Rainbow Lake Leases - Admin Process

Rainbow Lake Leases - Admin Workflow

Step 1: Credit Check

1. Agent sends rental application and ID's to leasing@regorealty.ca for credit check
2. Leasing admin runs credit check and sends report back to agent
3. Once approved, agent submits leasing form 

Step 2: Prepare Leasing Paperwork

1. Tenant Approved ticket will generate in HubSpot
   1. Select tenant's contact page in HubSpot to view lease information form 
      
   2. Task: Create Google Drive Folder (if not already done)
      
      1. Name: Unit #
      2. Save Rental Application and other applicable documents
      3. Create subfolders
         • Landlord Docs
         • Signed Docs
   3. Task: Prepare Leasing Paperwork
      
      1. Log into itsorealesate.com
      2. Select "ITSO Matrix" → "Tools" → "Webforms 2019"
      3. "Dashboard" → "Impersonate Agent" → Select agent who submitted form
      4. Create a new transaction
         • Name: Unit # - 525 New Dundee Rd., Kitchener
         • Template: HIP Rainbow Lake/Rainbow Lake (as per lease form)
         • Add me as the: Listing Salesperson
         • Select "Use Wizard"
      
2. Enter transaction details from lease form
   1. Details
      
      1. Enter address (525 New Dundee Rd., Kitchener, ON N2P 0K8)
   2. Transaction Dates
      1. Contract Date: 1 week prior to submission of leasing form
      2. Expiry Date: Tenancy start date
   3. Contacts
      
      1. Add tenant(s) - Type: Tenant
         • Enter unit # as address
      2. Add Guarantor (if applicable) - Type: General
   4. Forms
      1. Residential Tenancy Agreement
         • Add tenant(s) email
         • Enter tenancy start/end date
         • Enter rent amount
         • Enter pro-rated rent (if necessary)

1. 1. 1. • Enter rent and key deposit amounts

Step 3: Create New Authentisign

1. Select forms/documents for signing → "Send To New Authentisign"
   
2. Add remaining documents

   Add Guarantor Agreement after Additional Terms if required

3. Add signers (order below)
    
   • Rego Realty Leasing - Type CC
   • Tenant(s) - Type Remote Signer
   • Guarantor (if applicable) - Type Remote Signer
   • Agent - Type Remote Signer
   • Landlord - Type Remote Signer
     • NOTE: Change landlord's Custom Signature to "Karen Peebles" and Custom Initials to "KP"
4. Apply Layouts
   • Click "Layouts" → "Layout Options" → "Apply Layouts"
5. Map Signers and Assign Signature Blocks
6. Review lease and enter missing information
7. Select “Next” → "Customize Invites" → "Import Message" → "Rainbow Lease"
8. Save and Send
9. Send signing email through HubSpot (template in leasing inbox)

Step 5: Update Tracking Spreadsheet

Step 6: Verify Signing Completion

1. Save signed docs to to Google Drive Folder
2. Move transaction folder from "In Progress" to "Executed"
3. Send copy of signed lease to rainbowlakemanagement@wilsonblanchard.com (template in leasing inbox)
4. Send Provident form to customerservice@pemi.com (template in leasing inbox)
5. Create transaction in WOLFconnect
   • Classification: LEASE - LANDLORD
   • Property Type: Residential - Lease
   • Sell Price: Rent amount
   • Offer Date: Date lease was executed by YP
   • Close Date: Lease start date
   • Seller: HIP New Dundee LP c/o Y Property Management Inc.
   • Buyer(s): Tenant
6. Follow up for tenant insurance and deposit confirmation
   • Tenants are to send leasing a screenshot of their e-transfer as confirmation that there deposit has been sent to accounting
7. Once all documents and deposits have been received, send tenants an email to introduce Chetan from YP (template in leasing inbox)
   • CC chetan@yproperty.ca