The Give Notice lease renewal workflow allows residents to manage their lease renewal decisions directly through their resident portal. Residents with one or more approved lease proposal offers can opt to submit a notice request if they intend to move out. They can also assign primary status to a roommate who wishes to remain in the unit.
Property staff must approve or deny resident notice requests. They can do this from the Renewals dashboard or their resident record. Once the property staff approves the notice, the resident is officially placed on notice. If the resident chose to promote a specific roommate to primary, the promote roommate process is initiated. Any forwarding address provided will be transferred to deposit accounting when the resident moves out.
Before you start
To use the Give Notice lease renewal workflow, ensure the property site is published for RentCaffeine.
In addition, verify that the bUseRenewalNotices optional parameter is enabled at the company level. This setup requires the Voyager Admin role and is loaded in Voyager from System > Load Optional Package.
Configure property settings
To enable the Give Notice lease renewal feature, configure the required settings in the Voyager Admin role. From the Voyager 8 Settings screen (Setup > Property > Configure Settings), configure the following settings for each property, as recommended:
Settings Menu Path | Setting | Description | Recommendation |
Resident Portal > Lease Renewal | Online lease renewal type | Determines how residents can renew their lease agreements from Resident Portal. | Select Renewal Execution. |
Resident Portal > Lease Renewal | Optimized resident renewal | Enables the optimized page layout in the lease renewal workflow. | Turn on the switch. |
Resident Portal > Lease Renewal | Allow residents to give notice in lease renewals | Determines if residents can give notice through the Resident Portal when at least one renewal proposal offer is available. | Select the checkbox. |
Resident Portal > Lease Renewal | Give Notice button caption | Relabels the button that residents click to give notice before they move out. By default, the button is labeled Give Notice. | Based on company requirements. |
Resident Portal > Lease Renewal | Use Enhanced Give Notice workflow | (Available to select when Allows residents to give notice in lease renewals is selected. Requires) Activates an enhanced give notice workflow, enabling residents to submit a forwarding address and move-out reason with their notice request. Residents can also choose to assign a roommate as the new primary resident when giving notice. | Select the checkbox. |
Resident Portal > Lease Renewal | Use Reasons for Move Out during Give Notice Workflow | Available to select when Use Enhanced Give Notice workflow is selected) Allows residents to provide reason for move-out when they give notice. | Select the checkbox. |
Resident Portal > Lease Renewal | Allow Forwarding Address | (Appears when Enable RENTCafe CRM Give Notice Workflow is selected) Allows resident to provide a forwarding address when they give notice. | Select the checkbox. |
Page Narratives
If you want to provide additional instruction to residents when submitting notice requests, configure the Lease Renewals - Give Notice Option Narrative in RentCafe. This narrative appears at the bottom of the Lease Renewals page in Resident Portal, next to the Give Notice button.
An equivalent page narrative configuration in Voyager Admin is not yet available—check back soon for updates.
Submit a notice request (Resident Portal)
This procedure is intended for the resident.
The Give Notice option is only available to the resident in their resident portal when at least one approved lease proposal offer is available. When the resident gives notice, they are effectively submitting a request to the property to indicate their intention to provide notice. This action does not initiate a notice event. The property staff must approve or deny the notice request. When submitting notice, they can specify their reason for moving out and provide a forwarding address, if applicable.
How to do it
In RentCaffeine Resident Portal, go to Lease > Lease Info. The Lease Renewals page appears showing approved proposal offers.
At the bottom of the Lease Renewals page, click the Give Notice button. The Give Notice page appears.
In the Requested Move-out Date field, enter the date that you want to move out.
If one of your roommates wants to renew their lease, select their name from the Assign Primary Status To field. Otherwise, if the resident and all roommates are moving out of the unit, leave this field blank.
Enter a forwarding address where you want future mail to be sent.
Enter any additional information in the text box provided.
Click Give Notice. A confirmation narrative appears on the top part of the Lease Renewals page. The notice request is submitted for approval.
Review and approve resident notice request (Property Staff)
This procedure is intended for property staff.
Notice requests submitted by residents through their resident portal are displayed in the Renewals dashboard under Move-out Tasks, as well as on the resident record under the Notice Approval tab within Lease Info. You have the option to approve or deny each notice request. Once a notice is approved, the resident is placed on notice with their status updated to “Notice.” Additionally, the forwarding address information included in the notice is transferred to deposit accounting for use when the resident moves out. If a notice request is approved without a forwarding address, it will be categorized under Needs Fwd Address in the Move-out Tasks tile.
How to do it
From the Renewals dashboard:
From the top menu select Dashboards > Renewals. The Renewals dashboard opens.
In the Move-out Tasks tile, click Approve Notice.
In the row of the resident that you want to place on notice, click Approve.
If the resident chose to promote a roommate to primary status:
A confirmation message appears, confirming notice approval and indicating that the Promote Roommate process will be started.
Click Yes. The Promote Roommate screen opens to begin the workflow. For more details about promoting a roommate, see Promote a roommate.
If the resident did not choose to promote a roommate:
A confirmation message appears to approve the notice.
Click Yes. The Notice screen opens, populated with information provided by the resident.
Complete the screen. For field descriptions see the “Notice screen reference” below.
Click Save. The resident is placed on notice and their status is updated to Notice.
From the resident record:
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On the resident record side menu, select General > Lease Info.
Click the Notice Approval tab.
Click Approve.
If the resident chose to promote a roommate to primary status:
A confirmation message appears, confirming notice approval and indicating that the Promote Roommate process will be started.
Click Yes. The Promote Roommate screen opens to begin the workflow. For more details about promoting a roommate, see Promote a roommate.
If the resident did not choose to promote a roommate:
A confirmation message appears to approve the notice.
Click Yes. The Notice screen opens, populated with information provided by the resident.
Complete the screen. For field descriptions see the “Notice screen reference” below.
Click Save. The resident is placed on notice and their status is updated to Notice.
Notice Screen Reference
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Termination Type | The leasing action that you want to perform:
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Notice Date | The date on which the resident sent a notification. If the resident did not submit a notification, select the current date. |
Move Out Date | The date on which the resident intends to move out of the property. If the resident moved out unexpectedly, select the current date. |
Reason for Move Out | The reason that the resident is moving out or being evicted. NOTE Your system administrator configures the options for this field. |
Agent | The leasing agent who is placing the resident on notice. |
Notice Rent Responsible | Applies monthly charges to a resident after they have moved out. If selected, a Responsibility Date is required. |
Responsibility Date | The date agreed upon for Notice Rent Responsible charges to end. The resident will be charged during monthly posting up until this date or one day before the next resident moves into the same unit (whichever date comes first). NOTE Required when Notice Rent Responsible field is selected. |
Forwarding Address | New address where the resident wants to receive any future mail or communications after vacating their current unit. If the resident is owed a refund during Deposit Accounting, the forwarding address will appear on the refund check. |
Notes | Additional details about the reason for the notice. |