How are the rental reports sent?

How are the rental reports sent?

When you complete a rental inspection in the app by clicking on the “Create reports and send” button and then synchronising your app, the system automatically sends an email to all parties involved: the tenant(s) and the owner(s). This is, of course, provided that an email address has been entered in the contact details for these parties.

This email contains the report and any other documents (e.g. a rental damage list or a transfer document) that you created when you completed the report in the app. Both the reports and the documents are always in PDF format.

By default, the reports are sent to the email address of the person who carried out the rental inspection. This is the email address of the user who completes and synchronises the report.

You can also choose to have the emails sent via your organisation's general email address. This is the general email address that you will find in your Company Account in the Rental Manager. You can set this up via the General Settings in your Rental Manager:

Do you have branches within your Rental Inspector environment? Then the general email address of each branch within the company account will be used.

Important: link your domain name!

To ensure that your emails are sent smoothly, it is necessary to link your domain name. You only need to do this once and it will be valid for all users who have an email address with the same domain name.

Do users have email addresses with different domain names? If so, make sure that the settings are configured for each domain name.

To link your domain name, the following settings are required on your domain name:

1. An SPF record
2. A DKIM record
3. A DMARC record

You can read all about the correct settings in this article.

What if your domain name is not linked?

If you do not install the three necessary records on your domain name, or if they are installed incorrectly, the reports will be sent from noreply@chapps.com.

However, if a recipient replies to the email, it will be sent to the email address of the person who sent the report or to the general email address of the organisation or branch (depending on your settings, see above).

Please note: without linking your domain name, emails containing reports and documents are much more likely to be considered spam by the recipient's mail server. This means that your emails may not reach the recipient's mailbox. You will also not receive any error messages or out-of-office messages from the recipient.

Please note that if your domain name is not linked or is linked incorrectly, we cannot guarantee the smooth delivery of emails and can only offer support if the sending of emails via noreply@chapps.com is disrupted.

We therefore recommend that you always link your domain name or domain names.