Lease Renewal Workflow

What happens if the internal approval is rejected?

If approval is declined, the workflow routes the record back to the offer preparation step so the team can revise the terms before resubmitting. This loop-back is built into the workflow, so no renewal offer goes to a tenant without sign-off. You can adjust who reviews the offer and what triggers a rejection at any point.

Can this handle a tenant countering the renewal offer?

Yes, the tenant decision step includes accept, counter, and decline paths. A counteroffer routes the record back to renegotiate the offer, letting the team revise terms and resend without starting a new record. This keeps the full negotiation history attached to a single lease renewal record.

What if the tenant declines the renewal outright?

A decline routes the record directly into the vacancy process, setting the status to vacating and eventually vacated. The manager is notified at this final outcome, so there's no gap between a declined renewal and vacancy planning starting.

How long does it take to set up this workflow?

The template is ready to use, so you can publish it in minutes rather than running a lengthy setup project. Once published, your team can start creating lease renewal records and running the live process immediately.

Can we customize the steps or approval logic?

Yes, every step, role, and notification can be edited directly inside assess.one to match your organization's approval hierarchy or condition review checklist. You can add extra review stages, change who receives approval requests, or adjust what triggers the vacancy process — all without needing developer involvement.

Who needs access to this workflow?

Typically property managers, leasing agents, and approvers who sign off on renewal terms need access, along with anyone who needs to be notified at the final outcome. Access and permissions for each role are configured inside assess.one, so you control exactly who can view or act on a given lease record.

What happens if property condition review flags issues?

The workflow holds the record under review until the condition assessment is complete, and you can customize this step to require repairs or notes before the offer preparation stage begins. This helps prevent renewal offers from going out before outstanding property issues are addressed.

How does the manager get notified of the final outcome?

Once a lease is signed or the property moves through the vacancy process to vacated, the workflow automatically triggers a manager notification. Notification settings, including who receives it and through which channel like email or Slack, are configured directly inside assess.one.

Can this workflow track multiple leases at once?

Yes, each lease renewal is created as its own record, so your team can track many leases simultaneously without them interfering with each other. Status fields like open, under review, pending approval, and signed make it easy to see where every lease stands at a glance.

What if documents and signing takes longer than expected?

The record remains in the signed-pending state until signing is confirmed, so nothing moves forward prematurely. Teams can customize reminders or escalation steps within assess.one to follow up if signing stalls.