Pronotif

Where can I see the files I sent?

After sending an email, you’ll be able to follow up on it and view its details by going to your outbox and clicking on it. Click on the File(s) link (shown below) view a list of attached documents, and click on any of them to download it.

What is the “allow recipients to reply” option?

When you get to the Options step of your email creation, you’ll have to option to “enable recipient replies”. Selecting this option will allow your recipients to reply to you via Pronotif’s secure reply portal, and Pronotif will send you an email alert as soon as a reply comes in.

Replies to your email will appear in its details page (in the Communications tab), as well as in its Proof Report.
Note: Your recipients do NOT need a Pronotif account to reply via our secure portal.

What if I want to email several tenants who speak different languages?

You’ve probably noticed by now that when you create a new tenant, Pronotif asks you to select their preferred language (French, English, or both). That’s because Pronotif lets you send different versions of the same email to match each tenant’s language preference.

After you’ve added the recipients of your email, Pronotif will look at their languages and will generate a subject and message box in each of the languages represented by your recipients.


Note: Pronotif makes it such that a French-speaking recipient will receive an entirely French email, and an English-speaking recipient will receive the same email entirely in English. Don’t hesitate to contact us if you have any questions about Pronotif’s Multilingual Emails feature.

What can I do if my email could not be delivered to a recipient due to an invalid email address?

  1. Go to the email’s details page in your outbox; you will see a red warning icon next to the recipient’s name, letting you know that their delivery failed.
  2. Click on the warning icon. This will open a window where you’ll be able to correct the invalid email address.
  3. Click on Confirm & Send to resend the email to that recipient. You’ll be able to track its progress on the same page.

Note: You will be alerted by email every time a delivery to a recipient fails. To get to the email’s details page, just click on the Go To Outbox link in the notification email.

What are templates and how do I use them?

Pronotif has curated a set of email templates for common tenant notices (e.g. Lease Renewal, Notice of Late Payment). When you create a new Certified Email ™, you’ll be able to select any one of these in the Compose step. This will automatically fill in the subject and message of your email – in French, English, and/or both.

What are recipient reminders and how can I set them?

When you get to the Options step of your email creation, you can choose to set a reminder that will resend the email to tenants who haven’t opened it or downloaded its attachments after a delay of 5 or 7 days.
For example, if you set a reminder for recipients who haven’t opened your email 5 days after its initial delivery, it will automatically be resent to the recipients who meet those criteria (if any).

What are personalization tags and how do I use them?

Personalization tags are a nifty little feature that lets you send mass emails that are personalized with each recipient’s information.

Whether you’re using a template or starting your message from scratch, you can add any of the available tags, which will serve as placeholders for things such as “Recipient Name” and “Recipient Email”. These will be replaced at the time of sending with each recipient’s info.

When you get to the Review & Send step, you can get a preview of what each recipient’s email will look like by hitting the link shown below and clicking on any recipient.

How do I request my tenants’ consent to receiving electronic communications?

When you add your tenants, you can indicate whether or not you’ve received their consent to receiving communications electronically. For those whose consent you have not yet received, you can request it by using Pronotif’s Consent feature.

Simply initiate a new consent request, and select the tenants whose consent you want. You will find the message and subject of the email already pre-filled.

You’ll be alerted by email as soon as a recipient consents to your request, and their consent status will be updated. Once a tenant has given you their consent, you’ll be able to send them notices using Pronotif’s Certified Email ™.

How do I purchase credits?

You can purchase packages of 5, 50, 200, and 500 credits, right from your billing page:

  1. Open the settings menu from the user icon next to your name, at the top right corner of your screen.
  2. Click on Billing.
  3. Once there, ensure that your credit card information is filled out.
  4. Choose your package.
  5. Click on the Buy Package button.

How do I add my properties and tenants?

  1. From the left-hand side menu, click on Properties to get to your properties page.
  2. There, you will see an Add Properties button, which opens a window explaining the 2 ways you can do this:

Note: Should you elect to use our property import process, you can choose to follow an abridged version of the import instructions, or a detailed, step-by-step guide.

How do credits work?

1 credit is equal to 1 recipient. A such, a Certified Email ™ with 3 recipients will cost 3 credits, which will automatically be deducted from your credit bank.

You can see how many credits you have left at anytime, at the top right corner of your screen.

How can I update my properties and tenants?

There are 2 ways you can do this:

  1. If you’re looking to update just a few tenants of existing properties, you can do it manually, by simply going to your properties page and clicking on the one you want to update. You’ll then be able to edit the property’s information, or any of its tenants’.

  2. If you’re looking to update a lot of tenants, we recommend re-importing your tenant list. This will overwrite existing records of re-imported properties, but it will NOT erase the proof reports linked to old properties or tenants. 

How can I send an notice to an entire building?

After you’ve imported your properties and tenants, those will be available for you to address communications to. This means that, when you get to the Recipients step of your email creation, you’ll be able to select individual tenants or all the tenants of a property as the recipients of your email.

How can I select my recipients directly from my properties?

1. In the first step of the email creation process (Recipients), click on the My Properties option to open a list of your properties.

2. Click on a property to see a list of its tenants.

3. Select the tenants you wish to add as recipients to your email. You can select tenants individually, by property, or by consent status (i.e. use the filter to select only the tenants who have already given you their consent to receiving electronic communications or only those that haven’t done so yet).

4. Click on Add Selection to add the selected tenants to the list of recipients.

Can I send different files to each recipient of an email? If so, how?

Yes. When you get to the Compose step of your email creation, you can choose to attach a file for all recipients or for a specific recipient. For the latter, simply drag and drop (or open the file selector menu) the files into a recipient’s box.

Files sent to a specific recipient will only be visible to them, and no one else.

Can I schedule my email to go out at a future date and time?

Yes. When you get to the Options step of your email creation, you’ll have the option of setting a specific date and time for your communication to go out.

Scheduled emails are saved, and you’ll be able to find them in the Scheduled tab of your outboxes. You can edit those at any time prior to sending, by clicking on any one of them.

Note: When viewing your scheduled emails table, the Ready to Send column will tell you if an email contains all the required infos: a green checkmark means it’s ready to go, and a red cross means some infos are still missing.
 

Can I create my own templates? If so, how?

Yes. You can create up to 6 custom templates for each activity type:

  1. Click on the Settings option from the menu at the top right corner of your screen.
  2. From the left-hand side menu, click on Templates to go to your templates page.
  3. You’ll find a list of all of your custom templates, sorted by activity type.
  4. To create a new template, click on the Add Template button.

Note: Once created, your custom templates will be available for you to use in the Compose step of your activity creation process of the respective type (i.e. your Certified Email ™ templates will appear as you create a Certified Email ™). You’ll be able to provide a French version and an English version for each template, if you so wish.