TABLE OF CONTENTS



Tenant / Contact Overview

The Contacts Navigator provides access to all tenant/contact notebooks; manage tenants, adult occupants, guarantors, authorized contacts; edit, add, or remove contacts per lease.


The Contact Notebook stores tenant contact details, communication history, lease associations; accessible via Navigator or Lease Notebook. It logs all tenant communications, notes, activity history; supports audit trails for disputes, compliance, and operational tracking. 


Lease Contacts: the Lease Notebook tracks all contacts tied to a lease; editing allows updating contact info, adding/removing tenants, managing communication preferences. 


Adding, Editing, and Managing Contacts

The Tenants & Contacts Tab manages all lease‑associated persons; add/edit/remove contacts; assign Contact Type; mark Primary Contact for statement delivery, communications, portal login. 


Portal Login Access:

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


Multi‑Tenant Move‑In/Move‑Out Tracking:

  • Tracks individual dates per tenant; moved‑out tenants hidden from Navigator; does not end lease or stop EFT drafts. 


Lease Contacts Tab includes ability to:

  • add/edit tenants,
  • adult occupants,
  • guarantors;
  • assign statement delivery method (email, mail, web portal);
  • grant web portal access. 


Contact Notebook maintains:

  • historical address/occupancy timelines,
  • birthdays,
  • lease contacts,
  • emergency contacts,
  • managers,
  • spouses,
  • dependents. 


Tenant Emails & Communication Tools

Email Management

Tenant/contact emails stored in Contact Notebook; supports multiple emails (semicolon‑separated, max 255 chars); used for reports, general emails, not portal access unless also entered in Web Portal Email. 


Tenant Communication:

  • statement delivery options—email, mail, web portal;
  • tenant emails sent via system;
  • contact notebook tracks communication history, notes, and activity logs. 


System supports:

  • mass email,
  • individual email,
  • automated notifications;
    delivery tracked in contact notebook;
    integrates with web portal for resident communications. 


Tenant Communication Tools include:

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

 

PM Best Practices (Emails):

  • Store both tenant email + portal email;
  • use proper semicolon separation;
  • validate emails;
  • save communications to Media. 


Statement Delivery

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


Statement delivery method:

  • Print or Email;
  • set per contact;
  • must have valid email;
  • drives communication and portal eligibility. 

Primary Contact receives statements; Email option requires E‑Mail module, valid email; CC enabled for other tenants if Email Statements enabled. 


Lease Statements include:

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


Web Portal Email

Web Portal Email:

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


Portal access:

  • Allow Login to Web Portal per contact; statement delivery via Print/Email (requires E‑Mail module, valid email). 


Tenant Emails: used for:

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


Tenant Reports

Tenant Reports help Property Managers quickly access critical contact, billing, compliance, and demographic information about tenants. PropertyBoss offers a suite of standard tenant‑focused reports. 


Complete Tenant Report List

  • A480 Address Directory – Lists tenant mailing addresses
  • A481 Contacts Directory – Lists tenant/lease contacts
  • A489 Certificate of Rent Paid (CRP)
  • A490 Tenant List Report – Basic tenant contact info
  • A491 Tenant List – Detail Report – Expanded tenant profiles
  • A492 Tenant List – With Charges Report – Contact info + charge breakdown
  • A494 Telephone List – Tenant phone directory
  • A496 Tenant Birthday List – Birthdays for selected month(s)
  • A497 Tenant Birthday Mailing Labels – Prints mailing labels
  • A498 Tenant Rolodex Cards – Printable business‑card size contact cards
  • A499 Contact Mailing Labels – Mailing labels for any contacts
     

Other Lease/Tenant Reports that apply to tenants

  • A140 Expiration List Report (leases expiring soon)
  • A156 Renewal Report (tenants due for renewal)
  • A158 Current Lease Listing (active tenants & details)
  • A185 Move‑Out Reconciliation Report
  • A144 Rent Reminder Notice
          

Recommended PM Uses:

  • Use A492 before renewal discussions.
  • Use A496 monthly for retention and engagement.
  • Use A490/A494 for emergency call lists.
  • Include A480/A481 in standard daily review for new PMs.
     

Tenant Birthday Features

Tenant Birthday:

  • Contact Notebook records tenant birthdays;
  • used for personalized communication, reminders, or reporting. 

A497 Tenant Birthday Mailing Labels:

  • Creates mailing labels for tenants with birthdays within a chosen month range;
  • Steps:
    1. Open Viewing Reports → A497 Tenant Birthday Mailing Labels
    2. Select Birthday Months From/Through
    3. (Optional) Check Include Tenants Only
    4. Select Properties/Units
    5. Select Used Labels (for partial sheets)
    6. OK to generate
  • Output supports Print or E‑Mail
  • Not available in Association databases
     

Tenant Communication Workflows

Tenant Communication:

  • Email module supports individual/mass emails, letters, attachments, report emails.
  • Mass email workflow via Tenants/Contacts Navigator: customize message, attach documents, preview per recipient, send, track, save communication to Media.
     

Tenant communication includes:

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


Letters Navigator:

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


Security & Permissions

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

  • tenant/contact info,
  • statement delivery,
  • letter templates,
  • web portal communication,
  • Units & Leases Navigator actions.