Residency Agreements Center Guide

In the Residency Agreements Center, ensure all residents have an agreement on file that remains in good standing, set and confirm rate increases, and generate rate increase letters from one centralized location.

To learn how to enable the Residency Agreements feature, refer to the Set up Residency Agreements guide.

Access Residency Agreements 

Access the Residency Agreements Center using the Communities dropdown menu or by clicking on the Dashboard icon:

Don't see the Dashboard icon? Contact your Account Manager or our ALIS Customer Success Team.

The ALIS Residency Agreement Center contains four tabs, each with distinct functionality to help you manage your community's agreements. The different tabs are explained below.  

Current 

The Current tab displays a table with the status of residency agreements for each of your current Residents. The Agreement Details column shows residents with Active agreements currently on file and those with No Agreement to help you keep all documentation up-to-date.

Add Agreement

For any resident with no agreement, click the +Add Agreement button to initiate setup. This is where you will need to enter the agreement terms in the provided fields. They will not pull in directly from the agreement document. 

1. Verify the Agreement Unit (the unit in which the resident resides), and enter the correct Start Date (the date of the increase).  
2. Rates & Increase: This is where you set the rate of the increase that was negotiated and when the increase is set to occur. 
   • • Rate - Enter the current rate. 
     • Rate Increase - Indicate whether or not the rate is to increase.
     • Future Rate Increase - Can be entered as a flat dollar amount or a percentage increase based on the current rate. 
     • Rate Ceiling - Can be set to None, Market Rate, or Custom. Market Rate is based on the market rate set for this room type in your Floor Plan settings. When the Rate Ceiling is set to Market Rate, the increases will occur only until they hit the Market Rate for that associated room type. Custom provides the same baseline functionality, but it allows you to enter any amount as the ceiling regardless of your settings configuration.  
     • Increase Every - Is where you determine the cadence of increases for this agreement.
     • Next Future Increase - Is typically based on either the Start Date of the agreement (set in the above section), or customized to unify community increase dates (i.e., all increases occur on the 1st of the year).  
3. Residency Agreement Documents: This section mirrors Resident Compliance but only contains the agreement document. You can fill out the Residency Agreement compliance form directly from this location and send reminder emails to required signers if you have the HelloSign feature enabled.  
4. Click Save and Go to Agreement. 
   1. • This makes an agreement show as Active in the Residency Agreements Center, meaning that the agreement is set and on file. On the next page, you can then click Verify Rate Increase at the top of the page to solidify the agreement. You can accept the increase as set, change amount, or decline. 

In the Resident Agreement Details page, the Change Status button on the top right corner allows you to Delete, Revise, or Terminate the agreement. You can also make updates to the compliance item and view the Activity Timeline, or audit, from this page.  

It is important to note that verifying rate increases will not apply rate changes automatically to a resident's billing. Once you have verified rate increases, be sure to update your residents' Recurring Charges either on their resident profile or by using our Recurring Charges import file.

Calendar

The Calendar tab is where you can view any past due or upcoming rate increases by month and year. You can also bulk verify, bulk edit, and generate rate increase letter templates. 

• Alerts - You will receive an alert 60 days before rent increases are due to occur. When you get an upcoming rate increase notice, ALIS prompts you to review and confirm the upcoming lease rate increase. 
• Bulk Verify/Bulk Edit - Click Bulk Verify to the verify or make final adjustments to the rate increase. Click Bulk Edit to specifically change the dollar amount of percent increase.

Generate Letters

You can can bulk generate rate increase letters by multiselecting residents' agreements and clicking the Generate Letters button at the top of the page. Alternatively, you can generate a letter for an individual resident from this page. The dropdown menu on the Generate Letter button also allows you to edit the increase and view the agreement.

• • • • To create and save a rate increase letter template, you need to navigate to Settings > Residency Agreement Settings > Rate Increase Templates tab. Once a template has been created here, it will appear as an option in the Template Name dropdown menu.  
      • You can also create a custom letters by typing directly into the body section. Use the "Available Tokens" to pull in specific agreement or community information to the text. 
      • Click Preview to view the exact message for recipients. 
      • When the letter is finished and ready to send, click Submit. This will download a zip file for you to print and mail out. 

Print Letters

You will have to download and print to mail the letters from the zip file. While you cannot email letters directly from the Residency Agreement Center, we have an easy way for you to create mailing labels for contacts. Navigate to the Resident Contact Report to generate mailing labels. Refer to this Create Mailing Labels for Resident Contacts guide for more information. 

Summary

The Summary tab contains a high level overview of your leases. There is a summary table that shows an overview of all active agreements, number of units with no lease, loss to vacancy, among other key metrics. Below the table, you will see all available units and the time since that room was last occupied.

Historical

The Historical tab houses all leases that are no longer active. This includes leases for residents that are have either transferred or moved out of the community.

Note that a lease is will not automatically be impacted when a resident moves out until someone with proper authorization terminates that lease. 

Once a lease has been terminated, you can always click the Agreement Details button to view details, "unterminate", or delete the agreement. 

Related Articles:

• Set up Residency Agreements
• Create Mailing Labels for Resident Contacts
• Generate Mailing Labels for Prospects, Contacts, and Referral Sources

For more assistance with Residency Agreements,

Contact our ALIS Customer Success Team:

 888.404.ALIS (2547) or support@go-alis.com