Documents
Create document templates once, then merge them with tenant data to produce filled-in PDFs: leases, notices, letters.
How it works
You write a template with merge fields as placeholders, things like {TenantName} or {MonthlyRent}. When you merge, you choose a tenant and the app replaces every placeholder with that tenant's actual data. The result is a ready-to-use document you can download as a PDF.
The toolbar
Each document has four controls at the top right:
- Document type (the chip next to the title: Lease, Letter, Notice, Application, Other): categorizes the template. This category is used when you send the document to the tenant portal.
- Insert Field: opens a list of all available merge fields. Click one to drop it in at the cursor.
- Revert: restores the template to the original built-in sample. Any edits you have made are permanently discarded.
- Send to Portal: merges the template for a specific tenant and delivers the PDF to their portal Documents tab.
- Merge & Preview: merges the template and opens a PDF preview you can download or print.
Sample templates
Your account starts with a set of ready-to-use templates covering common leases, notices, and letters. They are examples only. Edit them to match your situation, or create new ones from scratch.
Inserting merge fields
Click Insert Field in the toolbar to pick a field from the list. It drops in at the cursor position. Or type the field name directly in curly braces: {TenantName}. Field names are case-sensitive and must match exactly.
| Field | What it inserts |
|---|---|
{TenantName} | Tenant full name |
{TenantFirstName} | Tenant first name |
{TenantLastName} | Tenant last name |
{TenantEmail} | Tenant email address |
{TenantPhone} | Tenant phone number |
{UnitAddress} | Street address of the unit |
{UnitNumber} | Unit number (e.g. 101) |
{UnitName} | Unit name; blank for single family homes |
{City}, {State}, {Zip} | City, state, and zip code |
{MonthlyRent} | Sum of all active recurring charges |
{DepositAmount} | Security deposit on file |
{LeaseStart}, {LeaseEnd} | Lease dates from the tenant page |
{Balance} | Current amount owed |
{LandlordName}, {LandlordEmail}, {LandlordPhone} | Your info from Settings > Account |
{TodayDate} | Date at the time of merging |
Merging and sending
Click Merge & Preview in the toolbar. A dialog lets you choose the scope:
- Single Tenant: search and pick one tenant. The merged PDF contains just that person's data.
- By Building: pick a building or unit. The app merges the template for every active tenant and combines them into one PDF, one page per tenant. This is the fast path for sending the same notice or invoice to everyone at once.
Click Preview and the merged PDF opens full-screen. Three buttons in the top-right corner let you act on it:
Click the envelope to open the Send Email dialog. It lists everyone from your merge, all pre-checked. Set a subject and an optional message body, then uncheck anyone you want to skip. The app sends each tenant their own merged PDF as an attachment, not a shared file with everyone's data.
Sending documents to the tenant portal
After merging, you can send the document directly to the tenant's portal so they can download it at any time. No email attachment required.
There are two ways to do this:
- Send to Portal from the Documents page: open the template, click Send to Portal, choose the tenant and a category (Lease, Notice, or Misc). The merged PDF is delivered to the tenant's portal Documents tab.
- Upload from the tenant's Docs tab: open any tenant, go to the Docs tab, click Send to Portal, then select any PDF file from your computer. Enter a title and choose a category. Use this to send any document, not just templates.
Documents sent to the portal are listed in the tenant's Docs tab (in the main app) and in the Documents tab in the tenant's portal. The tenant can download but not delete them.