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Create an Email Delinquency Notice Template

Create an email delinquency notice template, select a trigger to send it, and write the email content using dynamic tags.

Overview

During the delinquency process, tenants receive automated emails - late notices, pre-lien notices, fee-applied notifications, and similar messages. An Email Delinquency Notice Template defines what those emails say.

Email delinquency templates use tags instead of fixed tenant details, so the content of a single template applies to all tenants.

In this article, you will learn how to create an Email Delinquency Notice Template.

Prerequisites

  • Your account has the Create Template permission at the Corporate level.

  • A Document Template already exists (in case you want to attach a document to the email).

ℹ️Info: If you do not see an option from this article on your screen, your account does not have the required permission. Contact your administrator to request access.

Step 1: Switch to the Corporate Level

Delinquency templates are created at the Corporate level.

  1. Locate the Facility Switcher at the top of your screen.

  2. Select Corporate.

    The Facility Switcher in the top navigation bar, set to Corporate.

Step 2: Open the Templates List

The list of all templates is located in the Templates section.

  1. In the left side panel, click Templates.

  2. Click List. The Templates page opens.

    The left side panel with the Templates section expanded, showing the List, Tag List, and Assignment options.

💡Tip: Use the Template Filter Bar to narrow the results down by Category, Type, or Status. For example, select the Delinquency category to display Delinquency Templates only.

Step 3: Create a Delinquency Notice Template

Add a new template and select its type.

  1. In the upper-right corner of the page, click Add New.

  2. In the dropdown menu, select Delinquency Notice Template.

    The Templates page with the Add New dropdown open, showing the template type options including Delinquency Notice Template.

The Add Delinquency Template window opens.

Step 4: Enter a Delinquency Notice Template Name and Status

The name identifies the template later, both in the Templates List and when you attach it to a delinquency task.

  1. In the Name field, enter a descriptive name, for example, Pre-Lien Notice.

  2. Next to Status, keep Active selected.

    The Name field and the Status switcher in the Add Delinquency Template window, with Active selected.

ℹ️ Info: Select Inactive if you want to prepare the template now and activate it later. An inactive template is saved but not available for use until you activate it.

Step 5: Select the Delinquency Notice Template Type

The type determines how the system delivers the message to the tenant.

  1. Under Type, select Email.

    The Select Triggers for this Template dropdown, showing the Send Email and Recurring Apply Fee Notice options.

Step 6: Select the Trigger

The trigger defines an action that will happen when the task triggers.

  1. Click Select Triggers for this Template.

  2. In the drop-down menu, select one of the following options:

    • Send Email - the system sends an email when the delinquency task triggers.

    • Recurring Apply Fee Notice - the system sends an email each month when a recurring fee is applied to the tenant.

    The Select Triggers for this Template dropdown open, showing the Send Email and Recurring Apply Fee Notice options.

ℹ️ Info: Both options create an email template - they differ only in purpose. Send Email creates a standalone notice, while Recurring Apply Fee Notice creates the notice that accompanies a recurring fee.

💡 Tip: If you select Recurring Apply Fee Notice, write the message so it applies to any month of the delinquency period. Avoid wording such as "this is your second charge" because the same message is sent again in the third month and later.

Step 7: Write the Email Subject and Message

In this step, you write the email content. Use delinquency tags for any value that varies from tenant to tenant, since the system replaces each tag with its actual value when it sends the email.

  1. In the Subject field, enter the email subject, for example: {{f.name}} Notice of Pre-Lien - Action Required for Unit# {{u.num}}.

    The Subject field in the Add Delinquency Notice Template window, containing an email subject with data tags.

  2. In the text editor below, write the body of the email. Use tags for tenant, unit, facility, and balance details, for example, {{e.fname}} for the tenant's first name or {{l.baldue}} for the balance due.

    The text editor in the Add Delinquency Notice Template window, containing the email body with data tags for tenant, unit, facility, and balance details.

💡 Tip: Do not type real names, unit numbers, or amounts into the message. This is an automated process - the same message goes to every tenant whose trigger fires. Always use tags so the system can insert each tenant's information.

Step 8: Attach a Document Template

You can attach an existing Document Template to the email, for example, a formal notice for print.

  1. Click Attach Document Template(s) to Email and select the document you want to include.

    The Attach Document Template(s) to Email dropdown, showing the No options available message.

ℹ️ Info: If no Document Templates exist, the list displays No options available.

Step 9: Save the Template

Saving makes the template visible on the list of all Templates.

  1. In the lower-left corner, click Preview Mode to see your final template.

  2. In the lower-right corner, click Add Delinquency Notice Template.

    The completed Delinquency Notice Template form with the Add Delinquency Template button at the bottom.

All set! The template now appears in the Templates list with the status you selected. You can attach it to a task when you start building a delinquency process.

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