Good communication is key in property management, and Rentec Direct makes it easy. When you communicate with one vendor, many property owners, or numerous tenants, personalizing communications helps ensure that each recipient feels important and valued.

Nothing can make a tenant feel more like just a number than receiving a generic greeting, such as “Dear Occupant,” or a property owner who has entrusted you with their financial investments receiving a communication that starts with “To Whom It May Concern.” Not to mention the time-consuming task of filling in repetitive information for bulk mailing and emails!

The Data Fields feature is included in all Rentec Direct property management software, allowing you to send personalized emails, texts, letters, and notices to individuals or large groups effortlessly. 

How Data Fields Work

Data Fields act as visible placeholders in messages and forms in Rentec Direct software, holding a spot for specific information until the message gets sent. Once sent, the software automatically retrieves the selected information from your software to replace the data field.

When creating a message template, form, or document, just put the data fields where you want information to populate automatically. You can personalize a wide range of information, including names, addresses, specific lease details, and maintenance updates. When you send message templates, letters, or notices that include data fields to 1 person or 1,000, each person’s message will include information specific to them. Even better, information completed using Data Fields is current and up-to-date, reducing the risk of errors.

Communication opportunities are available throughout your software.

Here are a few everyday use examples that demonstrate how Data Fields can save you time by automating data population:

  1. Welcome message templates
  2. Work orders – Emailing or texting maintenance updates through work orders to tenants, vendors, or property owners 
  3. Automatic Email Notification templates to Tenants –
    1. Overdue notices are sent to tenants once per week when accounts are overdue
    2. Recurring-Charge letting tenants know each time a new recurring charge has posted to their ledger (rent, pet fee, utilities)
    3. Charges – Each time a charge (other than recurring) gets posted to their ledger (ie, late fee)
    4. Payment confirmation each time a payment gets posted to a tenant’s ledger
    5. Work order completed message to tenants
    6. Group Messaging 
  4. Mailing legal letters and bulk notices through the Mailing Manager
  5. Sending forms, such as a Residential Lease Agreement, Tenant Welcome Letter, and Eviction Notice, that may require a signature
  6. Communication with Leads about available properties 

Let Data Fields Work For You

Data fields work the same across all of Rentec Direct’s communication tools.

There are several message templates available in Rentec Direct. You can easily create new templates as needed or edit an existing one to make your messages personal.

For example, let’s look at the Welcome Tenant Message template, a perfect way to welcome each new tenant with a personalized message and include any helpful instructions, company contact information, rules, policies, and required language. Ensuring all tenants receive the same messaging. The following steps will show you how you can edit the template once and continue using it for all new tenants.

Editing the Welcome Message Template 

In your Rentec Direct account:

  1. Click on Settings 
  2. Under Program, click on Message Templates
  3. Click on New Tenant Welcome Letter (template)
  4. Highlight a section to be replaced by data fields, or place the cursor where you would like to add a data field.
  5. Click on the Data Fields dropdown, then hover over the subject to see the data field options 

Examples:

  1. Add a Date and Tenant Name by placing the cursor on the page, then clicking on Data Fields, hovering over the field, and selecting your option
  1. Add your Company contact information 

When each tenant receives the letter, it will display the current date and their name.

Where Can Data Fields Be Used?

Rentec Direct property management software provides multiple channels for communicating with tenants, leads, vendors, and owners.

Here’s a list of some of the messaging options when data fields can be helpful; you can find out more details in the Rentec Direct Knowledge Base:

Final Thoughts

Using data fields for communications in Rentec Direct saves you time, reduces the risk of errors, and may even elicit a quicker response. Try using data fields in your messaging and see how simple and effective they can be for you.

Check out the System Updates and News & Tips on your Summary page to see the latest Rentec Direct features and industry-related topics, or subscribe to the Rentec Direct Blog and have updates delivered directly to your inbox.

Suggest a Feature

Our goal is always to make your tasks as a landlord, property manager, or real estate investor simpler, quicker, and more efficient. One of the ways we accomplish this is by viewing valuable feedback and input from our awesome clients. If there’s anything you would like to see added to enhance your Rentec Direct experience, please send your ideas and suggestions to success@rentecdirect.com.

About Rentec Direct

Rentec Direct delivers industry-leading property management software and tenant screening solutions to real estate professionals. Key features include online rent payments, a mobile app and tenant portal, vacancy listing syndication, and accounting tools. Founded in 2007, Rentec Direct is the third-largest software provider in its sector and is consistently the highest-rated by investors, landlords, and property managers. Recognized on the Inc. 5000 list of fastest-growing private companies for nine consecutive years, Rentec Direct was also named Real Estate Company of the Year in the 2025 American Business Awards and listed among the U.S. Chamber of Commerce’s Top 100 Small Businesses. rentecdirect.com