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How to Disable Automated Messages to a Tenant

Stop all messages to a tenant. Learn how to remove their email/phone to prevent system notices and disable their portal access.

Written by Conor Taliancich

This guide explains how to prevent Property Matrix from sending system-generated communications to a specific tenant. To do this, you must remove the tenant’s primary contact details from their profile.
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Part 1: Remove Primary Contact Information

Following these steps will stop all messages, including reminders and notices, from being sent to the tenant from Property Matrix.

  1. Navigate to the Tenants tab.

  2. In the left sidebar, select the tenant you want to modify.

  3. Click the Details tab.

  4. Open the tenant’s Information section.

  5. Delete the contents of Primary Email Address.

  6. Delete the contents of Primary Phone Number.

  7. Click Save.

Part 2: Store Contact Information Using Custom Fields

If you want to stop system messages but still keep the tenant’s contact information on file for your reference, you can create custom fields.

Create Custom Fields

  1. Open your profile or company menu.

  2. Click Settings.

  3. Select Custom Fields from the sidebar.

  4. Click New Custom Field.

  5. Fill out the details for an email field:

    • Field Name: Email Address

    • Applies To: Tenant

    • Field Type: Text

  6. Click Save.

  7. Repeat the process to create a second field for the phone number using Phone Number as the field name.

Use the New Custom Fields

  1. Return to the tenant’s profile in Tenants.

  2. Open the Details tab.

  3. Scroll down to the Custom Fields section.

  4. Enter the tenant’s contact information in the new custom fields.

  5. Click Save.

This lets you keep the information on file without sending system-generated messages.

Important Consequence: Tenant Portal Access

Removing a tenant’s Primary Email Address disables their access to the tenant portal. The portal requires a valid primary email address to function.

If you need to disable messages for a tenant who currently has portal access, follow this order:

  1. Go to the tenant’s Details tab.

  2. In the tenant’s Information section, uncheck Online Access.

  3. Click Save.

  4. After the page refreshes, delete the Primary Email Address.

  5. Click Save again.

The system requires you to save the change to Online Access before removing the email address. You cannot do both in the same step.

Final Caution

Completing these steps prevents Property Matrix from sending all system-generated communications to this tenant. This includes late payment notices, failed payment warnings, and other reminders. You will need to communicate with this tenant outside of Property Matrix.

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