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# How to record a tenant’s response to a renewal notice

In some cases, the tenant replies to you by email or in person, without using the renewal link. Plexflow then lets you **set the status** of their response, while keeping **proof in the file**.

## Step 1 — Open the unit record

1. Go to **Properties**.
2. Open the **property**, then the **unit record** in question.
3. Go to the **Renewal notice** section.

## Step 2 — Check that the notice has been sent

Before recording a response, make sure the document is at the right step, namely « Envoyé au locataire » (Sent to tenant).
In the status of the tenant’s request, you will generally see:

- **Renewal notice delivered on** (date/time)
- **Opened on** (if the tenant opened the email)
- **Not clicked yet** (if the tenant has not clicked the link)
- **Not answered yet** (if no response has been recorded)

## Step 3 — Open the response editor

1. In the tenant’s line, click **“Not answered yet”** (edit icon).
2. A window opens so you can set the response.

![Tenant line with Not yet responded](https://storage.crisp.chat/users/helpdesk/website/-/9/9/5/a/995a701e47028800/image_4hxxnf.png)

## Step 4 — Record the response and save

1. Select the right status from the list, for example:
   - **The tenant accepts**
   - **The tenant rejects and renews** (they refuse the proposed conditions, but want to renew)
   - **The tenant won't renew and will leave**
2. Choose the **date** of the response.
3. (Recommended) Add a **short note**: channel + factual summary

Example: “Response received by email, the tenant accepts as is.”

4. Click **Save**.

![Window to record the tenant’s response](https://storage.crisp.chat/users/helpdesk/website/-/9/9/5/a/995a701e47028800/etape-4_1ny0tcl.png)

## Step 5 — Confirm and add proof

1. Plexflow displays a confirmation screen indicating that you are **manually** setting the response status.
2. Click **Select** to upload **proof of the response** (e.g. an email, a signed document, a screenshot).
3. Click **Yes, continue**.

![Confirmation to set the response manually and upload proof](https://storage.crisp.chat/users/helpdesk/website/-/9/9/5/a/995a701e47028800/etape-5_1mdrv0t.png)