Overview
There are several ways now to send documents or files to a tenant. These methods will allow you to send any document or file, such as a copy of their lease documents, HOA documents, statements, receipts, invoices, and more.
The Steps
Send a document or file as an announcement to the tenant portal
Note: Sending announcements is not available for Starter Plans. To use this feature, please consider upgrading to a Pro or Premium subscription.
To send a document or file through an Announcement to the Tenant Portal, click People on the main menu and click on Tenants. You’ll be presented with a list of all your tenants. Click on the tenant you wish to message.
Once on the tenant overview page, select the Notifications Log tab and click on the Send Message button.
Select how you would like to send your announcement. In this case, we want to use the "Show this announcement in the tenant portal" option.
Choose "Also post this announcement on the home screen of the tenant portal" to make sure they see it as soon as they log in.
Choose "Remove this announcement from tenants portal feed on this date" to remove the announcement from the tenant's portal on a set date.
Click Next to continue.
Type in the Subject and Announcement Content you would like to send.
You will be able to attach files. From their portal, tenants can download these files, as well as preview certain file types, such as PDF's and JPEG's.
Click Next to continue.
Review your announcement. You should see that a Tenant Portal announcement will be posted.
Click Finish to send the announcement and document to your tenant.
Your tenant should now see the announcement on their tenant portal. When they click Read More, they'll be able to see the attached document and click on it to view and download it.
Send a document or file as an announcement email
Note: Sending announcements is not available for Starter Plans. To use this feature, please consider upgrading to a Pro or Premium subscription.
To send a document or file through an Announcement Email, click People on the main menu and click on Tenants. You’ll be presented with a list of all your tenants. Click on the tenant you wish to message.
Once on the tenant overview page, select the Notifications Log tab and click on the Send Message button.
In the New Announcement wizard, select how you want to send your announcement. In this case, we want to use the "Send now by email" option.
Click Next to continue.
Type in the Subject and Announcement Content you would like to send.
You will be able to attach files. From their portal, tenants can download these files, as well as preview certain file types, such as PDF's and JPEG's.
Click Next to continue.
Review your announcement. You should see that a Tenant Portal announcement will be posted.
Click Finish to send the announcement email and document to your tenant.
Send a document or file attached to a transaction on the lease
You can also attach a document or file to a transaction on a lease. This includes charges, payments, and credits. Using this method, you could attach receipts, invoices, statements, etc. You can add files to new transactions or old transactions.
To attach a file to a lease transaction, click Leasing on the main menu and then click Active Leases.
Find the Lease you want to attach a file to and click on it.
Click the Transactions tab.
We're going to use the charge circled in the image above as an example. Click on the Charge. The Post Charge window will appear.
Add any relevant files by dragging the file into the window or using the Click Here link to upload. Then click the "Share files with the tenants" option. This will allow the tenant to download these attachments when they view their lease ledger on the Payments tab on their tenant portal.
Now all the tenant needs to do is log into their tenant portal, click the Payments tab, and click the paperclip next to a transaction to download the attached file and view it.
Share a File With a Tenant on Their Tenant Portal
You can also share a file directly with the tenant on their portal in a dedicated Files section. To do so, follow the instructions here: Share a File with a Tenant or an Owner. These files will be accessible all the time on their portal and aren't limited like they are if you were to send them as announcements to their portal.
Automatically send receipts, statements, and invoices to your tenants
If you want to automatically send receipts, statements, and invoices to your tenants each month, you can with a few simple settings. Please read the following article for detailed instructions on how to set this up: Automatically Send Receipts, Statements, and Invoices to Tenants.