Senior Care

1. Overview

The Lease Renewals for Senior Care feature helps your community:

• Identify residents with expiring leases

• Generate renewal offers with new pricing and term options

• Send renewal communications (email and/or print)

• Accept renewals individually or in bulk

• Automatically update lease dates and recurring charges

This tool is designed to streamline monthly renewal workflows while ensuring pricing accuracy and proper communication with residents and payors.

2. The Renewal Workflow (At a Glance)

Most renewal activity follows this process:

1. Search for expiring leases

2. Review lease details

3. Create or refresh renewal offers

4. Send offers (email and/or print)

5. Accept selected terms

6. Confirm updates via notifications

3. Finding Expiring Leases

Start in the Renewal Offer List page.

Step 1: Apply Filters

You can search using:

• Expiration Start Date

• Expiration Cutoff Date

• Property

• Optional:

  • Room Type

  • Level of Care

  • Lease Move In

  • Include Terminated Leases

Use these filters to narrow down the leases needing action.

Example:

To renew all leases expiring this month:

• Set expiration range to this month

• Select your property

• Leave other filters blank (unless needed)

4. Understanding the Renewal List

Each row represents one lease that requires renewal action.

You may see:

• Lease Name

• Payer

• Move-In Date

• Lease Start Date

• Lease End Date

• Actual Lease Term

• Balance

  

5. Creating Renewal Offers

You can create renewal offers for one or multiple leases. Just by selecting the Lease or leases that you want to renew and clicking on Renew, the Markup Percentage modal would be displayed.

When creating offers, you can set:

• Offer expiration date

• Total markup

• Base rent limit (if applicable)

• Email option (on/off)

• Print option (on/off)

• Updated charge amounts

Important Behavior

• Creating a new offer replaces any existing non-accepted offers for that lease.

• Lease, Unit, and Tenant data must match existing recurring charge records.

6. Markup Percentage Modal

After selecting one or more leases and clicking Renew, the Markup Percentage Modal appears.

This is where you define how the renewal increase will be calculated and distributed across charges.

What You Set in This Modal

1. Total Markup Percentage

This is the overall percentage increase applied to the lease’s total recurring charges.

Example:
If Total Markup = 5%, the system will calculate a 5% increase to the total eligible recurring charges for the lease.

2. Base Rent Limit Percentage

This sets a cap on how much of the increase can be applied to Base Rent charges.

If the Base Rent Limit is lower than the Total Markup:

• Base Rent charges will only increase up to the limit.

• Any remaining increase will be automatically distributed to Care charges.

What Charges Appear in the Modal

Base Rent Charges

This section lists all charges that:

• Are marked as Base Rent on the Property Charges control screen

• Exist on the selected lease(s)

These charges are subject to the Base Rent Limit.

Care Charges

This section lists all charges that:

• Are marked as Care on the Property Charges control screen

• Exist on the selected lease(s)

Care charges receive:

• Their share of the Total Markup

• Plus any remaining increase that exceeds the Base Rent Limit

How the Markup Is Calculated

Step 1: Calculate Total Increase

The system calculates the total dollar increase using the Total Markup Percentage.

Step 2: Apply Base Rent Limit

Base Rent charges are increased, but cannot exceed the Base Rent Limit percentage.

Step 3: Distribute Remaining Increase

If the Total Markup exceeds the Base Rent Limit:

• The extra increase is automatically prorated across Care charges.

Important Rules About Distribution

Within both Base Rent and Care sections, you will see Item ID percentages.

These percentages:

• Do NOT increase rent by themselves

• Only determine how the allowed increase is distributed among charges

• Must total 100% within each section

Base Rent Distribution Rules

• Increase is based on Total Markup

• Increase cannot exceed Base Rent Limit

• Item ID percentages must total 100%

• Percentages only control distribution of the allowed increase

Care Charge Distribution Rules

• Increase is based on Total Markup

• Receives any excess above Base Rent Limit

• Item ID percentages must total 100%

• Percentages only control distribution of the allowed increase

Example Scenario

Total Markup = 6%
Base Rent Limit = 3%

Result:

• Base Rent charges increase by up to 3%

• Remaining 3% is prorated across Care charges

• Distribution within each section follows the Item ID percentages

This modal ensures pricing changes:

• Follow community policy

• Respect Base Rent caps

• Automatically allocate increases correctly

• Maintain clean, auditable distribution logic

  

7. Lease Renewal Offer Generation

All the Selected Leases would be listed here, on the Header we would see the fields:

• Offer Expire

• Lease End Date between

• Property Name

• Filter options:

  • Room Type

  • Level of Care

  • Lease Move In

8. Renewal Offer Detail by Lease

For each selected Lease – Tenant – Unit combination, the system displays a Renewal Offer Detail section.

This section allows users to review the current lease information and the charges that will be affected by the renewal.

Information Displayed

Each renewal offer includes the following details:

• Unit Name – The unit associated with the lease.

• Payor Name – The billing contact responsible for the lease charges.

• Base Rent Charges – Current base rent charges configured for the lease.

• Care Charges – Current care-related charges associated with the resident.

• Market Rent – The market rent value configured for the unit or floorplan.

• Room Type – The type of room or floorplan associated with the unit.

Markup Information

The following values selected in the Markup Percentage Modal are also displayed in this section:

• Total Markup Percentage

• Base Rent Limit Percentage

These values determine how the renewal increases will be applied to the lease charges.

If adjustments are needed, users can update these values by selecting Edit Markup Percentage, which reopens the markup configuration modal.

Once the user expands the Offer, the Base Rent Charges and Care Charges sections are displayed.

Each section contains Item ID tabs that show the following information:

• Current Amount – The existing charge amount.

• Markup Percentage – The percentage of the markup allocated to that specific Item ID.

• New Amount – The recalculated charge amount after the markup is applied.

• Increase (%) – The percentage increase relative to the current charge.

The Markup Percentage for each Item ID can be edited in this section. When a markup percentage is updated, the New Amount and Increase (%) values are automatically recalculated.

Important Rule

Within each section (Base Rent Charges and Care Charges), the total markup allocation across all Item IDs must equal 100%.

If the markup percentage for one Item ID is adjusted, the percentages for the remaining Item IDs in that section must also be updated to ensure the total remains 100%.

When one or more Leases don´t have all the Item ID´s selected on the Markup Modal, a warning modal would be displayed, and the Lease would be marked to give the User the ability to correctly choose the percentage for each Item to sum 100 %.

9. Sending Renewal Offers

By clicking on Generate & Deliver Offers, you can send offers via:

Email

• Sends renewal details to resident email

• Logs delivery status

• Errors appear in notifications

Print / PDF

• Generates printable renewal documents

• Useful for in-person or mailed delivery

After sending, always check notifications for confirmation or errors.

10. Offer Generation Notifications

Once the User has sent via email and/or printed the Lease Renewal Offer, the User will see in the Notification section the Success message

Notification detail for Emails:

The User would see the list of:

• Lease Name

• Tenant Name

• Unit Name

• Delivery Status

Notification Details for Print:

The User would see the list of:

• Lease Name

• Tenant Name

• Unit Name

• Delivery Status

and the PDF zipped, where all Lease Offers are generated and ready to be downloaded.

11. Understanding the Renewal Offer List

Each row represents one lease that requires renewal action.

You may see:

• Lease Name

• Payor

• Move-In Date

• Lease Start Date

• Lease End Date

• Offer Expiration Date

• Offer Generation Date

• Available Terms (e.g., 12 Month, 1 Month)

Important:

Only non-accepted offers appear in this list.

Once all mandatory fields are completed, the system will display the list of Lease Renewals created for the selected criteria.

12. Reviewing Renewal Details

Select a lease and click on Renew to open the Renewal Offer Detail page.

This page shows:

Lease-Level Information

• Lease ID

• Level of Care

• Move-In Date

• Current Lease End Date

• Offer Expiration Date

• Offer Date

Offer-Level Information

• Unit Name

• Payor Name

• Base Rent Charges

• Care Charges

• Market Rent

• Room Type

Charge-Level Information

Each charge line (Base Rent, Level of Care, Other) includes:

• Current amount

• Markup percentage allocated

• New Amount of the Charges

• Absolut Increase value in Percentage per Item.

This is where you verify pricing before accepting the Offer.

13. Accepting Renewal Offers (Individual)

When a resident selects a term:

1. Open the lease.

2. Select the chosen term (e.g., 12 Month).

3. Enter the Renewal Period Start Date.

4. Confirm acceptance.

What Happens Automatically

• The renewal offer is marked accepted.

• The lease end date updates.

• Month-to-month flag updates if applicable.

• Recurring charges update effective the selected period start.

• 

14. Bulk Acceptance (Multiple Leases)

You can accept renewals for many leases at once.

How It Works

1. Select multiple leases.

2. Choose:

   • Term (e.g., 12 Month)

   • Term Type

   • Period Start Date

3. Confirm bulk acceptance.

System Validations

Bulk acceptance only works if:

• All selected leases contain the chosen term.

• Lease end dates are compatible (if present).

  

  For Lease Renewal on Senior Care, we work with only one Lease Term that is 12 months.

• Once the User clicks on Renew the Bulk Modal is displayed

  

• The Renewal Period Start is Mandatory; this date would be the new Effective Date of each Recurring charge of the Lease.

• All selected Leases would be renewed; you cannot uncheck a Lease at this point.

• Once clicked on Renew a pop-up modal is displayed

  

  The Renew process is a batch process that is run in the background, once it finishes, in the Notification section, a new notification is displayed

  

  New Amount displayed with the new Effective Date chosen:

  

Results

You will receive a completion notification showing:

• Successful renewals

• Failed renewals (if any)

• Error details for failed items

If partially successful, process failed leases individually.

15. Common Scenarios

Scenario 1: Renew All Leases Expiring This Month

1. Filter by expiration month.

2. Select property.

3. Review leases.

4. Use bulk accept with standard term (e.g., 12 Month).

5. Review completion notification.

Scenario 2: One Resident Wants a Different Term

1. Open the specific lease.

2. Review term options.

3. Accept the requested term.

4. Confirm updated lease end date and pricing.

Scenario 3: You Need to Regenerate Offers with New Pricing

1. Create new renewal offers.

2. Enter updated markups.

3. Set new expiration date.

4. Resend email or regenerate print output.

Note: This replaces prior non-accepted offers.

Scenario 4: Verify Who Received Offers

1. Open Notifications.

2. Look for:

   • Lease Renewal Offer Send Email

3. Review success/failure per resident.

4. Correct invalid email addresses if needed.

5. Resend.

16. Best Practices

✔ Set reasonable offer expiration dates
✔ Standardize common term options (6 or 12 months)
✔ Double-check base rent and level-of-care charges
✔ Use consistent period start dates
✔ Review payor and email information before sending
✔ Use bulk acceptance only when terms truly match

17. Troubleshooting

No Offers Found

Possible Causes:

• Incorrect property

• Date range too narrow

• Offers already accepted

Fix:

• Expand date range

• Remove optional filters

• Confirm offers are pending

Offer Creation Fails

Possible Cause:
Lease/unit/tenant data does not match recurring charge setup.

Fix:

• Verify lease and unit data

• Confirm recurring charge relationships exist

• Retry

Bulk Acceptance Partially Fails

Possible Causes:

• Selected term not available on all leases

• Lease end dates mismatch

Fix:

• Review error notification

• Split leases into compatible groups

• Process incompatible leases individually

Email Send Fails

Possible Causes:

• Missing or invalid email

• Temporary email service issue

Fix:

• Correct contact data

• Retry sending

• Review notification logs

Charges Did Not Update After Acceptance

Possible Causes:

• Recurring charge not found

• Charge already exists for effective date

• Charge frequency is not monthly

Fix:

• Verify recurring charge configuration

• Confirm period start date

• Confirm monthly frequency setup

18. Notifications You May See

• Lease Renewal Offer Send Email
  Email send summary by resident.

• Lease Renewal Offer Generate PDF
  Print/PDF generation summary.

• Lease Renewals Completed Successfully
  Bulk acceptance completion (may indicate partial success).

Always review notifications for final confirmation.

19. Quick User Checklist

Before Sending Offers

• Correct property and expiration filters

• Resident and unit verified

• Charges reviewed

• Term options confirmed

• Offer expiration date set

• Email/Print settings confirmed

Before Accepting Offers

• Correct term selected

• Period start date confirmed

• Lease end date impact reviewed

• Recurring charge impact understood

• Completion notification reviewed