Question 1

How to manage a building with multiple addresses in Plexflow

Accepted Answer

In the field, it is very common for the same building to have several addresses. This is often the case for buildings located on a corner, or buildings where some doors open onto one street and others onto the adjacent street. This situation can quickly create confusion for tenants and for the management team alike.

If it is poorly managed in Plexflow, a dual address can lead to errors in leases, reports, renewal notices, tax slips, and so on.

The goal of this article is to offer you a clear and consistent way to document these buildings in Plexflow, to name your properties and units, and then to standardize your communications with tenants.

We will see that there is a simple method in Plexflow that addresses this situation by correctly structuring your multi-address buildings and reducing the risk of errors as much as possible.

Building with more than one civic address

Steps to set up a building with several addresses

Step 1 Add the property

Click the Add Property button in the Properties tab.

Add property button

Step 2 Name the property

Enter the main address in the Address field. In the Name field, enter both addresses so the building is clearly identified, for example 120 Rue King Ouest 300 rue de London.

![Property name with both addresses](

Question 2

How to archive and unarchive a building in Plexflow

Accepted Answer

How to archive and unarchive a building in Plexflow

Archiving a building lets you remove it from your active tracking while keeping its information in Plexflow. This is useful if the building is no longer managed (sold, closed, inactive, etc.).

Effects of archiving (important)

When you archive a building:

The leases are completed (ended).
PAD (pre-authorized debits) are removed.
The units remain counted in your Plexflow plan (they still count toward the number of units).

Archive a building

Step 1 - Open the building record

Go to Properties.
Open the building to access its record.

Step 2 - Archive

Click Delete.
Select Archive.

Delete menu with the Archive option

Unarchive a building (optional)

You can unarchive a building if you want, for example, to see it again in your reports.

Step 1 — Follow the same path

Go to Properties.
Open the record of the archived building.

Step 2 — Unarchive

Click Delete.
Select Unarchive.

📌 Good to know: unarchiving does not automatically reactivate any lease. The leases remain completed, but the building becomes visible again in your information (including reports).

Delete menu with the Unarchive option

Question 3

How to change the correspondence email when sending an email

Accepted Answer

When you send an email from Plexflow, it is possible to change the address at which recipients will be able to reply. This option is useful if you want tenants to communicate directly with another person or another team.

Step 1

Open the email sending module. This interface is accessible from:

Group sends
The “Email Tenants” option of a building
Sending a personalized email

Step 2

When you arrive at the email editing screen (as in the image below), find the “Reply-to” section.

In this section, you can change:

The correspondence email
The name that will appear in the “Reply-to” field

Simply enter the new email address you want and save or send your message.

Important note

The system will automatically remember the last correspondence email used. On the next send, this same email will be pre-filled. You can change it at any time if needed.

Reply to section of the email editor

🎓 Did you know…

Plexflow now offers free training to help you get more out of the platform. 👉 Access the training 💡 An excellent way to save time and use Plexflow to its full potential.

Question 4

Your tenant says they are having trouble signing in to their account?

Accepted Answer

If a tenant cannot access their Plexflow dashboard, you can reset their access directly from their unit.

Steps:

Go to the unit in question.
Click the tenant’s name to open their record.

Tenant name in the unit record

Click the yellow button to unsync the tenant’s account.

A confirmation window will appear (as below).
Click “Yes, continue” to confirm the dissociation.
⚠️ Attention: once dissociated, the tenant will no longer have access to this rent from their Plexflow dashboard until you reinvite them.

Confirmation to unsync the tenant account

Reinvite the tenant by clicking the “Onboard tenant” button so that they regain access with their new address.

Onboard tenant button

Question 5

How to turn off tenant service requests in Plexflow

Accepted Answer

You can completely turn off the creation of service requests by your tenants from their portal. This option is useful if you prefer that requests go only through phone, email, or your internal team.

When this option is on, the tenant can no longer create new service requests in their online portal. Managers can still create and manage service requests in Plexflow.

Where to find the option

Open the 👤 Profile menu item (this opens the Account page).
Click the Notifications tab.
Find the Disable tenant service requests section.

You will see the wording Tenant will no longer be able to create service requests from their tenant portal with a No or Yes toggle.

Notifications tab, option to turn off tenant service requests

Question 6

How to add additional rent as a fixed amount in Plexflow

Accepted Answer

How to add additional rent as a fixed amount in Plexflow

In some cases, a commercial lease can include a fixed additional rent on top of the base rent (e.g. common expenses, shared occupancy, a secondary warehouse). This section explains how to add it directly in Plexflow so that billing is automatically adjusted in future collections.

Steps

Step 1 – Go to Rent Details in question

From the Rents section, open the record of the active lease for which you want to add an additional amount.

Step 2 – Go to the “Services” tab

Click the Services tab. If no service has been assigned yet, you will see a “Click here” link to add one.

Services tab with the click here link

Step 3 – Choose the service type

In the Type section, open the drop-down menu. Select the desired service. In this example, a service titled “Additional rent” was created beforehand.

Type drop-down with Additional rent

Step 4 – Complete the fields

Fill in the required fields:

Description (e.g. Extra warehouse, Parking, Internet)
Price (fixed amount of the service)
Tax (choose the applicable tax: No tax, TPS 5%, TVQ 9.975%, or TPS&TVQ 14.975%)

![Service fields: description, price, and tax](https://storage.crisp.chat/user

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