation capabilities
- Additional features and add-ons to optimize your Lease Renewal Workflow
Installing and Configuring the Lease Renewal Workflow
To get started, install the Lease Renewal Workflow from the Aptly Template Gallery.
- Click Created from gallery
- Search for the template Move Outs Propertyware
- Click the Use Template button to install it in your account
Creating and Configuring Your Propertyware Lease Renewals Report
Once you've installed the Propertyware Lease Renewals template from the Aptly Template Gallery, you will need to create a new leases report in Propertyware. This report will be published and used to create new cards on your Aptly Lease Renewal board. To create your Propertyware Lease Renewal report, follow these steps:
Prior to getting started, we recommend creating a New Folder for your Aptly reports called Aptly in Propertyware.
1️⃣ From with your Propertyware account, click Reports and New Report
2️⃣ Choose the Lease Reports folder and then Leases for the report type.
Name your report Aptly - Lease Renewals and add to a folder.
3️⃣ Choose the following fields to include in your report from the columns picker on the left:
We strongly recommend including these fields so we can map the data to the right information in your Aptly account:
- BUILDING ENTITY ID
- PRIMARY CONTACT EMAIL
- PRIMARY CONTACT FIRST NAME
- PRIMARY CONTACT HOME PHONE
- PRIMARY CONTACT LAST NAME
- PRIMARY CONTACT MOBILE
- PRIMARY CONTACT WORK PHONE
- # LATE
- # NSF
- END DATE
- LEASE NAME
- MANAGERS OR PRIMARY PROPERTY MANAGER
- MOVE-IN DATE
- NOTICE GIVEN DATE
- REASON FOR LEAVING
- SCHEDULED MOVE OUT DATE
- START DATE
- VACATED DATE
Lease: Tenant Ledger
- 0-30 DAYS PAST DUE
- 31-60 DAYS PAST DUE
- 61-90 DAYS PAST DUE
- 90 DAYS PAST DUE
- DEPOSIT HELD
- LAST PAYMENT DATE
4️⃣ Filter your reports to only display leases where the End Date is on or before the Next 120 Days. Your filter can be customized to capture only certain properties or other criteria to only displays certain cards on your Aptly board.
Click Apply to filter the report data.
5️⃣ Click the Save button to ensure your changes are not lost.
6️⃣ Publish your Propertyware report and copy the API URL. You will need this to integrate the report data in Aptly.
Connecting Your Propertyware Report to an Aptly Lease Renewals Board
Once you have created your Propertyware Lease Renewals report and copied the API URL, return to your Aptly Lease Renewals board and click on the ⚙️ Settings icon in the upper right corner.
Paste your URL into the field and click the Enable switch. You will see the options in the Update on Field change populate. Choose the Lease Name option from the dropdown and then click the Import Now button.
Your Propertyware data will start streaming in momentarily, creating new cards on your board.
Configuring your Lease Renewals Board
To customize your Lease Renewals board see these helpful articles:
- Aptlet Board Settings
- Assignment Rules
- Customizing Board Fields
- URL Integrations or Propertyware Integrations
- Enable a Webform on Your Board