TABLE OF CONTENTS



Overview of Communications 

Tenant communication tools include:

  • mass email,
  • individual email,
  • scheduled notices,
  • statement delivery,
  • web portal integration; 
  • reminders, and operational messaging.


The Contact Notebook tracks:

  • communication history,
  • notes,
  • activity logs;
  • supports audit trails for disputes, compliance, and operational tracking.


Letters Navigator enables sending tenant‑level letters, statements, notifications; customizable templates for mass or individual communication.


Email Communications 

Tenant/contact emails stored in the Contact Notebook:

  • supports multiple emails (semicolon‑separated, max 255 chars);
  • used for reports and general emails;
  • not used for portal access unless also entered in Web Portal Email.


System supports:

  • mass email,
  • individual email,
  • automated notifications;
  • delivery tracked in the Contact Notebook;
  • integrates with the web portal for resident communications.


Tenant Emails include:

  • statements,
  • notices,
  • portal‑linked communications.


PM Best Practices (Emails) 

  • store both tenant email + portal email;
  • use proper semicolon separation;
  • for vendors, store main and billing@ addresses;
  • verify owner emails quarterly.


Mass email workflow via Tenants/Contacts Navigator:

  • customize message,
  • attach documents,
  • preview per recipient,
  • send,
  • save communications to Media.


Statement Delivery 

Statement Delivery:

  • assign per‑contact/tenant;
  • Contact Notebook → History tab → Lease Notebook button;
  • choose Print or Email;
  • must have valid email address.


Statement delivery method drives:

  • how tenants receive invoices,
  • notices,
  • statements.
  • Primary Contact receives statements.


Email Statements require:

  • Email module,
  • valid email address.
  • CC available for additional tenants if Email Statements enabled.


Lease Statements include:

  • A146 Lease Statement (Invoice Format)
  • A148 Lease Statement (Register Format)


Web Portal Communications 

Web Portal Email:

  • tenant email addresses used for web portal registration,
  • statement delivery,
  • notifications;
  • portal supports resident, prospect, owner communication.


Portal Login Access:

  • Allow Login to Web Portal checkbox for contacts needing portal access.


Portal access supports:

  • statements,
  • notices,
  • payments,
  • tenant communications.


Letters & Printed Communications 

Letters Navigator:

  • enables sending tenant‑level letters,
  • statements,
  • notifications;
  • customizable templates for mass or individual communication.


Letters can be:

  • emailed,
  • printed,
  • attached to Contact or Lease Media.


E‑Signature Requests 

E‑signature requests are sent via the Letters module:

  • select signers (tenant, owner, internal),
  • review and send,
  • track status: Out for Signature, Viewed, Signed, Complete,
  • reminders sent on Day 3 and Day 7,
  • finalized documents saved to the Lease Notebook → Media tab.


Best practices:

  • verify emails,
  • review merge fields,
  • track weekly,
  • export A112 log immediately.


Contact Notebook Communications 

The Contact Notebook maintains:

  • communication logs,
  • notes,
  • historical address/occupancy,
  • birthdays,
  • emergency contacts,
  • managers,
  • spouses,
  • dependents.


This notebook acts as the audit trail for:

  • emailed notices,
  • mailed statements,
  • letters,
  • portal activity.


Tenant Communication Workflows 

Tenant communication includes:

  • mass change tools,
  • late notices,
  • rent reminders,
  • renewal letters,
  • move‑in/move‑out notifications;
  • tracked in Contact Notebook and Letters Navigator.


Communication‑Related Reports 

Tenant reporting used for communications includes:

  • A480 Address Directory
  • A481 Contacts Directory
  • A490 Tenant List
  • A491 Tenant List – Detail
  • A492 Tenant List With Charges
  • A494 Telephone List
  • A496 Birthday List
  • A497 Tenant Birthday Mailing Labels
  • A498 Rolodex Cards
  • A499 Contact Mailing Labels


Birthday communication tools:

  • A496 Birthday List
  • A497 Birthday Mailing Labels


Support:

  • personalized communication,
  • retention programs,
  • monthly outreach.


Security & Permissions 

Security/Permissions: Setup Preferences → Security Settings control access to:

  • tenant/contact info,
  • statement delivery,
  • letter templates,
  • web portal communication.


Additional Notes 

Communication history is used for:

  • audit protection,
  • compliance,
  • dispute resolution,
  • tracking notices and statements delivered.