Young Condos Leasing Process

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. A "Task Assigned" email is sent to leasing from HubSpot
   
   
   1. 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
   2. Task: Prepare Leasing Paperwork

1. 1. 1. Log into itsorealesate.com 
      2. Select "Tools" → "Webforms 2019"
      3. "Dashboard" → "Impersonate Agent" → Select Agent who submitted form
      4. Create a new transaction
         • Name: Unit # - 55 Duke St., Kitchener
         • Template: Young Condos
         • Add me as the: Neither
         • Select “Use Wizard"
2. Enter transaction details using leasing form
   1. Details
      1. Enter address (55 Duke St. W., Kitchener, ON N2H 0C9)
   2. Transaction Dates
      1. Contract Date: 1 week prior to creating transaction
      2. Expiry Date: Tenancy start date
   3. Contacts
      1. Add tenant(s) - Type: Tenant
         • Enter unit # as address
           
      2. Add Landlord(s) - Type: General
         • Email can be found on the tracking spreadsheet
      3. Edit Contact "Buyer c/o Y Property Management Inc."
         • Enter landlord(s) full name(s) in "First Name" and save
           
      4. Enter guarantor information (if applicable)
   4. Forms
      1. Residential Tenancy Agreement
         • Verify if unit has a parking space and locker (refer to spreadsheet and APS in the New Homes folder)
         • Add tenant(s) email
         • Enter tenancy start/end date
         • Enter rent amount
         • Enter pro-rated rent (if necessary):

           =(# of days in month - tenancy start date + 1) * total rent/# of days in month 

         • Enter rent deposit amount
         • Enter key deposit (if necessary)

Step 3: Send Lease Authorization and Tenant Fill Amendment

1. Go to Documents and select "YC_Authorization to Lease" → "Send To New Authentisign"
   
2. Add signers (no signing order)
   • Daniela Feliciano - Type CC
   • Rego Realty Leasing - Type CC
   • Landlord(s) - Type Remote Signer
   • Tenant(s) - Type Remote Signer
     
3. Click "Layouts" → "Layout Options" → "Apply Layouts"
   
   
4. Map Signers and Assign Signature Blocks
   
5. Refer to APS to fill out missing information 
6. Select “Next” → "Customize Invites" → "Import Message" → "Young Authorization"
7. Save and Send
8. Return to Documents and select "Tenant Fill and PM_Assigment during Occupancy" → "Send To New Authentisign"
9. Repeat steps 2 - 7 (Note differences below)
   
   • Signers/Signing Order:
     • Rego Realty Leasing - Type CC
     • Landlord(s) - Type Remote Signer
     • Jennifer Rose - Type Remote Signer
   • Layout: Young - Tenant Fill
   • Refer to Opt-in form to fill missing information
   • Import Custom Message: Young Tenant Fill

Step 4: Draft Lease

1. Return to Documents and select all → Remove Authorization and Tenant Fill → "Send To New Authentisign"
2. Change signing name to "Unit # - 55 Duke St., Kitchener - Lease Agreement"
3. Go to Documents tab and add remaining docs (order below)
   
   

   Add Guarantor Agreement after additional terms if required

4. Add Signers (signing order below)
   • Rego Realty Leasing - Type CC
   • Landlord(s) - Type Remote Signer
   • Tenant(s) - Type Remote Signer
   • Guarantor (if applicable) - Type Remote Signer
   • Agent - Type Remote Signer
   • Karen/Y Property - Type Remote Signer
     • NOTE: Change YP's Custom Signature to "Karen Peebles" and Custom Initials to "KP"
       
5. Apply Layouts
   
6. Map Signers and Assign Signature Blocks
   
7. Review lease and enter missing information
8. Select “Next” → "Customize Invites" → "Import Message" → "Young Lease"
   • NOTE: TENANT ONLY, NO EMAIL REQUIRED FOR OTHER SIGNERS
9. Send lease
10. 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 youngcondosmanagement@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 signed by YP
   • Close Date: Lease start date
   • Seller: "Buyer(s)" 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 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