Property management companies and property owners face challenges with ensuring that property inspection messages are received. Without confirmation of receipt, the legality of entering a rental unit can be shaky and cause extreme tension between renters and landlords. The difficulties in this situation include the ability to send consistent, reliable messages in a way that it likely to reach the tenant, as well as the ability to confirm receipt. Landlords also need the ability to track responses through reports. The challenges that they face can be managed through several strategies including maintaining tenant contact information and sending digital inspection or entry notices across multiple channels.
A digital solution can help make rent notifications more efficient and more effective. Digital property management solutions allow for issues to be handled without requiring extra staff or additional resources. An ideal solution can handle the entire process, from templating to reporting and everything in between. The solution provides easy unit entry regulation. Proper inspection notifications go a long way to enhance the relationship and perception of a landlord’s office.
SimplyCast presents the idea of the Property Inspection Reminders solution, a communication system that makes use of personalized engagement tools to allow property owners and property managers to send notifications to tenants ahead of inspections or other property entry. Since these occasions are often governed by law, it is of deep importance that this process be handled without issue.
This solution works by leveraging tenant lists, dynamic messaging and reporting tools to deliver messages promptly and confirm receipt. This reporting also allows for record keeping and reply tracking which allows for organized documentation of various rental situations.
Setting up Automated Rent Notifications
SimplyCast anticipated the need for a digital solution that can minimize time spent informing clients about rent and personalizing message to tenants. These steps ensure that after the initial setup, staff have a streamlined solution that saves time and provides accurate and reliable messaging.
This solution is made up of three main parts, explained below.
Tenant lists- Step 1
Maintaining an effective list of tenant contacts can be challenging, but there are many options for maintaining contact databases. One option is to use simple forms, one to add new tenants and another to remove them. This allows you to update lists of tenants without issue. Another is to provide optional access to tenants as a convenience service. The online form in this case can be used digitally or by scanning a QR code in the rental office. In this case, an internal form to remove tenants after a move out is important, as the office must maintain the integrity of their mailing list.
Dynamic messages- Step 2
Inspection notifications can be sent through an automated system that merges in tenant information, such as their name or the date of unit entry. These messages can be sent through emails, text messages, and text-to-speech phone-calls allowing tenants to be well informed. This kind of dynamic messaging also allows the office to ensure the receipt and identify points of failure in communication.
Schedule Automation- Step 3
Using advanced automation tools, notices can be sent in advance for routine inspections such as scheduled fire alarm checks, maintenance inspections, and other important messages. Furthermore, these automation tools can be used to ensure that messages remain consistent from tenant to tenant, merging personalized information without pause. Reminders can be scheduled to ensure that even if a notice has already been delivered, the tenant receives at least one reminder. Finally, scheduled automation ensures the streamlined nature of the solution. By ensuring that only minor edits need to be made to messages and the tenant database maintained, staff need to spend minimal time on this tool.
The SimplyCast platform is a no-code platform that allows anyone to build and edit their solution. As a result, this solution is fully customizable, it can be tweaked or altered to meet the exact needs of every institution.
Don’t worry about scalability and security! SimplyCast is an ISO 27001:2013-certified company with data centers in the USA and Canada. This means we can assure you that your confidential data is safe on our secure server and the messages you transmit are completely encrypted. Our platform has the capacity to send 100,000+ messages every hour and allows 10,000+ concurrent sessions. We can also acquire additional gateways and servers if you need them.
Most importantly, we have a 99.5% minimum uptime. With our solution, you can have peace of mind.
Our experts are ready to give you a one-on-one demo to explain how this solution works. When you speak to our account management team, let us know that you’re interested in UC0000111 to help us get started on this use case with you right away.
Simply request a demo by clicking the button below and let us show you how our solution can help you manage your Property Inspection Reminder system more efficiently.