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This process comes after the Approved Application process. You CANNOT start this process without first completing the Approved Application process.
To start the conversion process, go to the Leasing tab, then the Rental Application tab. After you've approved the application under the Applicant Summary section and the Screening Result page, go back into the application you're moving in. Then, follow the below process.
In the approved application, on the right hand side, there is a Convert to Tenant task. Click Convert to Tenant.
2. The next step will be to "Complete Lease Details". There are some preliminary steps that happen automatically with a fully completed application. Those steps may need to be revisited if something changes.
Make sure the "Move-In Date", "Lease Start Date" and "Lease End Date" are correct and that the insurance boxes are selected. Leases can start on any date but the leases should always end at the end of a month. The move-in date and lease start date can be different as long as the lease starts first.
Confirm that the recurring charges are correct. Pet rent will show up later so this is mainly rent but may also include fixed utility bills or rent subsidies.
Confirm the move-in charges. This will always be the deposit plus any additional costs. These costs can include a non-refundable pet fee and/or the last month's rent (for underqualified tenants).
There should be no prorated charges. The first full month rent needs to be paid at move in. If the tenant moves in part way into the month then their second month is the prorated amount. Appfolio will handle that but confirm the charges on the ledger after the move in is complete.
4. Following the Lease Details is the Lease Generation process. Select "Generate Lease with Lease Templates" and then "Choose Template" to be the "Official Riva Ridge 2024 Master Lease". The addendums will vary by property but here are the required ones and common optional ones:
Required Addendums:
Consumer Notice (PM Name)
No Smoking
Required Insurance Addendum to Lease Agreement
Utility Billing--High Usage
Other Common Addendums:
Pet Addendum (will vary by PM and fees, see the section on Pets on this site)
Wet Basement (any place with a tenant accessible basement should have this)
RUBS: this will be for units with shared utilities, the most common is RUBS Water Owner 25%
Lawn Care Responsibilities Addendum (for multi-units where the owner covers lawn care and snow removal)
The only required "Attachment" is the "Lead_Paint_Brochure". In the City of Pittsburgh the "City of Pittsburgh Trash Addendum" is also required.
The "Enter Values for Manual Fields" will vary based on the addendums included but three will always show up:
"Last Month's Rent Charge": should be $0 unless that is part of a tenant paying this to meet requirements
"Deadline for Non-Renewal": set to 90
"Month to Month Lease with Notice Requirement": leave blank unless it is a Month-to-month lease
Finally, select "Prepare Lease".
5. The final step is to send the lease to the tenant for review after you confirm that the info in all of the yellow and purple boxes in the lease are correct. You send it by clicking "Send to Tenant" at the top right of the page. You must have an email address for each tenant and cosigner to send it out electronically.
6. As soon as the lease is sent to the tenant(s) the security deposit charge will show up on their portal. You can see this on their tenant page by clicking "View Tenant" next to the Tenant Information header on the lower left.
7. Once they sign the lease and pay the deposit (check by viewing the tenant page) the lease can be countersigned and completed.
The lease can be countersigned by clicking "View Lease" and then checking the box above the PM's name. This should be done by the property manager as much as possible.
The Move In Process is then completed by clicking the blue box "Done" on the lower right. Their first month's rent charge will now populate on the tenant page.
At this point they have secured the unit for their move in date.
8. After the above is completed, the tenant needs to pay their first month's rent before they receive keys. The rest of the move in process will be on the "Move In" page on this site.
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