If you manage rentals, you know tenancy renewals can be a time-suck. Chasing up contracts, sending the same reminders, tracking who’s responded—it all adds up. This guide is for lettings teams and property managers who are tired of the manual slog and want something that just works. Below, I’ll show you how to take the grunt work out of renewals using Reapit workflow automation. No fluff, no empty promises—just a clear, step-by-step walkthrough.
Why bother with automating tenancy renewals?
Let’s be honest: renewal admin is boring, repetitive, and a bit error-prone. Miss a renewal deadline, and you risk a gap in tenancy—or worse, a compliance headache. The good news is, if you get your workflows right, most of the annoying bits can run themselves.
What actually gets better with automation?
- Less chasing: Automated reminders = fewer missed replies and less nagging.
- Fewer mistakes: Templates and triggers mean the right documents go out, on time, every time.
- Clearer progress: You can see, at a glance, which renewals are on track and which need a nudge.
- Happier clients: No one wants to hear “Sorry, we forgot to send the paperwork.”
But don’t buy the hype that automation fixes everything. It won’t solve a messy database, bad comms, or a landlord who’s slow to reply. It just keeps you from dropping the ball on the basics.
Step 1: Map your current renewal process (yes, really)
Before you start building any workflows, get clear on what your team actually does now. Grab a coffee and jot down:
- When do you usually start the renewal process? (e.g. 90 days before end)
- Who’s responsible for what? (Admin, negotiator, property manager?)
- What are your “trigger points”? (Notice sent, documents signed, etc.)
- Where do things usually get stuck?
Pro tip: Don’t just map the “ideal” process—write down what actually happens, shortcuts and all. You can’t automate chaos.
Step 2: Clean up your data in Reapit
Automation’s a waste of time if your records are full of gaps or out of date. In Reapit, check:
- Tenancy end dates are filled in and accurate.
- Contact details for tenants and landlords are up to date.
- Document templates (renewal letters, contracts) are current.
If your data’s messy, fix that first. The best workflow in the world won’t help if it’s built on bad info.
Step 3: Identify what to automate (and what not to)
Not everything should be automated. Focus on the grunt work:
Good candidates for automation: - Renewal reminders: Emails to tenants and landlords X days before end date. - Document sending: Auto-emailing renewal offers or draft contracts. - Follow-up tasks: Creating reminders for staff to chase unsigned renewals. - Status updates: Changing tenancy status when certain steps are completed.
What to leave alone (for now): - Personal negotiations: Rent increases or tricky landlord/tenant conversations still need a human touch. - Anything that needs judgment or flexibility.
Don’t try to automate the whole thing at once. Start with the most boring, repetitive bit—usually the reminders and document sends.
Step 4: Build your workflow in Reapit
Reapit’s workflow tools aren’t magic, but they’re solid if you use them right. Here’s how to get started:
a. Use the Workflow Builder (if you have it)
If you’re on the latest Reapit platform, head to the workflow or automation section. If not, you might need to use the Task Manager or similar tools—check your version.
Basic workflow for tenancy renewal:
- Trigger: X days before tenancy end date (e.g. 90 days)
- Action: Create a task for the assigned staff member to review the tenancy.
- Action: Auto-send a renewal offer email to the tenant (use a template).
- Action: Auto-send a notification to the landlord for approval (if required).
- Wait/Check: Has the tenant replied within 7 days?
- If yes, move to next stage (e.g. draft contract).
- If no, auto-create a follow-up task and/or send a reminder email.
- Action: When both parties approve, auto-send the renewal contract.
- Action: Update tenancy status to “Renewed” or “Closed” as appropriate.
You can add more steps, but that’s the backbone.
b. Setting up templates
Spend time getting your email and document templates right. Use merge fields to pull in names, dates, property addresses, etc. If your messages sound robotic, tweak them—automation is no excuse for sounding like a robot.
c. Testing, testing, testing
Before you let this loose on real tenants, run the workflow on some test records. Double-check:
- Dates trigger as expected
- Emails go to the right people
- No weird typos or missing fields
It’s embarrassing if you “auto-renew” a tenancy that ended last year. (Yes, it happens.)
Step 5: Roll it out, but keep an eye on it
Once your workflow’s live, don’t assume it’ll just work forever.
- Monitor the first batch: Watch for missed steps, duplicate reminders, or confused clients.
- Get team feedback: Are the reminders helpful? Anything missing or annoying?
- Tweak as needed: Most teams need to adjust timing, emails, or who gets notified after a month or two.
Heads-up: If your team keeps “working around” the workflow, that’s a sign something’s off—maybe the triggers are wrong, or it’s too rigid. Don’t be precious about it; change what isn’t working.
Step 6: Don’t automate the human out of the process
It’s tempting to dream of a world where you never have to think about renewals again. But that’s not how it works. Automation is great for reminders and paperwork, but the best agents still check in, pick up the phone when needed, and use common sense.
If a landlord or tenant replies with a tricky question, that’s your cue to step in—not the workflow’s. Use automation to free up time for the bits that actually need your brain.
What works, what doesn’t, and what to ignore
Works well: - Scheduling reminders and follow-ups (no more missed dates) - Document generation and sending (saves heaps of time) - Task assignment, so nothing falls between the cracks
Common pitfalls: - Overcomplicating workflows—if you need a diagram to explain it, it’s probably too much - Bad data in, bad automation out - Staff ignoring automated tasks or emails (old habits die hard)
Ignore: - Overpromised features (“AI will renew your tenancies!”) that sound too good to be true. Stick to basic, reliable automations first.
Final thoughts: Start simple, iterate, and don’t overthink it
You don’t need to overhaul your whole renewal process overnight. The best workflow automations start small—just automate the bits you hate most, clean up as you go, and add more steps only when you’re sure they’ll help.
Keep it simple. Test, tweak, and don’t be afraid to ditch what’s not working. The goal isn’t a perfect system—it’s less hassle, fewer mistakes, and more time to focus on the parts of property management where you actually add value. Go build something that makes your life easier, not more complicated.