Lease Renewal Workflow

What happens if the portfolio manager rejects the renewal offer?

If the portfolio manager rejects the offer, the workflow loops back to the property manager's offer preparation task so a revised offer can be prepared, and this can happen up to two times. The condition notes, offered rent, term, and any conditions are saved to the record each time the offer is updated. If the offer still isn't approved after the allowed revisions, the workflow follows the otherwise path from the approval routing step.

Can this handle a tenant counter-offer instead of a straight accept or decline?

Yes, the tenant's emailed offer form includes an option to counter-offer along with comments or counter-offer details. When a tenant counters, the status updates to Negotiating and the workflow loops back to the property manager's offer preparation task, again capped at two revision loops, so a new offer can be drafted in response.

What if the tenant declines the renewal offer?

A decline sets the status to Not Renewed and creates a fire-and-forget task for the property manager to start the vacancy process, with vacancy process notes captured on that task. The property manager is also emailed a vacate notice so the team is notified without waiting on a blocking step.

Who is responsible for each step in this workflow?

The property manager reviews the property, prepares the initial and any revised offers, and later prepares and signs the renewal lease. The portfolio manager approves or rejects the prepared offer before it goes to the tenant. The tenant takes part through an emailed form to accept, counter, or decline, with no account required.

What happens after the tenant accepts the renewal offer?

Acceptance moves the status to Signing and creates a blocking task for the property manager to prepare and sign the renewal lease, capturing the signed date, new lease expiry date, and signed lease document. Once saved to the record, the status updates to Renewed and confirmation emails go out to both the tenant and the property manager.

Can we customise the offer preparation or approval steps?

Yes, a workspace can describe the change it wants in plain English or edit the steps directly in the workflow editor, and earlier versions are kept. This makes it straightforward to adjust what the property manager captures during offer prep or how many revision loops are allowed.

What if the revision loop limit is reached without an approved or accepted offer?

The offer preparation loop is capped at two revisions in each direction, after approval rejection and after a tenant counter-offer. If the offer still hasn't been approved or accepted by then, the routing step's otherwise path applies, so the team can decide how that renewal proceeds from there.

Does the property manager need to log in to complete their tasks?

The property manager works as a workspace member, so their review, offer preparation, and signing tasks are assigned to them within the workspace. The tenant, by contrast, takes part entirely through the public request form and emailed forms and never needs an account.

Where can we see the status of a lease renewal at any point?

Every renewal is a record with its own reference number, current status such as Upcoming, Offer Sent, Negotiating, Signing, Renewed, or Not Renewed, and a timeline of everything that happened. Table views and dashboards show all renewals grouped by status, so the team can see at a glance which leases need attention.

What details get saved to the record versus staying on a task?

Details entered on tasks the workflow waits for, like offer preparation and lease signing, are saved directly to the record. The vacancy process task is fire-and-forget, so its vacancy process notes stay with that task and appear in the record's task list rather than as a record field.