Contacts added to a tenancy can be set to receive various different tenancy notices.
- General Correspondence
- Forms & Agreements
When creating a new tenancy, the following options will be selected by default:
- Primary contacts have arrears, inspections and general correspondence selected. (Applies to commercial properties only.
- Account contacts have arrears, inspections, invoices and general correspondence selected.
Note that if the primary contact is the same person as the account contact, the account contact settings will apply to both.)
- All other contact types will have general correspondence selected.
To check which options a contact has selected without clicking into the list you can hover over their Notice Options (4) field to display their options.
When sending arrears notices from the Arrears Hub, the primary tenancy contact is always listed. Any additional tenancy contacts who have the arrears selection checked will be listed below with the + icon. You can choose whether to send the notice to any of the additional contacts by checking/un-checking the option by their name. If the primary tenancy contact is unchecked, the option will be disabled for all additional contacts.
When sending inspection notices from the Inspection Hub, the primary tenancy contact is always listed. Any additional tenancy contacts who have the arrears selection checked will be listed below. You can choose whether to send the notice to any of the additional contacts by checking/un-checking the delivery method options e.g. if you uncheck all options, the contact will not receive the notice.
The Invoice notice option is mandatory for the Account contact so cannot be unchecked. For any other tenancy contact type it is optional.
When emailing an invoice, the Account contact and any additional contact who has the invoice option selected will be included in the To field on the Send Email screen by default. Or if the invoice is automatically generated and emailed it will be sent to those additional contacts automatically.
When downloading a PDF invoice, the invoice will be addressed to the contact in the To field of the invoice (typically the account contact) and multiple copies can be printed if needed for all tenancy contacts.
When creating or editing a maintenance task, the Tenancy Maintenance Contacts section lists all tenancy contacts who have the maintenance notice option selected. You can change the contacts that are associated with each specific task from here, either removing an existing contact from here or clicking Add Contact to include any of the other tenancy contacts.
Select any contact to add or remove them from the task.
NOTE. Any changes made here will not change the notice options selected on the Tenancy Details screen. Any future maintenance tasks will default back to the default Tenancy Maintenance Contacts. To make changes to those defaults please return to the Tenancy Details screen.
When sending a quote request, the Tenancy Maintenance Contacts will be displayed on the Quote Request screen with their contact details so the contractor can contact them if they need to arrange access.
The contacts selected on the maintenance task will also be pulled through to the work order. When creating or editing the work order you can update the contacts to include on the work order. These work order contacts are completely separate and will not effect the contacts associated with the maintenance task.
You have the option when emailing the work order to send a copy of the work order to Tenancy Maintenance Contacts. This will send emails to all the contacts selected on the work order. If any of the contacts don't have a valid email address, a warning message will be displayed to alert you.
When creating the Work Order Template and Correspondence Template, there is a Tenancy Maintenance Contacts merge field which outputs a list of all tenancy contacts from the work order with their contact details.
Contacts who have the General Correspondence option selected can receive communications sent from the Send Email or Mail Merge screens.
From the Filter Contacts modal on the Send Email, selecting Current Tenant contact type will provide a list of all tenancy contacts who have the general correspondence option selected. Selecting a property and tenancy will filter this list further.
Similarly, selecting Current Tenant from the Advanced Recipient options on the Mail Merge screen will provide a list of all tenancy contacts who have the general correspondence option selected.
Forms and Agreements
When emailing a newly generated document from the Forms & Agreements screen, any tenancy contact who has the Forms & Agreements options selected will be included in the To field on the Send Email screen.
Note that this option is not selected by default for any tenancy contact type.