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

Email history not visible in Plexflow

Accepted Answer

A frequent remark among our users is that they cannot see the history of emails sent in Plexflow for certain tenants.

👉 In most cases, this problem comes from a uppercase/lowercase difference in the tenant’s email address. For example, Emmanuel@plexflow.ca can be interpreted differently from emmanuel@plexflow.ca.

Email history missing because of capital letters in the address

Fortunately, the fix is simple and quick:

Steps to correct the problem

1. Go to the Rent Details section.

Rent Details section

2. Click the tenant’s name and press the Edit button.

Tenant name and blue Edit button

3. Correct the email address so that it is all in lowercase (e.g. `emmanuel@plexflow.ca`).

Email address corrected to lowercase

4. Once the change is saved, go to the Reports tab to check that the email history is now visible.

Reports tab showing the email history

🎓 Did you know…

Plexflow now offers free training to help you get more

Question 5

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 6

Why are no leases showing in my lease report?

Accepted Answer

This report shows all leases attached to rents, including paper leases that were uploaded and attached in the rent. If you do not see any leases, first check the filters used on the page, then go and check in a rent to see whether a document is attached as a lease.

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