Help

Enable the Virtual Showings feature in the Showing Settings page to generate a video meeting link for all newly generated showings, except self-guided lockbox showings. The virtual showings are hosted via Daily.co, a flexible third-party video conferencing tool that allows people to connect without the hassle of downloads or logins. Property personnel and prospective residents can utilize the same link for meeting access. Once created, the virtual meeting links can be used by property personnel to provide video tours of units for prospects in lieu of in-person showings.

Note: Virtual Showings are conducted live via virtual meeting and for the express purpose of showing a unit to an interested prospective resident. This is not to be confused with a Virtual Tour, which can be used to help market available units via a pre-recorded video uploaded to YouTube.

In This Article:

• Enable Virtual Showings
• Create a Virtual Showing
• Access a Virtual Showing
• Troubleshooting

Sign Up for Mailing Service

Mailing service allows you to send a variety of documents including AppFolio association letter templates, statements, violation letters, and uploaded PDFs to homeowners in Community Associations you manage through your AppFolio database. You can also use it to track mail processing statuses, costs, and letter history. Improve business efficiencies by eliminating your need to print, sort, and send mail in-house or with a third party vendor by signing up for Mailing Service today!

Sign Up for Mailing Service

If you would like Mailing Service enabled, log into your AppFolio site, click into the “letters” tab then select “sign up for mailing service”.

Note: This link is only available to select customers with associations. If you would like to sign up for this service, please contact mailingservice.support.

1. From the Dashboard, select Communication, then click Letters.
2. At the top of the Letters page, you will see a banner for the new AppFolio Mailing Service. Click the Sign up for Mailing Service here link in the banner.
3. On the signup page, you can review the benefits and features of the Mailing Service, as well as the pricing. You can also click the Learn More button to access more Help Center articles on the subject. Once you are ready to sign up for Mailing Service, click the blue Sign Up button in the Core Benefits section of the page.

Note: You must be a presidential user to sign up for Mailing Service.

1. In the pop-up modal, review the Mailing Service information, sign with an authorized signature, and then click the blue Sign Up button. Once completed, you will have access to Mailing Service.

New Bulk Update for Owner Packet Settings

Now you can bulk update Owner Packets! You are now able to:

• – Add or remove a single report
• – Choose which owners, properties, or groups need to be updated
• – Add notes or attachments to the Owner Statement (Enhanced)

Click the new Bulk Update Owner Packets task on the Reports page or any Owner page to get started.

Share Inspections With Tenants For Signing

Share your inspections with tenants online through their Tenant Portal, where all financially responsible tenants and co-signers can review and sign them. You can download a PDF version of signed inspections, and tenants can access their signed inspections in the Tenant Portal at any time.

New Invoice Preview For Bill Approval

To help improve the bill approval process, you can now see a preview of the invoice alongside your bill details. With the enhanced view, you can quickly review details on the invoice without having to download the attachment. This feature is available for all bills created via the Smart Bill Entry service.

Create a Payment Plan for a Charge

Once you and your tenant have come to an agreement on a payment plan for an outstanding balance, you can record it in AppFolio to break up a charge into multiple, smaller charges due on the agreed upon dates.

Note: You cannot create a payment plan for a charge that is paid in full.

1. Navigate to the charge you wish to create a payment plan for. You can do this by running a Tenant Ledger and clicking the charge in question.
2. Click Edit on the charge.
3. Select the option for Payment Plan. A new field will appear for you to enter the payment plan details.
4. Enter the Following payment plan details:
   • Charge Date – The date the charge is due from the tenant.
   • Amount – The amount of the charge.
   • Posting Date – If accrual accounting is enabled in your account, enter the posting date to record when the balance is recorded on the general ledger.
5. Click Add Another Charge if the agreed upon payment plan consists of more than two charges.
6. When done, click Save. Review the section below to see what accounting is posted.

CARES Act and RentBureau Reporting Requirements

Note: This information is not intended to be legal advice. Please review your obligations under the CARES Act with your legal counsel.

What is the CARES Act?

The Coronavirus Aid, Relief, and Economic Security Act (CARES Act) was enacted on March 27, 2020 to provide relief to businesses and consumers in response to the negative effects of the COVID-19 pandemic. Section 4021 of the CARES Act sets out specific requirements for how furnishers must report information relating to payment plans (“accommodations”) they make with consumers due to COVID-19 financial hardship.

Can I review the CARES Act?

You can review the CARES Act here. Below is a screenshot of the specific section:

What is a Payment Plan/Accommodation?

In general it is an agreement with a tenant to pay (or not pay) their usual rental obligations in a manner different from usual. Under the CARES Act specifically, the term “accommodation” is used and is defined as “an agreement to defer 1 or more payments, make a partial payment, forbear any delinquent amounts, modify a loan or contract, or any other assistance or relief granted to a consumer who is affected by the coronavirus disease 2019 (COVID–19) pandemic during the covered period”. The Payment Plan feature is expected to help accommodate the tracking and reporting of such plans, however, if you aren’t sure if you have a payment plan with a tenant or aren’t sure if it is a CARES Act/COVID-19 related plan, we recommend you consult your legal counsel for assistance.

When will support for Payment Plans be released in AppFolio?

Our goal is to release the Payment Plan feature before May’s rent week. Keep an eye on the What’s New section of your database!

What will the Payment Plans Feature look like?

We expect that you will be able to set up a payment plan for each charge where payment will be deferred. The system will automatically create the future charges for payment so that the amounts due show to be in good standing and are accurately reflected in the tenant Online Portal for payment. Finalization of the feature and further details will follow.

How are balances on a payment plan reported to RentBureau?

If a tenant was previously in good standing, and they pay in accordance with the payment plan, positive data must be reported – i.e. if a tenant has a $1,000 rent charge for May, and agrees to pay $500 on May 1 and $500 on June 1, a $500 payment on May 1 must be reported a positive, up to date payment, and not as delinquent or with a balance outstanding.

What if the tenant was delinquent before the payment plan?

If the tenant was delinquent before a payment plan was put in effect, and did not become current before the payment plan, that delinquent information can still be reported to RentBureau.

What is the applicable time period for the CARES Act?

Information reported from January 31, 2020 until 120 days after the national emergency declaration relating to COVID-19 is terminated. We do not yet know this ending date.

What do I need to do in my database?

You can reverse any posted late fees and NSF fees by reversing them. If you need to locate any posted late fees, run a Charge Detail Report and filter for your late fee and NSF fee GL accounts. For any unposted late fees, you can waive them either automatically or manually in bulk. If you are processing a tenant move out, you can reverse these fees prior to starting the move out flow.

What do I report if a tenant does not agree to a payment plan and doesn’t pay?

The CARES Act only requires positive payment if an agreement (referred to as an “accommodation” is made). If the tenant simply does not pay rent, this can continue to be reported as delinquent, as usual.

Does the CARES Act affect me?

A number of our property manager customers report rental payment history data to RentBureau. In the relationship with RentBureau, these property managers are “furnishers” and section 4201 of the CARES Act applies directly to them. Each furnisher must ensure they are reporting compliantly.

What happens if there is a RentBureau dispute?

If RentBureau contacts you because a consumer is disputing an item you have reported, please work closely with RentBureau and make sure the data is correct. If you need help with reflecting the accounting in AppFolio, please submit a support request.

How do I resolve delinquencies reported from 1/31/2020 through the time the Payment Plan feature is released?

You can reverse any posted late fees and NSF fees by reversing them. If you need to locate any posted late fees, run a Charge Detail Report and filter for your late fee and NSF fee GL accounts. For any unposted late fees, you can waive them either automatically or manually in bulk. If you are processing a tenant move out, you can reverse these fees prior to starting the move out flow.

Leveraging AppFolio to Safeguard Your Business
The Latest Features Your Team Will Love

COVID-19 RESOURCES

New Enhancements & Resources for Business Continuity

As we navigate this unprecedented time, be confident in the tools and processes you have in place. We’re committed to providing you with the latest enhancements, features, and resources so you leverage AppFolio to the fullest, and support your customers,
owners, and team.

Payment Plans

Coming soon, we will release enhanced functionality to support payment plans, so your team can get increased visibility into the amounts and timing of repayments under payment plan agreements—and to assist you in being in compliance with CARES Act reporting requirements. LEARN MORE

Push Announcements to Portal

Post instructions, company messages, or urgent notifications at the top of your tenant, homeowner, or owner portals to communicate updates and keep your customers informed. You can customize your message across properties, groups, or portfolios. LEARN MORE

Enhanced Protection with Insurance Offerings

With residents spending more time at home and increasing their usage of kitchen, electrical, and plumbing systems, it’s a good idea to help mitigate risk with Liability to Landlord Insurance, or provide coverage options for your tenants through Roost Renters Insurance. LEARN MORE

Product Suggestion Board:
COVID-19 Idea Drive

Leave us a product suggestion or vote on your favorite ideas in the COVID-19 Idea Drive in the Product Suggestion Board so we can continue to develop on your behalf and help you adjust to this changing environment. Log into your database, select ‘Help & Training,’ and ‘Make a Suggestion.’ LEARN MORE

10 Ways to Stay Connected to Your Residents During Social Distancing

Property managers and community association managers are used to engaging with their residents face-to-face on a regular basis, however social distancing has made this increasingly more difficult. Here are some easy and creative ways to stay connected to your residents.

FIND OUT HOW

AppFolio Property Manager | 50 Castilian Dr., Santa Barbara, CA 93117 | 866.648.1536 | info@appfolio.com | Privacy Policy | Unsubscribe