When you have a new tenancy and finalised the Application Accepted, you would have scheduled the ongoing tenant routine inspection cycle eg every 90 days. In this article we setup a trigger to automatically schedule ongoing routine inspections.

Also, in Vault we can set up a Date Based trigger to assist you with communicating to your tenants on their upcoming inspections.

Contents:

• Setup an automated trigger to Schedule Ongoing Routine Inspections
• Setup an automated triggered email with an Entry Notice included

Step by step

Setup an automated trigger to Schedule Ongoing Routine Inspections

1.  Navigate to Settings > Setup Automation >Setup Triggers

 Bottom right - Add New Trigger

2.  You need to select Event Based 

3.  Event Based means picking an automation to start after a significant event has occurred eg. Property: Res Lease - Routine Inspection Performed

4.  Add the details for the trigger

• Type: Event Based
• Event Trigger: Property: Res Lease - Routine Inspection Performed
• Action: Schedule Another
• Inspection Type: Routine
• Timing: Add your required days 

Make sure you Tick if live/enabled to make this feature active & Save

Now once you finalise an inspection Vault will automatically reschedule the next inspection for 90 days time.

Setup an automated triggered email with an Entry Notice included

Date Based is picking an automation to run after a significant date has occurred. eg. so many days before a scheduled inspection

1.  A Date Based trigger is used. You are able to schedule an automatic email to be sent to the tenant so many days before their next Routine Inspection and incl an Entry Notice

To incl an Entry Notice you must have REI Forms or Realworks integrated. View this article to more information. REI Forms Live / Realworks Integration

• Type: Event Date Based
• Date Trigger: X Days Before Routine Inspection
• Timing: Add your required days prior
• Period: Morning or Afternoon
• Who: Tenants
• Action: The action that will be taken
• Email Template: Select the template to use (refer to article Creating Email & SMS Templates)
• Sender: Property Manager or User
• Forms PDF: Select the Entry Notice Template

2. Make sure you Tick if live/enabled to make this feature active & Save

This automated email will only be sent when the routine inspection is at a Scheduled status

4.  If there are multiple tenant contacts, 1 Entry Notice will be generated with all tenants names which will be attached and the email is sent to each tenant contact

5. Once the Entry Notices are generated, they are automatically saved in the Tenancy/Management > Filing Cabinet (Default folder for the Tenancy) once the triggered email has been sent.