Lease reminders and the Lease Tracker
Use Lease Tracker & Alerts to see every renewal and escalation due, preview the tenant notice, and understand how landlord reminders stop by themselves.
Overview
Lease Tracker & Alerts (Master Data → Lease Management) lists every lease renewal (end of term) and rent escalation that is coming up or overdue. If a renewal and an escalation fall on the same date, they appear as one Renewal + Escalation row.
Each row shows the property, tenant, due date, Rent → enhanced, whether the Tenant notice has gone out, and what is Still to do.
Every day, Property360 also works through these dates for you:
- Tenant notice: an email to the tenant a set number of days before the date (7 by default), with the landlords copied. The notice includes the lease details and the rent before and after: gross, TDS and net.
- Landlord follow-ups: if the tenant has no valid email, or the renewal or escalation hasn't been recorded yet, the landlords get an Action needed email, a Telegram message and an in-app alert. These repeat every few days until the lease is updated, then stop by themselves.
Before you start
- Landlords see their own properties. Master admins see all of them.
- For notices to reach tenants, each tenant needs a valid Business Email.
Steps
- Open Lease Tracker & Alerts.
- Click a tile to filter the list: Overdue, Due this week, Next 30 days, Renewal + Escalation, Awaiting your update, Missing tenant email or Rent uplift / month.
- Narrow further with When, Type, Property, Look ahead (30 days to 12 months) or the search box.
- Open a row to see the Current rent, Enhanced rent, Increase / month and the Still to do list.
- Act on the row:
- Apply escalation records the new rent.
- Extend / renew records the new end date.
- Add tenant email opens the tenant so you can add their email.
- Click Preview notice to see the exact Tenant notice and Landlord reminder, including the Telegram text. Nothing is sent from the preview.
- Use Remind now to send a landlord reminder immediately, or Stop reminders (with a reason) if the matter is being handled another way.
- Switch to Reminders & deliveries to see every notice and reminder sent, with recipients, attempts and any errors.
- Click Export to download the current list.
Example
The tracker shows Bluebird Cafe as Renewal + Escalation, due in 6 days, with No tenant email. You click Add tenant email, save the tenant's address, and the notice goes out with the next daily run. After the tenant signs, you click Extend / renew and then Apply escalation. The row shows Done, and the landlord reminders stop.
FAQs
Can I change "7 days before"?
Master admins can, under Reminder settings (Lease Reminders). There you can set separate days for Lease renewal and Rent escalation, choose whether to combine same-day events, send late notices, add tenant follow-ups and extra CC addresses, set how often landlords are reminded, and pick the channels.
Is there a safe way to test?
Yes. In Reminder settings, Test mode sends every email to a test address, and Dry run (with an optional As of date) shows what would go out without sending anything.
Why didn't an escalation row create a reminder?
If the rent was already increased in the current cycle, no escalation reminder is sent for that date.
Troubleshooting
The badge says "Reminders off"
Reminders have been switched off for the whole organisation. Ask a master admin to turn them on in Reminder settings.
A delivery shows "Send failed"
Failed messages are retried automatically up to the set number of attempts. Check the recipient's email address in Reminders & deliveries.
A row I expected isn't listed
Increase Look ahead, and check that the lease has an end date and an escalation plan.