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# Tracking individual renewal notices in Plexflow

[Video](https://www.youtube.com/embed/jnjhrlAGCU0?rel=0)

## Foreword

This capsule explains how to **track individual renewal notices in Plexflow**, from the sending of the notice through to the tenant’s final response.

The goal is to help you:

- know **where** to track each notice,
- understand **how the 31-day countdown works**,
- clearly distinguish **automatic responses** (via Plexflow) from **external responses** (outside Plexflow).

👉 A training video is available and presents the entire process directly in Plexflow. For more visual details, we invite you to consult it.

## 1. Reminder: the three main follow-up steps

For an individual renewal notice, Plexflow accompanies you through three main steps:

1. **Sending of the notice**
2. **Acknowledgement of receipt**
3. **Tenant’s response**

The complete follow-up of a renewal notice consists of properly documenting these three moments.

## 2. Sending of the notice: manual or Plexflow certified email

First, you must choose **the sending method** of the individual renewal notice.

### 2.1. Manual sendings

You can document a sending made outside Plexflow, for example:

- **By bailiff**
- **By registered mail**
- **In person**

Once the method is selected, a window is displayed with, in particular:

- the **PDF of the renewal notice**,
- the **acknowledgement of receipt date**,
- the **tenant’s response** (to be completed at the right time).

You can then indicate the date on which the tenant acknowledged receipt, which lets the system calculate the countdown of remaining days.

### 2.2. Plexflow certified email

When you choose **sending by Plexflow certified email**, an additional section appears for the email follow-up:

- email **sent**,
- email **opened**,
- link **clicked**.

The tenant receives an email containing a button (for example: **“Full notice and response”**).

It is **when they click this button** that Plexflow considers that the **acknowledgement of receipt** has been completed.

From that moment:

- the **countdown of remaining days** is activated,
- the notice indicates the number of remaining days to respond (31 days by default).

## 3. Acknowledgement of receipt and the 31-day countdown

The **acknowledgement of receipt** corresponds to the confirmation that the tenant has actually received the renewal notice, without prejudging their response.

- Once the notice has been received, the tenant has **one month (31 days)** to respond.
- Plexflow displays in **yellow the number of remaining days** in order to help you properly track the deadlines.

According to the sending method:

- **Plexflow certified email**: the click on the button to consult the notice automatically triggers the acknowledgement of receipt and the countdown.
- **Manual sending**: you must **manually enter the acknowledgement of receipt date**, which lets the system calculate the countdown of remaining days.

## 4. Tenant’s response: automatic vs external

The **tenant’s response** corresponds to the choice they make following the renewal notice: accept, refuse, or leave.

It is important to distinguish **two main types of responses**:

1. **Automatic responses (via Plexflow)**
2. **External responses (outside Plexflow)**

### 4.1. Automatic responses via Plexflow certified email

In the case of a renewal notice sent automatically by Plexflow:

1. The tenant receives the notice by **certified email**.
2. They click the consultation button and see:
   - the **details of the increase**,
   - the **delivery date**,
   - the **number of remaining days** to respond.
3. They then choose one of the **three response options**, for example:
   - *“I accept the renewal of the lease with its modifications”*
   - *“I refuse the proposed modifications and I renew my lease”*
   - *“I am not renewing my lease and I will leave the unit at the end of the lease”*
4. Once the option is chosen, the tenant is invited to **sign the official document digitally** (TAL template or customized template).

As soon as the signature is completed:

- the **response is automatically entered in Plexflow**,
- a **new lease period** is created according to the renewal parameters.

### 4.2. External responses (outside Plexflow)

**External responses** are all the responses that do not go directly through the automatic flow of the certified email. For example:

- a **paper document** signed by the tenant,
- a **non-certified email**,
- any other confirmation received outside Plexflow.

In these situations, it is essential to **update the record in Plexflow** in order to keep a complete history.

1. Open the individual renewal notice in Plexflow.
2. Locate the option indicating whether the tenant has responded.
3. Click the **pencil icon** to change the response.
4. Select the **tenant’s response** from the drop-down list, indicate the **date**, and add a **note or reason** if needed.
5. Save.

A confirmation window will then offer you:

- to **upload proof** of the response (signed document, screenshot of an email, etc.),
- then to **confirm** your choice.

This step lets you keep **precise records** that are well documented, even when the response was obtained outside the system.

## Terminological note

In Plexflow, we favour the use of the term **“renewal notice”** rather than **“increase notice”**.

The term “renewal notice” covers a broader set of elements, such as the renewal of the lease, changes to the conditions, as well as any variation of the rent, including an increase.

That said, in practice, these two expressions are often used interchangeably.