Sending Unit Assignment Notifications

The Bulk Unit Assignment (BUA) board simplifies the unit assignment and notification process for student properties. Entrata recommends sending assignment notifications at least 10 days before the move-in date in case you need to make changes and re-notify residents.

 

To view the BUA in Entrata, go to Residents >> Bulk Unit Assignments.

 

Sending Notifications to New Residents

 

1. In Entrata, go to Residents >> Bulk Unit Assignments.
2. Select the desired option from each drop-down menu:

• • Property
  • Lease Term
  • Floor Plan

3. Scroll down to the bottom of the screen, click Send Messaging, and select Send Notifications to open a new screen.

 

4. Select the New Leases tab and choose an option from the View by Status drop-down menu. The number on the tab—which indicates the number of residents requiring notification—updates.

 

5. In the New Leases tab, review the information and make updates as needed.
   Reviewing New Lease Notification Recipients

• To edit the resident's email, click the edit icon  in-line with the resident's name in the Email column, then click outside the email field to save changes.
• In the Charges Due Before Move-in column, click on a hyperlinked detail to make changes to charges in the Resident Profile, and then close the Resident Profile to return to the previous screen.
• In the Preview column, click the note icon  to preview the notification letter. Close the Preview Notification Letter window to return to the previous screen.

 

6. Click the checkbox in-line with each resident you'd like to notify, or select the whole list by clicking the checkbox in the gray header.
7. On the left side of the screen, click  Send Notifications to send notifications to new residents for the selected lease term and floor plan.
8. Repeat steps 2–7 until the new residents for each lease term and floor plan have been notified.

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Sending Notifications to Renewing Residents

 

1. In Entrata, go to Residents >> Bulk Unit Assignments.
2. Select the desired option from each drop-down menu:
   • Property
   • Lease Term
   • Floor Plan

 

3. Scroll down to the bottom of the screen, click Send Messaging, and select Send Notifications. A new screen opens.

4. Select the Renewals tab and choose an option from the View by Status drop-down menu. The number on the tab—which indicates the number of residents requiring notification—updates.

5. Review the information and make updates as needed.

Reviewing Renewal Notification Recipients

• To edit the resident's email, click the edit icon  in-line with the resident's name in the Email column, then click outside the email field to save changes.
• In the Charges Due Before Move-in column, click on a hyperlinked detail to make changes to charges in the Resident Profile, and then close the Resident Profile to return to the previous screen.
• In the Preview column, click the note icon  to preview the notification letter. Close the Preview Notification Letter window to return to the previous screen.

 

6. Click the checkbox in-line with each resident you'd like to notify, or select the whole list by clicking the checkbox in the gray header.
7. On the left side of the screen, click  Send Notifications to send notifications to renewing residents for the selected lease term and floor plan.

8. Repeat steps 2–7 until the renewing residents for each lease term and floor plan have been notified.          

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Sending Custom Notifications

 

*An admin user must set up custom notification templates.

 

1. In Entrata, go to Residents >> Bulk Unit Assignments.
2. Select the desired option from each drop-down menu:
   • Property
   • Lease Term
   • Floor Plan

 

3. Scroll down to the bottom of the screen, click Send Messaging, and select Send Notifications. A new screen opens.

4. Select the Custom tab.
5. Click  Add Resident to open additional settings.
6. Click the drop-down arrow to select a name from the list, or enter a resident name in the search field and select the resident's name from the list.
7. Click Add to include the selected resident in the notification queue and to open additional settings.
8. Click the Template drop-down, and select an option from the list.
9. To send custom notifications to additional residents with the same lease terms and floor plan, repeat steps 5–8.
10. On the left side of the screen, click  Send Notifications to send notifications to the selected residents for the selected lease term and floor plan.
11. Repeat steps 2–10 until the residents for each desired lease term and floor plan have been notified.

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Resending Notifications

 

You can resend notifications from the Resident Profile. The new BUA allows you to access the Resident Profile directly from the Resident Record.

 

1. In Entrata, go to Residents >> Bulk Unit Assignments.
2. Select the desired option from each drop-down menu:

 

• • Property
  • Lease Term
  • Floor Plan

 

3. Use the search bar in the Assignment List or Unit Mix to look up the desired resident.
4. Click on the name of the desired resident to open the Resident Record window.
5. Under Actions, click Access Resident Profile to open the Resident Profile.
    

        

 

6. In the Resident Profile, go to Lease >> Summary.
7. In the Lease Information section, click  Edit.
8. Scroll down to the Notification Letter field and click View and Resend to resend the notification letter to the resident.
    

         

 

9. Click Close in the top-right corner to return to the BUA board.

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Notes:

 

• Only students in locked units are included in the notification queue for New Leases.
• If you're sending a notification due to a unit reassignment, the green checkmark  appears in the Reassign column in-line with the resident's name.
• A reassignment occurs when a student was notified of their original unit assignment, then unlocked and moved to a new unit or space, and is now being notified of the new assignment.
• Renewal status students will appear in the notification queue once they reach the status of Renewal Lease Approved. Renewals do not need to be locked into a space to appear in the Renewals notification queue.

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Related Articles:

 

Edit Roommate Interest Questions

From the Bulk Unit Assignment Board, you can access and edit a student's roommate interest questions if needed.

 

Create a Roommate Group on the BUA

From the Bulk Unit Assignment Board, you can create roommate groups on the assignment list before making unit assignments.

 

Assign Residents to Open Spaces

From the Bulk Unit Assignment Board, you can assign residents to open spaces.

 

Add a BUA Resident Note

From the Bulk Unit Assignment Board, you can add a note to a resident regarding their assignment.