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 and lost revenue.
The New Way with Flamingo’s Renewal Checklist: Add your resident 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. Best of all, residents can use Flamingo's In-App ILS to quickly find other units or buildings to transfer to.
Here is How to Manage Renewals with Flamingo
Step 1: Add or edit your Required & Optional Renewal Tasks
Tasks can include:
Check the box - a simple checkbox item.
Form - a form that a resident can complete.
File Upload - the resident can upload a PDF or image.
Step 2: 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 90 days before the resident’s lease end date.
Step 3: Residents are notified via email, text, and push notification
Residents receive the renewal checklist via email, text, and push notification.
Step 4: Residents complete the tasks on the web or on the resident app
Residents can complete the renewal checklist from the web or they can download the resident app to complete the renewal checklist directly on the app. The checklist is the first thing residents see each time they open the app until all the tasks are completed.
Step 5: The resident’s first task is to state their intentions
Residents are prompted to use the Help Desk Ticketing system to choose one of the following to state their intentions:
Request a Renew
Request to Transfer (same building)
Request to Transfer Buildings (same city)
Request to Transfer Buildings (different city)
Notice to Vacate
Step 6: Resident prompted to browse In-App ILS if they are looking to transfer
If the resident submits any of the below, they are prompted to browse the In-App ILS to find a new home.
Request to Transfer (same building)
Request to Transfer Buildings (same city)
Request to Transfer Buildings (different city)
Step 6: Staff review and take relevant actions based on the resident’s intentions
Some renewal tasks require staff review and approval to confirm accuracy. Staff will be notified via email when a resident has completed a renewal task that requires a staff member to review and approve. Examples include reviewing transferring to another unit or building.
Staff can review and approve renewal task by navigating to Dashboard.GetFlamingo.Com > Analytics > Tasks
OR Manage > Renewal, Renewals, Move-Out > Resident Task Updates > Filter by Approval Needed Status > Renewal Tasks
Staff can view Resident ticket by navigating to Manage > Help Desk & Maintenance
If the resident's intention is “Request a Renew” - staff generates a renewal offer within the Property Management System and uploads it to Flamingo and notifies the resident to view and sign the offer in the Property Management System.
If the resident's intention is “Request to Transfer (same building)” - staff waits for resident’s desired unit from In-App ILS Submission or staff reaches out to the resident to provide options. Once the resident has confirmed their desired new unit, staff generates a renewal offer within the Property Management System and uploads it to Flamingo and notifies the resident to view and sign the offer in the Property Management System.
If the resident's intention is “Request to Transfer Buildings (same city)” - staff waits for resident’s desired unit from In-App ILS Submission or staff reaches out to the resident to provide options. Once the resident has confirmed their desired new unit, staff generates a renewal offer within the Property Management System and uploads it to Flamingo and notifies the resident to view and sign the offer in the Property Management System.
If the resident's intention is “Request to Transfer Buildings (different city)” - staff waits for resident’s desired unit from In-App ILS Submission or staff reaches out to the resident to provide options. Once the resident has confirmed their desired new unit, staff generates a renewal offer within the Property Management System and uploads it to Flamingo and notifies the resident to view and sign the offer in the Property Management System.
If staff reject an item submitted by a resident, the staff enters the rejection reason and the resident is notified to resubmit the tasks after correcting for the rejection reason.
Step 7: Automated resident reminders until all tasks are completed
Residents are sent automated email, text message, and push notification reminders until the resident has completed all the required renewal tasks.
Step 8: Staff monitor renewals and intervene if needed
Most residents complete the renewal checklists without any staff intervention, but occasionally a resident might simply ignore all Flamingo emails or need some help. The staff needs to intervene when this happens. Staff receive a weekly email with renewals that require approval or intervention.
Staff can monitor where residents are in the renewal process by navigating to Manage > Renewal, Renewals, Move-Out > Resident Task Updates > Filter by Approval Needed Status > Renewal Tasks
Note: If for some reason, a resident simply doesn't complete the renewal process using Flamingo, staff can mark their renewal as complete by navigating to Manage > Move-Out, Renewals, Move-Out > Resident Task Updates > Click on the the residents task > click on Complete Tasks button.