Rental companies face difficulties when it comes to communicating with tenants about unit entries for inspections and other issues. Rental companies want to minimize the possibility of tenants forgetting about unit entries, and to ensure that tenants are aware when unit entry is required. This is because in many places, a landlord cannot enter a unit without notice by law. Dealing with this challenge manually can be complicated. The reason for this is that physical notices are easily lost, and other issues may result in a delay of delivery. For example, if a boiler needs emergency maintenance, the staff in charge of distributing notices may be delayed to the point where the notice is no longer valid. Implementing a digital solution offers an opportunity to send such notifications automatically and ensure receipt with digital tracking tools.
It also helps to keep information organized and streamlined, ensuring that tenants are reminded of routine and important events such as fire safety inspections. These inspection reminders serve the dual purpose of ensuring that tenants are home at the time of the inspection and allow for more advance notice to be given to increase the likelihood of that.
SimplyCast’s Property Inspection Reminders use case uses digital forms or integrations, dynamic multi-channel messaging, and the ability to personalize notifications to an individual level. This creates a streamlined solution for ensuring that tenants are aware of unit entries. By using contact information merging, specific details such as a work order number or an issue being resolved can be included in the message, helping promote transparency and making tenants feel that their concerns are being addressed.
Rental Notification Process
SimplyCast anticipated need for a communication system that makes use of personalized engagement tools to allow landlords and property managers to send unit entry or inspection notifications to tenants. This solution This process is simplified into 3 steps to highlight our easy-to-use landlord communication tools. We have also divided the steps to show how minimal tenant effort needs to be, and how convenient the solution is for both parties.
Landlords- Step 1
The landlord sets up the list of tenants and then adds new tenants through a simple form. Alternatively, the landlord sets up an integration to update the list of tenants automatically. Once tenants fill out their information on the form, it helps Landlords maintain records of their tenants for future purposes. This organization is important as it will be the backbone of any effective communication with tenants and property management.
Landlords- Step 2
Subsequently, due to the information on the simple forms and the tenant list landlords are able to set up a recurring process that sends inspection notifications to their tenants at a specific point as required. Last-minute or less regular messages can also be templated and sent as necessary. This ensures consistency in communication and expedites the messaging process.
Tenants- Step 3
Due to the information received, tenant notifications can be scheduled to send as needed periodically, relative to the needs of the inspector or entry type. Quick, last-minute notifications can also be sent, all of which will be personalized and tailored to the individual resident. Reports will be generated that detail when and how messages are interacted with and help to improve the notification system. In short, all that is required from the tenant is to interact with the notification messages, which can vary from opening to responding to messages.
These steps will allow for a solution that allows smoother organization and communication between renters and property management. By improving this communication, the property managers will be perceived in a better light and be seen as transparent. In turn, property owners and managers can maximize the efficiency with which they conduct maintenance and inspections. This is done by increasing the likelihood that reminder messages give tenants enough time to book time off or otherwise ensure they will be home.
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.