The Renewals dashboard is available in CRM IQ and Voyager 8, depending on your user role. Access it from the top menu by selecting Residents > Renewals.
From the Renewals dashboard, you can:
Monitor expiring leases
Generate and send lease proposal offers to residents
Manage each step of the lease renewal workflow
Manage move-out tasks for residents who opt to give notice
As of CRM IQ/Voyager release 25.8, the new Renewals dashboard has transitioned from Beta and fully replaces the previous version, now labeled as Legacy. Key updates include:
Removed the parameter requirement for dashboard access
Added bulk select and filter-based proposal batch creation
Added bulk select and filter-based resident correspondence
Added support for RentCaffeine Give Notice notes submitted through the Resident Portal
Introduced a new MTM Rate End tile available when using the Automated MTM Increase feature (see TR 787675)
Enabled bulk countersign lease functionality
Improved overall dashboard performance
Dashboard layout
The Renewals dashboard is divided into two main tabs:
Manage Customer
Manage Proposals
Each tab contains multiple tiles that organize key lease renewal workflows. At the bottom of both tabs is a data grid that updates dynamically when you select any tile category.
The Renewals dashboard no longer includes a separate Batch tab. All proposals and batches are organized by status tiles and filters.
Notice residents
You can choose to display residents in Notice status in the Renewals dashboard by selecting the Include Notice setting at the top of the dashboard. When this setting is enabled:
Residents in Notice status appear in relevant dashboard tiles and grid views across the various stages of the lease renewal workflow.
The Resident filter on the Create Lease Proposal Batch screen includes residents in Notice status when generating proposal batches.
NOTE The Include Notice setting does not affect the notice leases display in the Move-out Tasks tile.
Next Step column
The Next Step column in the grid displays the available actions for each proposal, depending on the selected view. Next step options may appear as a button or icon when multiple actions are available. For actions that require approval or selection, such as Approve/Deny or Select/Deny, use the View Proposals or View Selections button to expand or collapse the proposal batch details with associated options.
Grid toolbar
At the top of the data grid, the grid toolbar provides tools and actions available across most dashboard views. From the toolbar, you can:
Use the dynamic Search field to locate residents, units, or properties in the grid.
Click Excel to export the grid results to an Excel file from any view in the dashboard.
Use the Select All checkbox to select all records in the current view when performing bulk functions such as creating proposal batches, adding or editing lease charges, or adjusting lease dates.
Access other toolbar buttons that vary depending on the selected tab, tile, or category such as Expand All/Collapse All or Edit All.
Before you begin
The Renewals dashboard is intended for use with properties configured with the Online Lease Renewal Type property setting set to Proposal/Approvals.
To use its features effectively, ensure your lease renewal setup aligns with your business processes.
Manage Customers tab
The Manage Customer tab allows you to monitor and manage resident lease renewals and related tasks, including those for residents on notice.
From this tab, you can:
Track lease renewal tasks such as generating, regenerating, and countersigning leases
Monitor proposals awaiting resident decisions before expiration
Track leases pending resident or agent signatures
Manage move-out tasks for resident who have given notice
The tab includes four tiles:
Renewal Tasks
Pending Proposal Selection
Pending Lease Signature
Move-out Tasks
Selecting a category within any tile updates the detailed information displayed in the grid at the bottom of the dashboard.
Renewal Tasks tile
The Renewal Tasks tile provides a snapshot of residents with in-progress lease renewals that require further action. It helps you efficiently manage key steps in the lease finalization process.
The Next Step column in the grid displays the available actions for each renewal task. From this column, you can open the Manage Lease screen to continue the leasing workflow, countersign lease documents, or regenerate the lease if changes are required.
Tile reference
Category | Description |
Generate Lease | Residents whose renewal lease proposals have been selected but whose leases have not yet been generated and finalized through the Manage Lease workflow. |
Countersign | Residents whose lease renewal documents are pending countersignature by an agent. |
Regenerate | Residents whose renewal leases are pending regeneration. |
Pending Proposal Selection tile
The Pending Proposal Selection tile displays active lease renewal proposals that are awaiting resident selection. Proposals are grouped by expiration date to help property staff prioritize follow-up actions with residents who have not yet made their renewal decision.
The Next Step column in the grid displays the available actions for each proposal. From this column, you can select, deny, delete, or modify proposals by adding or editing charges, adding specials, or adjusting lease dates.
The Expand All/Collapse All button expands or collapses the proposal batch details for each resident. When expanded, you can select multiple proposals at once and perform bulk actions such as selecting, denying, or deleting proposal options..
You can use the Edit All button to update proposal details in bulk, such as adding or editing lease charges or adjusting lease dates. For detailed instructions, see Bulk Edit Proposals with the Edit All Function.
To view a total summary of all proposals pending selection, go to the Proposals by Status view under the Manage Proposals tab.
Tile reference
Category | Description |
Expiring < 7 Days | Residents whose proposals expire in less than 7 days. |
Expiring 7–14 Days | Residents whose proposals expire within the next 7-14 days. |
Expiring 15–30 Days | Residents whose proposals expire within the next 15-30 days. |
Expiring 31 Days | Residents whose proposals expire more than 30 days from now. |
The default proposal period is set at 60 days if no expiration date is specified when the renewal proposal is generated. The batch expiration date can be changed.
Pending Lease Signature tile
The Pending Lease Signature tile displays residents whose lease renewals are awaiting signature. These proposals have been approved and selected, and the lease finalized, but the resident has not yet signed the lease documents. Use this view to monitor pending signatures and follow up with residents to ensure timely completion of the renewal process. You can view expirations by Lease Expiration or Proposal
Expiration.
The Next Step column in the grid displays the available actions for each lease renewal. From this column, you can open the Manage Lease, view or regenerate the lease document, mark the document as manually signed, or cancel the lease proposal.
Tile reference
Category | Description |
Lease Expired or Proposal Expired | Residents whose leases or proposals have expired. |
Expiring < 7 Days | Residents whose leases or proposals expire in less than 7 days. |
Expiring 7–14 Days | Residents whose leases or proposals expire within the next 7–14 days. |
Expiring 15–30 Days | Residents whose leases or proposals expire within the next 15–30 days. |
Expiring 31+ Days | Residents whose leases or proposals expire more than 30 days from now. |
Move-out Tasks tile
The Move-out Tasks tile displays pending actions required to complete the notice process for residents who intend to move out of their unit. This view allows property staff to approve or deny pending notice requests and enter missing forwarding address information for approved notices.
The Next Step column in the grid displays the available actions for each notice request. From this column, you can approve or deny a pending notice request in the Approve Notice category, or add or update a forwarding address in the Need Fwd Address category.
Tile reference
Category | Description |
Approve Notice | Residents with pending move-out notice requests submitted through the Resident Portal that require approval or denial. Residents can submit notice requests when the Give Notice lease renewal workflow is enabled. For more information, see Give Notice lease renewal workflow. |
Need Fwd Address | Residents with approved notice requests who have not yet provided a forwarding address. The move-out cannot be finalized until this information is added. |
Manage Proposals tab
The Manage Proposals tab allows property staff to identify expiring leases and manage renewal proposals throughout each stage of the renewal workflow.
From this tab, you can:
Review expiring and month-to-month leases and generate new renewal proposals
Manage renewal proposals by status and act on pending approvals, selections, and signatures
Monitor expiring proposals and perform follow-up actions before proposals expire
Track month-to-month (MTM) rate end data when using the Automated MTM increase feature
This includes selecting proposals, generating or regenerating leases, and signing or countersigning documents.
This tab includes four tiles:
Expiring Leases
MTM Rate End
Proposals by Status
Proposals by Expiration
Selecting a category within any tile updates the detailed information displayed in the data grid at the bottom of the dashboard.
Expiring Leases tile
The Expiring Leases tile displays residents whose leases are expiring soon or have already expired. You can view expiring leases for Everyone or only those with No Proposals.
From the No Proposals view, the Create Proposal Batch button appears in the grid toolbar. Property staff can use this button to create renewal proposals for multiple residents within a single batch, based on selected residents or applied filters. For detailed information, see Create a proposal batch from the Renewals dashboard.
The Next Step column in the grid displays the available actions for each resident, which vary depending on the lease renewal stage. For example, you can approve or deny proposal options for leases expiring within the next 90 days.
Tile reference
Category | Description |
Lease Expired | Residents whose leases have passed their expiration date. |
Expiring < 30 Days | Residents whose leases expire in less than 30 days. |
Expiring 31–60 Days | Residents whose leases expire within the next 31 -60 days. |
Expiring 61–90 Days | Residents whose leases expire within the next 61-90 days. |
Expiring 91–180 Days | Residents whose leases expire within the next 91-180 days. |
MTM Rate End tile
The MTM Rate End tile helps property staff monitor month-to-month (MTM) leases with active or upcoming MTM rate increases and act before the increase period ends. You can view MTM leases for Everyone or only those with No Proposals.
From the No Proposals view, the Create Proposal Batch button appears in the grid toolbar. Property staff can use this button to create renewal proposals for multiple residents within a single batch, based on selected residents or applied filters. For detailed information, see Create a proposal batch from the Renewals dashboard.
The Next Step column in the grid displays the available actions for each resident, which vary depending on the lease renewal stage. For example, you can generate a renewal proposal for residents who do not yet have one.
The MTM Rate End tile appears only when the Automatic MTM Increase feature is enabled. To display the tile, the Automatic MTM Increase setting must be set to Yes, and MTM Increase Frequency Days must be greater than zero in Property Setup.
Tile reference
Category | Description |
Proposal Expired | Residents whose lease renewal proposals have passed their expiration date. A new proposal must be generated to continue the renewal process. |
Expiring < 7 Days | Residents whose renewal proposals expire in less than 7 days. |
Expiring 7–14 Days | Residents whose renewal proposals expire within the next 7-14 days. |
Expiring 15–30 Days | Residents whose renewal proposals expire within the next 15-30 days. |
Expiring 31 Days | Residents whose renewal proposals expire more than 30 days from now. |
Proposals by Status tile
The Proposals by Status tile displays all unposted renewal proposal batches and proposals at different stages in the lease renewal workflow. This view helps property staff monitor proposal progress from creation through final scheduling and take appropriate action at each stage.
The Next Step column in the grid displays the available actions for each proposal, which vary based on the proposal’s current status. For example, you can approve pending proposals or select a renewal option on behalf of the resident.
In the Pending Approval and Pending Selection views, you can use the Edit All button to update proposal details in bulk, such as adding or editing lease charges or adjusting lease dates. For detailed instructions, see Bulk Edit Proposals with the Edit All Function.
To send renewal letter offers to residents in Pending Selection, select specific residents and click Generate Correspondence. This opens the Residential Correspondence screen for creating renewal letters.
Tile Reference
Category | Description |
Unposted | Groups of lease renewal proposals that have been created but not yet posted for approval. Unposted batches can be edited, deleted, saved for later, or saved and posted. For details about unposted proposal batches, see "Manage unposted proposal batches" below. |
Pending Approval | Residents whose lease renewal proposal options require approval before they become visible in the Resident Portal. |
Pending Selection | Residents whose approved lease renewal proposals are waiting for the resident to choose their preferred renewal option. |
Selected Proposals | Residents whose renewal proposals have been selected by the resident or by an agent on their behalf. |
Pending Signature | Residents whose renewal lease documents are pending signature by the resident or countersignature by an agent. |
Scheduled | Residents whose completed lease renewals have been fully signed and scheduled for a new lease term. |
Proposals by Expiration tile
The Proposals by Expiration tile displays residents whose lease renewal proposals have expired or are approaching expiration. This view helps property staff identify proposals that require approval, selection, or follow-up action before they expire.
The Next Step column in the grid displays the available actions for each proposal, which vary depending on the current status. For example, you can approve, select, or deny a proposal directly from the grid.
The Expand All / Collapse All button expands or collapses proposal batch details for each resident. When expanded, you can review multiple proposals at once and perform bulk actions such as approving, selecting, denying, or deleting proposal options.
You can use the Edit All button to update proposal details in bulk, such as adding or editing lease charges or adjusting lease dates. For detailed instructions, see Bulk Edit Proposals with the Edit All Function.
Tile reference
Category | Description |
Proposal Expired | Residents whose lease renewal proposals have passed their expiration date. A new proposal must be generated to continue the renewal process. |
Expiring < 7 Days | Residents whose renewal proposals expire in less than 7 days. |
Expiring 7–14 Days | Residents whose renewal proposals expire within the next 7–14 days. |
Expiring 15–30 Days | Residents whose renewal proposals expire within the next 15–30 days. |
Expiring 31 Days | Residents whose renewal proposals expire more than 30 days from now. |
Renewals dashboard grid reference
The fields displayed in the data grid vary slightly depending on the selected tile and category.
Batch Id | (Appears for Proposals by Status - Unposted) The system-generated batch number assigned to the group of lease proposals included in the batch. The View batch button expands to show the batch details:
|
Batch Description | (Appears for Proposals by Status - Unposted) Identifies the creator and the creation time of the batch, including the username, date, time, and agent name. |
Lease Expiring | (Appears for Proposals by Status - Unposted) The range of lease end dates for leases included in the batch. |
Resident Status | (Appears for Proposals by Status - Unposted) The resident’s lease status. |
Unit Type | (Appears for Proposals by Status - Unposted) The category of units for the leases included in the proposal batch. |
Property/Unit | (Appears for Proposals by Status - Unposted) Property and units included in the proposal batch. |
Residents | (Appears for Proposals by Status - Unposted) The number of residents included in the proposal batch. |
Resident | The name of the primary resident. Several icons may appear next to the resident’s name:
|
Unit | The unit number and associated unit type leased to the resident. |
Current Dates | The current lease start and lease end dates. The Customer Since date indicates when the customer record was created in the system. |
MTM Rate End Date | (Appears in the MTM Rate End grid) Date on which the lease rate ends for the current month-to-month lease. Includes: Last Increase Date on which the last MTM rent increase was set Scheduled End Date Date on which the current MTM lease rate ends |
Current Charges | The cost for the resident to occupy the unit under the current lease. Includes the primary base rent and any additional charges associated with the leased unit. |
Renewal | The renewal proposal summary. This includes the rent and other lease charges and lease term in months. selecting View All in the column opens the renewal details modal. |
Market Rent | Current market rent amount for the unit associated with the resident. |
Proposal Expiration | The date on which the renewal lease proposal expires. |
Proposed Rent | The new rent amount and charges proposed in the renewal offer. Includes the primary base rent and any additional charges associated with the leased unit. |
Renewal Agent | The agent responsible for the lease renewal. |
Balance Info | The balance due on the resident’s ledger with the days outstanding. |
Message | (Appears in the Move-out Tasks grid.) The message the resident provided when giving notice through Resident Portal. |
Last Conversation | The last communication with the customer. Includes a description of the communication type, the date of the communication, a short preview, and a View/Reply button that opens the Comm Hub to the relevant communication. |
Last Activity | The last activity that was performed for the resident. Includes a description of the activity, the date of the activity, a short preview of the activity notes, and a View/Add link opens the Resident Summary panel for a brief overview of resident details. |
Address | (Appears in the Move-out Tasks grid.) The forwarding address the resident provided with the give notice request. |
Next Step | Displays the available next action for lease renewals based on the resident’s proposal or lease status. The actions that appear vary depending on the selected category in the grid. Available options include:
Generate Proposal If using Revenue Management, opens the Create Lease Proposal Batch panel. Otherwise, opens the Add Proposal panel. This option appears when no renewal proposals have been created for the resident.
Edit Proposals Expands to the proposal batch details with edit options: Add/Edit Charges, Add Special, and Edit Lease Dates.
Cancel Edit Removes edit options and collapses the proposal batch detail line.
Approve Approves a pending renewal proposal and makes the proposal offer available to the resident in their resident portal for review and selection.
Deny For renewal proposals pending approval by property staff or approved proposal offers pending selection by the resident, Deny removes the renewal proposal from the resident record. Once denied, the proposal is no longer available for selection or approval.
Select Accepts renewal proposal offer on behalf of the resident.
Manage Lease Opens the resident record on the Manage Lease screen to continue the leasing workflow for renewal proposals that have been selected but not yet finalized. When the lease has been finalized and sent to the resident for signature, it advances to Pending Lease Signature.
Cancel Cancels the selected renewal proposal and returns it to Approved status. The proposal is then listed in Pending Selection.
View Document Opens the View lease screen to review the renewal lease document.
Manually Signed Updates the lease document as Manually Signed. Use this option when the resident has signed their lease documents by wet signature instead of e-sign through their resident portal.
Countersign Countersigns the lease renewal documents using the agent’s e-signature configured for their user profile. Countersigned leases advance to Scheduled status.
Regenerate Opens the resident record on the Manage Lease screen if the lease date changed or regeneration was manually requested. |
Next Step (Move-out Tasks only) | Displays the available next action for residents who submitted a notice of intent to move out. These actions appear in the Move-out Tasks grid. Available options include: Approve Approves a pending notice request submitted through the Resident Portal. Once approved, the resident is placed on notice. Deny Denies a pending notice request submitted through the Resident Portal. Denied notices are removed from the resident record. Edit Address Updates the forwarding address when lease is on notice. Appears in the Need Fwd Address category. |
Actions | Secondary actions you can perform in addition to the Next Step. Includes:
|
Manage unposted proposal batches
You can review unposted proposal batches before saving and posting. You can choose to exclude residents for whom the proposal options do not apply. Once posted, the proposal batch becomes available for approval.
How to do it
Open the Renewals dashboard:
If the product is Voyager 8 or CRM IQ: From the top menu, select Residents > Renewals.
Select the Manage Proposals tab.
In the Proposals by Status tile, select Unposted. The grid displays unposted proposal batches.
In the Batch Id column, select View Batch next to the batch ID number that you want to review. The proposal batch details expands revealing each expiring lease included in the batch.
To view the proposal options for a specific lease:
In the Actions column, select View Proposals in the row corresponding to the lease. The proposal batch expands revealing each proposal option for the lease.
To view the proposal option details, in the Details column, click Details
in the row corresponding to the proposal option you want to review for the lease. The Review/Edit Proposal screen opens.
Update the lease terms and charges, as needed.
Click Save. The proposal option list collapses for the lease.
To exclude a specific lease from the batch, select Exclude in the row of the lease you want to remove.
To save changes to the proposal batch, select Save. The proposal batch is updated and the batch remains unposted.
To save and post the proposal batch, select Save & Post. The proposal batch is now ready for approval.
To delete the entire proposal batch:
Click Delete. A confirmation message displays.
Click Ok.
Bulk edit proposals using the Edit All function
Use the Edit All button in the Renewals dashboard to preselect all proposals and expand proposal batch details in the grid for bulk updates. You can add or edit lease charges and adjust lease dates for multiple proposals at once.
How to do it
Open the Renewals dashboard:
If the product is Voyager 8 or CRM IQ: From the top menu, select Residents > Renewals.
Identify proposals pending selection or approval:
From the Manage Customers tab, click a category in the Pending Proposal Selection tile, or
From the Manage Proposals tab, in the Proposals by Status tile, select Pending Approval or Pending Selection.
In the grid toolbar, click Edit All. The Add/Edit Charges and Edit Lease Dates buttons appear in the grid toolbar, and each lease proposal option expands in the grid.
Clear the checkbox next to any leases or proposal options you want to exclude from editing.
To add or edit lease charges:
Click Add/Edit Charges. The Add/Edit Charge For Selected Proposals screen appears.
On the Add Charge tab, select a Charge Code and enter the amount in the Amount field.
On the Edit Charge tab, select a Charge Code, enter the amount in the Amount field, and select the Amount Type for the update: $Increase, %Increase, or New Amount.
Tip: To decrease the amount, enter a negative value in the Amount field, for example, -25.00.
To edit lease dates:
Click Edit Lease Dates. The field changes to Adjust.
In the Adjust field, choose the update type: Dates or By Days.
If By Days, the Adjust field changes to Adjustment, and a Days field appears for entering the number of days to adjust. Click Adjust to apply the update.
If Dates, set the From Date for each proposal option directly in the grid.
Click Save. A confirmation message appears.
To add a unit special to proposal options within a batch:
Click Add Special in the grid above the batch ID. The Unit Special screen appears showing the available specials.
Click Select next to the special you want to add. The special is added to the lease charges.
In the grid toolbar, click Close Edit All.
Troubleshooting