In every business, there are bound to be Due Dates for all the activities that we perform, some would be recurring while others are not. Its humanely impossible for any individual to remember all these Dates and it would be even more worrisome if the activity involves reminding another person like Tenant, Vendor, Property Manager, etc. To overcome this unproductive task, most of the software applications have in-built calendar reminders functionality & Yardi is not an exception. In this Blog, various hurdles are categorically explained under 4 broad steps that are involved in setting up the Critical date reminders.
Step 1: Save the Input Data
When managing a property, there would be many activities for which reminders can be set like Insurance, Utilities, Taxes, Repairs & Maintenance, Mortgage payments, so on & so forth. Most of these activities have fields available in Yardi by default but some may not. Not to worry, we can assist you by creating Custom Tables for such activities.
Step 2: Setup Email Templates
Every Email Template consists of multiple sections like Subject line, Header, Footer, CC, Body of mail, etc., any other regular email. Additionally, in Yardi, we have to setup few other elements like Tags, Tokens, Object Types being the most primary of them. Tags are inserted in an Email template to auto-populate details whenever an email is triggered. These Tags must be linked to Tokens (Tags in machine language), most of the Tokens are available by default in Yardi but if any Token as per need is missing, then we can assist you by writing SQL scripts to make them available. Object types are used to categorize the Tokens. Internal management email IDs can be saved in CC of the email template to receive a copy of all the emails that are triggered to Tenants.
Step 3: Setup Notifications
After Email templates are setup, we move forward to set up periodic Frequency & Roles. Frequency must be set up for the emails to trigger Before, After, or On the Due date based on our need. Roles are then selected to capture the email ID of the recipient(s) saved under a specific Lease or Property. At this stage, we can checkmark “On Hold” checkbox that is available & performs a test run to make sure we are on the right track.
Step 4: Setup Schedulers
As a final step in setting up the Critical dates, we need to setup Schedulers. This is done based on the time slot that is available after reviewing to make sure that there is no clash with any other schedule in Yardi.
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