Add Leasing Specials and Utilize Hot Sheet

Adding Leasing Specials

There are different ways to add leasing specials:

 Unit Type Statistics > Select Add Special for Unit
Types.
 Available Units > Select Add Special for a Unit.
 Unit Type and Unit Specials > Select New Record.

Select Hot Sheet from the Dashboard or from Leasing

Specials Summary to view existing Specials.

In the following procedures we will review the first

method, starting with the Unit Statistic tab.

To add a Leasing Special > From the Community

Manager Dashboard > Select Leasing Specials >
From Unit Type Statistics > Locate the desired Unit
Type > Select Add Special.
Unit Type Statistics – Leasing Specials
1. Lease Type > New Move In (Renewal – Only Available with Scheduling
Function)
2. Description > Enter brief Description > Displays on the Specials Screen and
Hot Sheet.
3. Amount > Enter Amount.
4. Select Flat or Percentage.
5. Unit Type Rent > Market Rent - Read Only.
 Total Available – Limit the number of Specials Given.
6. Charge Code > Select appropriate Charge Code for the Concession.
7. Lease Term From – To > In the ‘From’ field type the minimum number of
months that the special will apply. In the ‘To’ field type the maximum
number of months the special will apply. If the ‘To’ field is left blank there is
no maximum. For Example: From 11 To 13, the special will only apply to 11,
12- and 13-month lease terms. If ‘To’ is left blank, the special will apply to a
11-month or more lease term.
8. Start Date > Enter the start date.
9. Expiration Date > Enter the date on which the Leasing Special expires. The
lease must be executed on or before this date for the Leasing Special to be
available.
10. Modifiable > Select to make the Special modifiable from the Concession
Step of the Leasing Workflow and Move In screen. Not a Best Practice!
11. Recurrence > Select One Time or Recurring. If you select Recurring the
Proration and Recurrences fields appear.
12. Starting Month > Enter the month that the special will begin.
 Proration > Select None or Life of Lease. None specifies that the
special is applied on a monthly basis for the months specified by
Starting month and Recurrences. Life of Lease specifies the amount is
distributed equally across the term of the lease. (Keep it Simple –
Select None)
 Recurrences > Enter the number of times a recurring special applies
during the lease term. (Keep it simple – Enter term of the lease – 12,
13, 14 etc. or the number of months desired)
13. Notes > Enter additional information about the special.
14. Show on Portal > Select if desired.
15. Portal Description > Enter desired description.
16. Save.
Unit Specials

Add a Leasing Special to a specific Unit > Select Unit

Specials > Select Create New Record. The screen is
exactly the same as the Leasing Special for Unit Types
except for two fields.

 Unit > Select the desired Unit. (Replaces unit type field)
 Market Rent > Will populate from the unit record.
(Replaces Unit Type Rent field)
Unit Type Specials – Voyager Copy Function
Voyager has a function that will create leasing specials for ‘units’ based on ‘unit type’ leasing specials. This
allows a quick way to copy over information from unit type specials, instead of entering everything from
scratch on a specific unit.

Select Available Units > Select the desired

Unit > Select Add Unit Special > The
message above appears > Select OK.

Voyager copies the unit type special to

that specific unit and allows you to edit.

For Example: It may be necessary to

increase the amount on this specific unit
and/or extend the expiration date.

Hint: From the Unit Type Specials Tab >

Keep track of how many specials have
been used.

As Leasing Specials are added, agents

can utilize the ‘Hot Sheet’ for quick
reference.
Leasing Specials – Leasing Steps
Guest Card Leasing Steps >
Concessions > Select the
‘Approved’ Leasing Special. As a
Best Practice do not select
‘Modifiable’ during set up,
otherwise anyone can change
the amount.

The move in date must be prior to

the Leasing Special Expiration
Date in order to Select during the
Leasing Workflow.

Leasing Specials will also be

displayed in CRM. Refer to CRM
103.

The lease must be Executed prior

to the Leasing Special Expiration
Date, otherwise it will not be
available on the Move In screen.

As a Best Practice, the lease

should not be executed until the
physical lease is signed.
Leasing Specials – Move In
As noted above, if the move in is posted on or
before the Leasing Special expiration date, the
special will be selected on the move in screen.

Once the move in is posted, verify the Lease

Charges ‘To Date’ and edit if necessary. In this
example, the lease expires July 25 and the
concession expires July 31 so there are no
changes necessary.

In this example, the leasing special started on

month #2 so the special is not applied to the
prorated rent.
Leasing Portal Validation
If ‘Show on Portal’ is selected during the
set up, the leasing special will be
reflected on the Leasing Portal within 24
hours. As a Best Practice, verify the
special is being advertised.

From the property website > select a

unit or various unit type > the special
along with the description should be
displayed in the area shown below.

Review the Quote sheet to confirm

accuracy of the data.

If there are any issues, enter a support

request.