Overview
RentEngine sends automated messages to applicants, co-applicants, and references throughout the rental application process. This article covers every touchpoint — from the moment the application link is sent to the final reference submission — including exact message verbiage and where each message can be customized.
1. Application link sent to prospect
Trigger: Any of the following:
A team member marks an accompanied showing complete and selects "Application Sent to Prospect"
A prospect completes a self-guided showing and selects "I want the application" on the feedback form
A team member sends the application link manually from the Command Center
2. Application started — follow-up cadence
When a prospect begins filling out the application, RentEngine automatically sends a 4-message SMS sequence. This cadence runs regardless of whether AI texting is enabled and cannot be turned off.
Primary applicant
Step | Timing | Message |
1 | +6 hours | "Hi [Name], I saw you started your application for [address]. Any questions I can help with?" |
2 | +24 hours | "Let me know if I can help you with submitting the application" |
3 | +48 hours | "Just checking in on your application for [address]. Can I help?" |
4 | +72 hours | "I haven't heard from you about [address]. I'll go ahead and close out your file" |
Step 4 automatically moves the prospect to Unresponsive status.
Not customizable. The verbiage, timing, and number of messages in this cadence are fixed.
Co-applicant
A parallel cadence runs for co-applicants. No "Unresponsive" status is applied at the end.
Step | Timing | Message |
1 | +6 hours | "Hi [Name], I saw you joined [Lead Name]'s application group for [address]. Any questions I can help with?" |
2 | +24 hours | "Let me know if I can help you with submitting the application" |
3 | +48 hours | "Looks like [Lead Name] is waiting for you to finish the [section] step. Can I help?" |
4 | +72 hours | "I haven't heard from you about [address]. I'll go ahead and close out your group's file" |
Not customizable.
3. Application submitted
When the application group is submitted and payment is processed, the following messages go out depending on how the account is configured.
Standard mode
All applicants receive:
We received your application and the owner is reviewing it!
Customizable: Settings > Communication > Customize Messages > Rental Application Received
Application submission mode (application required before showing)
Primary applicant receives immediately after payment:
Hi [Name], we received your application for [address]! You can schedule your showing here: [link]
Note: In this mode, the standard "application received" SMS is suppressed for the primary applicant to avoid duplication. Co-applicants still receive it.
Customizable: Settings > Communication > Customize Messages > Application Submitted — Schedule Showing
Conditional approval mode
When a PM grants conditional approval on a unit configured to require it:
Hi [Name], your application for [address] was conditionally approved and you can now schedule your showing here: [link]
A PM can also write a custom message at decision time that overrides this template entirely.
Customizable: Settings > Communication > Customize Messages > Conditionally Approved — Schedule Showing
4. Reference check communications
Reference checks are created only after the applicant successfully pays the application fee.
What references receive (employer and landlord)
Email (if work email is on file):
Subject: Reference Check Request for [Applicant Name]
[Applicant Name] listed you as the [type] reference on their rental application. Please take a moment to fill it out (takes less than 2 minutes). Click Get Started below.
SMS (if phone number is on file):
[Applicant Name] listed you as the [type] reference on their rental application. It should only take 1-2 minutes: [link]
Customizable: Settings > Communication > Customize Messages > Reference Check Request (Email) and Reference Check Request (SMS)
Reference follow-up cadence
Touchpoint | Timing | Message |
Initial | Immediately | See above |
1st follow-up | ~26 hours after initial | "Quick reminder: [Applicant Name] listed you as their [type] reference on a rental application. It takes 1-2 minutes and your response can delay their application." |
2nd follow-up | ~24 hours after 1st | Same as 1st follow-up |
Maximum of 3 touchpoints per reference (initial + 2 follow-ups).
Customizable: Settings > Communication > Customize Messages > Reference Check Follow-Up (Email) and Reference Check Follow-Up (SMS)
What the applicant receives about their references
Immediately when references are created:
The final step of your application is to get your references. Please do this ASAP to avoid delays in processing your application. Give these links to your references to fill out today: [Reference Name]: [link] [Reference Name]: [link]
Customizable: Settings > Communication > Customize Messages > Applicant Reference Outreach
Reminder (~24 hours later, up to 2 reminders):
Hi [Name], just a reminder that we're still waiting on these references for your application. This can delay processing. Please share these links with them today: [outstanding references]
Customizable: Settings > Communication > Customize Messages > Applicant Reference Reminder
Each time a reference completes their form:
Good news! [Reference Name] just submitted their [type] reference for your application. [progress]
Customizable: Settings > Communication > Customize Messages > Reference Submitted Notice