General informations

Mutation management

In addition  to being a communication tool, YouRENT is also a task management tool.

You can create tasks for any object or document. YouRENT will remind you when these tasks need to be performed.

You can also assign tasks to your collaborators.

To create a task, from an object:

  1. Click on the "Schedule activity" link in  chatter box.

  2. Select the type of task, describe the task if necessary, set a due date and select the person to assign if it is not you.

The task will then be sent to the person concerned and will be displayed at the top of the chatter box.
When the task is finished, the person who executed it will only have to mark it as done and make comments. A trace of this task will be kept forever in the chatter box.

Communicate with your tenants

YouRENT allows you to manage communications with tenants in order to reduce the volume of telephone calls and emails. This will help you get better organized because communications will be classified where they should be, they will be shared with your colleagues and a history will be kept.

  • Chatter box : It is a trace of all operations performed on any email object sent and received, price change, change of lease status and where you can communicate with your colleagues by sending them messages from this panel just type @the_user_name and write the message. 

  • The difference between a message and a note :
    - Send a message :  Send a message to all subscribers of the document.
    It creates a note and sends messages to all subscribers, those who follow the document.
    - Log note:  Save a note for this document. No notification / mail will be sent.

  • The concept of followers : You can keep track of virtually any object on YouRENT by following it. By adding a message or a note on a tenancy, for example, you are automatically added as a subscriber.
    Your tenants are by default subscribed to the tenancies; you can send them emails directly from the communication panel.

Mutation table

The great organization of a property manager goes through an equally great organization of his tenant mutations.

It is, in fact, when things change that there are activities worth realizing.

In order to facilitate your life, YouRent created a table of dynamic mutations purposefully to manage the tenant mutations in the most professional and efficient way possible.

Automated activities

You ought to start determining the typical activities linked to each mutation.
In YouRent, click on the "Configuration" menu, then "Automated Activities"

You will then see the activities suggested by default by YouRent and you will have the possibility to create a new activity by clicking on the "create" button.

You can define the following fields:

  1. Activity: type of activity to create

  2. Summary: short description of the activity

  3. Linked model: the model linked to this automated activity

  4. Linked field: the field that we will use to determine whether this activity should be automatically created 

  5. Field value: The value that the field must have for this new activity to be created

  6. Auto  done: If this field is checked, when the saving value no longer corresponds to that of the automated task, the activity will be automatically considered as finished.

When the tenancy changes its value, if the new value corresponds to that of the automated activity, an activity is automatically created.

If you go to the Tenancy menu > Mutations, you will, in a blink of an eye, be able to examine all of your activities with color codes allowing you to see their status:

Send a message to all of your tenants

Go to the list view or the kanban view of the tenancies.

Do a search on, for example, a building and select, for example only the "open" and "termination" tenancies:

You can change these filters as you wish to write, for example,  only to those who have overdue invoices.

Then select the tenants to whom you want to write via the checkboxes on the left and select "Send email" in the actions on the right.

A wizard allowing you to write the email will then appear on the screen.

You can then:

  1. Write a personalized email

  2. Select an email template

  3. Add attachments

  4. Save your communication as a new email template