Getting Started with RenewalsAI

This article guides new RenewalsAI users through navigating launch and setup. 

Launching Renewals

RenewalsAI can integrate with Yardi and Entrata only. As of now, RenewalsAI cannot integrate with other PMSs. See EliseAI's Integrations List for CRM / PMS software that can be used with RenewalsAI.

Submitting your EIN (Employer Identification Number) to EliseAI. This is a required step to enable AI outreach to prospects and residents. See our EIN FAQ article for more information.

General Workflow

Once you launch RenewalsAI, please review EliseAI's Renewals Outreach Templates.

Note that these templates are examples, and while they reflect typical outreach language, the messages and follow up cadence are generative and the exact wording may vary. 

The EliseAI renewals lifecycle involves three key milestones: approval, selection, and scheduled . 

Approved

Begin the renewals process by updating the resident's renewal lease to Approved status within your PMS. Once this syncs from your PMS, your AI Assistant begins sending the resident outreach messages, asking the resident if they are looking to renew while including the best offer.

The best offer is based on the lowest price available. If multiple terms share that price, your AI Assistant uses the longest lease.

For example:

• If 1 month is $850, 6 months is $900, and 12 months is $900, the best offer is 1 month at $850.
• If 1 month is $950 while 6 and 12 months are $900, the best offer is 12 months at $900.

The resident can respond with an indication of vacating or a renewal acceptance. Once the resident responds, either with a verbal indication of vacating or a renewal acceptance, two things can happen.

1. Indication of vacating: When a resident provides a clear and explicit statement of their intent to move out, the AI initiates the Notice to Vacate workflow. The workflow behavior depends on your organization's Renewals configuration:

   • Auto-NTV Mode: The AI automatically enters the Notice to Vacate into your PMS (logged under the AI user) and creates the corresponding NTV task for your team.
   • Task-Only Mode: The AI creates a Notice to Vacate task, and your team must manually enter the notice into your PMS. Further instructions for handling Notice to Vacate tasks are detailed below.

   The AI continues renewal outreach until the resident's status is properly updated in the PMS, either automatically or manually depending on your configuration.

If your configuration is manual, then the AI will open a Notice To Vacate task in your Tasks Page. This step is very important! The AI continues to send renewal messages if you do not complete this step. 

The Notice To Vacate task includes a dropdown with the following options: 

• Residents would like to renew
• Residents have informed that they will not renew and were put on notice in [YOUR PMS] 
• Residents have been sent a notice to vacate form
• Notice to vacate form is pending approval from multiple leaseholders
• Residents will transition to a month-to-month lease
• Other — please specify in comments (in this case, comments refer to internal notes in a resident conversation)

To complete the notice to vacate task, select an option from the menu, then manually change the status in your PMS to indicate that notice has been given. This stops the AI from sending renewal messages and allows your team to:

• Send over a notice to vacate document for signature, OR
• Ask the resident(s) to sign the document in person.

2. Indication of renewal: In this case, the AI automatically updates a resident's lease status to Selected in your PMS.

Selected

Once the resident selects a renewal offer, your AI Assistant starts sending the resident messages about lease signing. 

This creates a Generate Lease Renewal task in your Tasks Page. 

Next, your team must send the resident a lease document or provide it within a third-party resident portal. Your team can then mark the task as done in the AI Portal.

Once the resident signs, you must manually change the resident status to Scheduled in your PMS. Your AI Assistant starts sending the resident pre-move in messages and onboards the resident for their next lease term.

Scheduled

Once the resident is on the Scheduled status, they will begin to receive pre-move-in communication, and they should be all set up with their new lease.

Renewal Offer Letter Automation

EliseAI can automate renewal offer letter generation. This allows your AI Assistant to send approved residents a personalized renewal offer letter: 

See the Renewal Offer Letter Automation article for more information.

Notice to Vacate eDoc Automation

EliseAI can automate Notice to Vacate (NTV) eDocs. With this setup, your AI Assistant can: 

1. Automatically send the resident an NTV document once they provide intent to vacate. 
2. Collect required resident information and signatures.
3. Follow up until all parties have signed.
4. Send the completed document to the responsive point of contact for countersignature.

See Renewals: Notice to Vacate eDoc Automation for setup instructions.

Daily Renewal Reports

You can set up Daily Renewal Reports for your team. These reports include offers sent, offers selected, leases that need to be generated, and agent responses required. 

See the Daily Reports and Notifications Settings article for setup instructions.

Renewal Fee Transparency

Your AI Assistant can quote the total monthly rent price to residents renewing their lease. This ensures that your renewal conversations comply with state laws on fee transparency.

• Yardi Renewals: We sync lease charges via API.
• Entrata Renewals: We sync fees from renewal offer letter PDFs.\

Contact Support to learn more about this feature.

Renewals Settings

See our Renewals Settings Overview & Instructions article for details on configuring Renewals Settings.

Blue Moon Integration

RenewalsAI now integrates with Blue Moon to pull granular lease signature statuses.

• Lease signature statuses include whether the lease has been sent to the resident and which specific residents have or have not signed.
• This new feature enables more targeted signature reminder follow-ups. For instance, the AI does not ask a resident to sign their renewal lease if our system detects a signature.
• You can view this detailed status tracking from the AI Portal on the Operator Hub (Renewals > Operator Hub). See the Renewals Operator Hub article for more information. 
• Please submit a ticket to set up the integration.

Elise Sidekick

Your team can also manage renewals tasks in Elise Sidekick. This extension allows you to sort and complete tasks while working out of your external CRM or out of any location on the web.

See our Elise Sidekick article for instructions to download and use the extension.

Frequently Asked Questions

What happens if a resident changes their mind about renewing after selecting a renewal offer?

When the AI detects this scenario, it hands off the conversation to a human agent as a Needs Reply task.