A task is an individual automated action within a delinquency template. While a delinquency template defines the overall delinquency workflow, each task represents a specific step in the process, such as charging a fee, locking a unit, or sending a notification to a tenant.
When a tenant becomes delinquent, the system automatically executes each task according to its configured schedule.
In this article, you will learn how to send an email notice to a delinquent tenant using an Email Template, which defines the content and formatting of the message.
Prerequisites
Create Template, Read Template, and Edit Template (Delinquency) permissions at the Corporate level.
Read (Template) permission at the Corporate level.
A Delinquency Template created at the Corporate level.
An Email Template for the notice is created in the Templates section.
ℹ️ Info: Some options from this article may be hidden or disabled if your account does not have the required permission. Contact your administrator to request access.
Step 1: Switch to the Corporate Level
Delinquency Templates are managed at the Corporate level.
Click the Facility Switcher at the top of your page.
Select Corporate.
Step 2: Open the Delinquency Templates List
The list shows all delinquency templates in your organization.
In the left panel, click Delinquency Templates.
Click List.
Step 3: Open a Delinquency Template
You need to add a task inside a specific template. First, locate the template.
Locate the delinquency template to which you want to add the notice task.
Click the delinquency template name. For example, Late Payment. The Late Payment page opens.
ℹ️Info: If the Delinquency Templates page does not contain a suitable template, create one first. See how to create a delinquency template.
Step 4: Open the Create New Task Window
Create a new task within the previously selected Late Payment delinquency template.
Click the Create New Task button in the upper-right corner of the page. The Create New Task window opens.
ℹ️Info: If the template has no tasks yet, the page shows the message 'There is no task to display', along with the date the template was last modified.
Step 5: Enter a Task Name and Description
You are on the Create New Task window. Start configuring the notice task.
Enter a name in the Task Name field. For example, First Payment Reminder.
Enter a task summary in the Description field. For example, Emails a payment reminder to the tenant during the Grace Period.
💡 Tip: A name such as First Payment Reminder is easier to recognize in a template with many tasks than a generic name such as Notice 1.
Step 6: Select a Delinquency Stage
A delinquency stage defines a point in the delinquency process at which the task applies.
Select a stage from the Delinquency Stage dropdown list. For example, Grace Period.
ℹ️Info: An early reminder during the Grace Period carries a different weight than a notice sent before the lien process, when the tenant's stored items may be taken to auction to cover the accumulated debt.
Step 7: Select the Notice Task Type
The Task Type defines the action the system performs on the tenant's account: applying a fee, sending a notice, locking out the unit, or performing a manual action.
Select Notice from the Task Type drop-down list.
New delivery options appear below the Task Type field.
Step 8: Select the Delivery Method
The delivery method defines how the notice reaches the tenant: as a printed document, an email, or an SMS message.
Select Send email to tenant.
Select a template from the Select Email Template dropdown list.
Turn on the Send to Alternate contact toggle to deliver the notice to the tenant's alternate contact as well.
ℹ️Info: An Alternate Contact is an additional person listed on the tenant's account. The contact is added during Move-In or later through the Edit Unit option.
Step 9: Set the Approval Requirement
The Approvals section defines whether a facility manager confirms the notice before it reaches the tenant.
Turn on the Approval Required toggle to request a manager's approval.
Select one facility manager of group of managers.
ℹ️Info: Approvals keep the automation under control. Turn this toggle on for facilities that want to review every outgoing notice. In this case, no automated message leaves the system without a manager's confirmation.
Step 10: Set the Delinquency Action Trigger
The Delinquency Action Trigger defines when the task triggers after the tenant misses a payment. For example, if you select one day after PTD, the notice sends 1 day after the tenant's paid-through date passes.
Select Calendar Days or Day of the Month. For example, Calendar Days.
Enter a value in the Number of Days field.
Select a reference date from the After drop-down list. For example, a Paid Through Date.
ℹ️ Info: In a Delinquency template with no other tasks, Paid Through Date is the only option in the After dropdown list. Once the template contains other tasks, they also appear in the list, so a task can be scheduled to fire a set number of days after another task.
Step 11: Exclude Weekends
The Exclude Weekends options remove weekend days from the sending schedule.
Check Exclude Saturday, Exclude Sunday, or both to prevent the notice from going out on those days.
Step 12: Save the Notice Task
Saving adds the task to the Delinquency Template page.
Click the Create New Task button.
That is it! The notice task is now part of the Delinquency Template page. The app sends the selected notice to delinquent tenants according to the defined trigger.