Configuring Email Notifications and Alerts

Automated email notifications keep all parties informed, reduce manual follow-ups, and ensure critical deadlines are never missed.

Email System Overview

25+ pre-built templates covering:

• Deal lifecycle events
• Document requests
• Payment reminders
• Compliance alerts
• Ejari updates
• Team notifications

Multi-language support: All templates available in EN, AR, RU, ZH, HI (auto-detected from user preference)

Delivery infrastructure:

• Authenticated cloud email delivery
• DKIM/SPF authenticated
• Dedicated IP for Enterprise

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Notification Categories

1. Deal Notifications

To Tenants:

• Welcome email (when invited to Deal Portal)

  • Trigger: Portal invitation sent
  • Contains: Secure link, deal details, next steps

• Document request

  • Trigger: Missing document detected
  • Frequency: Every 3 days (max 3 reminders)
  • Contains: List of missing documents, upload link

• Document verified

  • Trigger: Agent verifies a document uploaded through the Deal Portal
  • Contains: confirmation and any remaining required documents

• Deal progress update

  • Trigger: Deal advances to a new stage
  • Contains: current status and next steps

A note on Ejari/Tawtheeq registration: TenancyDesk prepares the Ejari (Dubai) / Tawtheeq (Abu Dhabi) submission package for your agent to file with the relevant authority. We do not integrate directly with the DLD, so there is no automated "Ejari approved" email — your team records the outcome once the authority confirms registration.

To Landlords:

• Deal created notification
• Contract signed (both parties)
• Payment received confirmation
• Lease expiry reminder (90 days before)

To Agents:

• New deal assigned
• Document uploaded (via Deal Portal)
• Compliance issue detected
• Payment overdue alert

2. Payment Notifications

Automated schedule:

• 7 days before due: Friendly reminder
• 3 days before due: Urgent reminder
• Due date: Final reminder
• 1 day overdue: Late payment notice
• 7 days overdue: Escalation to manager
• 14 days overdue: Legal notice warning

Customizable:

• Adjust timing (5, 7, 10, 14 days)
• Choose recipients (tenant, landlord, agent, all)
• Enable/disable per deal

3. Compliance Alerts

To Agents/Managers:

• RERA rent increase violation detected
• Document expiring soon (<30 days)
• Ejari submission rejected (with reasons)
• Legal notice deadline approaching

Severity levels:

• Critical: Immediate action required (legal deadline)
• 🟡 Warning: Action needed soon (document expiry)
• Info: FYI only (deal stage changed)

4. Team Notifications

To Admins:

• New team member joined
• API key created/revoked
• Billing invoice generated
• System maintenance scheduled

To Managers:

• Agent performance summary (weekly)
• Compliance report (monthly)
• Payment collection stats (weekly)

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Email Template Customization

Settings → Email Templates

For each template:

1. Subject line: Use variables {{tenant_name}}, {{amount}}, {{property}}
2. Body content: Rich HTML editor
3. Variables available: 50+ (deal fields, party info, payment details)
4. Preview: See how email looks with real data
5. Test: Send test email to yourself

Example customization:

Subject: Rent Payment Due - {{property_address}}

Hi {{tenant_name}},

Your rent payment of AED {{amount}} is due on {{due_date}}.

Property: {{property_address}}
Payment #: {{payment_number}} of {{total_payments}}

Please deposit cheque #{{cheque_number}} at our office or via bank transfer.

Bank details:
{{landlord_bank_details}}

Questions? Reply to this email or call {{agent_phone}}.

Best regards,
{{agent_name}}
{{company_name}}

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Delivery Tracking

Email Dashboard shows:

• Sent: 1,247 this month
• Delivered: 1,189 (95.3%)
• Opened: 847 (71.2%)
• Clicked: 234 (27.6% of opened)
• Bounced: 31 (2.5%)
• Unsubscribed: 27 (2.3%)

Per-email tracking:

• View who opened, when, which links clicked
• Bounce reasons (invalid email, mailbox full)
• Delivery timeline

Use insights:

• Low open rate? Improve subject lines
• High bounce rate? Clean email list
• High click rate? Email content engaging

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Unsubscribe Management

Auto-included in every email:

• Footer link: "Unsubscribe from these emails"
• One-click unsubscribe (no login required)
• GDPR/PDPL aligned (Article 21 right to object)

Unsubscribe categories:

• Marketing emails — can opt out
• Transactional emails — cannot opt out (payment reminders, legal notices)
• Optional notifications — can opt out (deal updates, tips)

Re-subscribe: Tenant can opt back in via Deal Portal

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Best Practices

High deliverability:

• Verify all email addresses (bounce rate <3%)
• Use company domain (not gmail/yahoo)
• Avoid spam trigger words ("FREE!", "ACT NOW!")
• Include physical address in footer (legal requirement)
• Honor unsubscribe requests immediately

Engagement:

• Personalize with variables ({{name}}, {{property}})
• Clear call-to-action ("Upload Now", "Pay Here")
• Mobile-optimized (high mobile open rate)
• A/B test subject lines

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Automated emails save 15+ hours/week per agent and improve communication consistency across your entire agency.