Automated Emails

You can customize the content of automated emails to personalize the messages sent to co-owners while maintaining consistent communication.

Note

Automated emails are sent in each user’s preferred language. If a user has not set a preferred language in their account, emails will be sent in their browser’s language. To learn more about how to set your preferred language, see the Account Management page.

Checks

By activating the option Confirm Received Checks Via Email, co-owners will be notified when you receive a check from them. Each time you register a check in the Payments / Checks section, the concerned co-owner will receive an email detailing the number and amount of this check.

You can activate the option by clicking on Edit and the checking the appropriate box.

Customizing the email for check confirmation

You can customize the email co-owners will receive by cliking on the pen icon.

Then deactivate the option Use default template

Write your email title and content both in French and English.

You can add the following merge mail elements:

Building name	The name of your building
Check list	A table that list all the checks registered for the co-owner with their date, amount and number
Link to unit	A link that redirect the co-owner to his AppNFlat web pages
Unit	The unit number of the co-owner

Reminders for units with unpaid balances

You can schedule a sequence of reminders for co-owners with overdue payments. This sequence can include multiple emails depending on the accumulated arrears.

1. Click on New Email
2. In the Email Kind section, select when you want to send reminders to the co-owner.

Customizing the Overdue Balance Reminder Email

You can use the default email template or customize your message by clicking on the pencil icon and disabling the Use Default Template option.

Write the subject and body of your email in both French and English. By clicking the (x+) icon, you can add the following mail merge elements:

Amount	Amount Due by the Co-owner
Building Name	Your Building Name
Link to Unit	A link redirecting the co-owner to their AppNFlat web pages
Unit	The Co-owner’s Unit Number

Water Heater

By enabling reminders in the Water Heater section, co-owners will be notified when:

• They have not completed their water heater information;
• Their water heater warranty is expiring;
• They haven’t replaced their water heater.

Note

Each owner can update their water heater information independently by logging in with their AppNFlat account.

You can schedule a reminder sequence for co-owners. This sequence can include multiple emails depending on the accumulated delay.

To set up a reminder:

1. Click on New Email
2. In the Email Type section, select when you want to send the reminder to the co-owner and the reason for contacting them (data update, warning that the water heater warranty is about to expire, or replacement request).

Customizing the Water Heater Reminder Email

You can use the default email template or customize your message by clicking on the pencil icon and disabling the Use Default Template option.

Write the subject and body of your email in both French and English. By clicking the (x+) icon, you can add the following mail merge elements:

Building Name	Your Building Name
Link to Unit	A link redirecting the co-owner to their AppNFlat web pages
Unit	The co-owner’s unit number

Insurance

By enabling the options in the Insurance section, co-owners will be notified when:

• They have not completed their insurance information;
• Their insurance is expiring;
• They need to renew their insurance.

Note

Each owner can update their insurance information independently by logging in with their AppNFlat account.

You can schedule a reminder sequence for co-owners. This sequence can include multiple emails depending on the accumulated delay.

To set up a reminder:

1. Click on New Email
2. In the Email Type section, select when you want to send the reminder to the co-owner and the reason for contacting them (data update, warning that the insurance is about to expire, or renewal request).

Customizing the Insurance Reminder Email

You can use the default email template or customize your message by clicking on the pencil icon and disabling the Use Default Template option.

Write the subject and body of your email in both French and English. By clicking the (x+) icon, you can add the following mail merge elements:

Building Name	Your Building Name
Link to Unit	A link redirecting the co-owner to their AppNFlat web pages
Unit	The co-owner’s unit number

Account Statement

You can customize the email sent to co-owners when you share their account statement.

Note

This account statement is sent each time you click on Statement / Send by email in the Units section.

Customizing Your Account Statement Email

You can use the default email template or customize your message by clicking the pencil icon and unchecking the “Use default template” option.

Write the subject and body of your email in both French and English. By clicking the (x+) icon, you can add the following mail merge elements:

Building Name	Your Building Name
Link to Unit	A link redirecting the co-owner to their AppNFlat web pages
Unit Number	The co-owner’s unit number

Unit Billback

You can customize the email sent to co-owners when you rebill their unit.

Note

This billback message is sent each time you rebill a unit and select the “Notify unit owners” checkbox when creating a billback. For more information on billbacks, see the How to re-invoice.

Customizing the Statement of Account Email

You can use the default email template or customize your message by clicking the pencil icon and unchecking the “Use default template” option.

Write the subject and body of your email in both French and English. By clicking the (x+) icon, you can add the following mail merge elements:

Amount	The amount billed back to the unit
Building Name	The name of your building
Link to Unit	A link redirecting the co-owner to their AppNFlat web pages
Unit	The co-owner’s unit number

Returned Checks/Transfers

You can customize the emails sent to co-owners when:

• One of their checks is returned without penalty;
• One of their checks was returned with a penalty;
• One of their wire transfers was returned.

Note

These emails concerning returned checks or transfers are sent each time you record a returned check in the Payments / Deposits section or wire transfer in the Payments / Transfer section and select the Notify owner by email box, depending on whether or not you have checked the Apply a penalty box. For more information about returned checks or wire transfers, see the pages Returned Check and Wire-transfer returned.

Customizing the returned check/transfer email

You can use the default email template or customize your message by clicking the pencil icon and unchecking the “Use default template” option.

Write the subject and body of your email in both French and English. By clicking the (x+) icon, you can add the following mail merge elements:

Building Name	Your building name
Link to Unit	A link redirecting the co-owner to their AppNFlat web pages
Payment Amount	The returned payment amount
Penalty Amount	The amount of any penalty
Unit	The co-owner’s unit number

Budget Notifications

You can customize the emails sent to co-owners when:

• You wish to inform them of a new budget being prepared;
• You wish to inform them of the implementation of a new budget.

Note

These budget notification emails are sent each time you select Send an email to co-owners in the Accounting / Budget / Budget Preview section or in the Accounting / Budget / Apply Budget section. For more information about the budget, see the Budget page.

Customizing budget notifications

You can use the default email template or customize your message by clicking the pencil icon and unchecking the “Use default template” option.

Write the subject and body of your email in both French and English. By clicking the (x+) icon, you can add the following mail merge elements:

Budget Application Date	The date your budget is applied
Building Name	The name of your building
Retroactive Adjustment Message	When you apply a budget retroactively, this message will explain to the co-owner that their account will be billed or credited due to this adjustment and will provide the amount.
Monthly Condo Fee Schedule	This element inserts a table showing the 12 monthly fees for the co-owner’s unit, starting from the budget’s application date. budget.
Unit	The unit number of the co-owner