Workflow: Sending Annual Mass Owner Renewal Email Notices in AppFolio

1. Access the Communication Tab:

1. Log in to AppFolio.
2. Navigate to the Communication section on the left-hand menu.
3. Select Letters.

2. Locate the Renewal Email Template:

1. Under Owner Letters, find the template titled:"Notice from Treaty Oak Properties Regarding Lease Renewals for [Year]".
2. Click on the template to open it.

3. Group and Filter the Recipients:

1. Set the grouping to Properties - All.
2. Click Search to load all owners linked to active properties.

4. Remove Ineligible Recipients:

1. Go through the list and manually remove owners who:

• Have already received the renewal email (i.e., March renewals).
• Have informed you of their intention to non-renew due to selling or other reasons.

2. Ensure only eligible owners remain in the list.

5. Send the Email:

1. Scroll down and click the Email button.
2. Verify the email content, ensuring it:

• Is addressed correctly to owners.
• Includes the body of the email, not as an attachment.
• Do not CC yourself (to avoid overwhelming your inbox).

3. Once confirmed, click Send.

Verify Completion:

1. Confirm that the email has been sent to the selected recipients.
2. Double-check any remaining owners to ensure they’ve received the appropriate notices.

Tips:

• Always remove owners who have explicitly told you they are selling or non-renewing.
• Double-check the email content for accuracy before sending.
• Keep the process organized by tracking which owners have received notifications

Access the Communication Tab:

1. Log in to AppFolio.
2. Navigate to the Communication section on the left-hand menu.
3. Select Letters.

Edit the email template (if necessary):

1. If you need to update the email template:

• Go to Letters in the Communication tab.
• Scroll down to the Owner section and locate the renewal notice template.

2. Click Edit to modify the template.

• Ensure the company logo is included at the top of the email.
• Check that the email will be sent as part of the email body, not as an attachment.
• Update the template name and subject line if needed.

3. Make necessary changes to the email content, then click Save and Close

Loom Video