The Old Way: Onsite or centralized staff coordinate renewal over email > busy residents forget to complete tasks > already busy & frustrated staff send multiple follow-up emails or calls > residents and staff scramble at the last minute > leading to lower retention or lower rent increase.
The New Way with Flamingo’s Renewal Checklist: Add your renewal tasks and their due dates to Flamingo and Flamingo’s automated renewal checklist system works with residents until all the renewal tasks are completed.
Navigation: Dashboard.GetFlamingo.Com > Manage > Move-In, Renewals, Move-Out > Renewal Tasks
Here is How to Create or Edit Your Resident Renewal Checklist
Step 1: Understand when the Renewal Checklist is Triggered
Flamingo automatically triggers and sends the Renewal Checklists to a resident based on when the resident’s first renewal task is due. By default, this is 75 days before the resident’s lease end date.
NOTE: If a resident’s status changes from Current to Notice, the Renewal Checklist is automatically closed out and the Move-Out Checklist is triggered.
Step 2: Understand the different parts of a renewal task
Task Type: When you add a task, you need to select the appropriate type of tasks.
Single Task: For simple tasks where a resident simply marks it as complete. Think of this as a checkmark that the resident checks off that they have completed this task. E.g. Pay Balance
Form with Questions: For tasks where a resident has to enter info or upload questions.This is the most versatile task type. E.g. Move-Out Unit Inspection or Enter Change of Address
Upload Document/ Image: For tasks where a resident uploads a document. E.g. Upload Proof of Renter's Insurance
Task Name: this is the name of the task and it is visible to residents.
Task Description: this is a helpful description of the task and it is visible to residents. You can hyperlink text here. E.g. if you want to link to an external pet registration form.
Make the task required: selecting this makes this a required task that the resident has to complete before they can mark their renewal as completed. If this isn’t selected, then the task is listed as optional. And the resident can ignore completing it. An example of a required task might be to “Submit Proof of Renter’s Insurance”, while an example of an optional task might be to “Book a Mover”.
Condition Settings: this is where you add when the task is due by combining “Number of Days” and “Condition.”. E.g if you select “10” in the “Number of Days” field and “Before Renewal Date”, the task will be due 10 Days Before Renewal Date.
Number of Days: enter a number here
Condition:
Before Lease Start Date
After Lease Start Date
Before Lease End Date
After Lease End Date
Approval Needed: turning this option means staff will be notified via email when a resident has completed this particular renewal task. Staff will then review and approve the submission. Examples include reviewing Unit Inspection or confirming that the resident has paid outstanding rent or other charges.
Step 3: Review or edit the Pre-Populated Renewal Checklist Template Tasks
To make set up easy, we have already pre-populated your account with templated renewal tasks. These are the tasks that 99% of apartments use. But, you can edit or delete these or add new tasks by navigating to Dashboard.GetFlamingo.Com > Manage > Move-In, Renewals, Move-Out > Renewal Tasks
Here are some of the tasks included in the default renewal tasks template
Use the Help Desk to Request a New Lease, Unit Transfer Lease, Building Transfer, or to Submit a Notice to Vacate
Review & Sign Your New Lease!
Upload renewed Renters Insurance and upload it via our resident app
Important Notes & FAQs
Post-Launch Edits: If you make edits to your renewal checklist tasks, only new residents moving into the renewal flow will receive the new list. Residents that already received the previous version will NOT get the new list.