Renewals

Track renewal offers, price them against legal caps, and send the PDF to the landlord.

Last updated: 2026-05-10

What renewals do

A renewal is the offer-and-acceptance lifecycle for a tenant already in place. Each renewal has a status: offered (you've made the offer), accepted (tenant said yes, a new lease will follow), declined (tenant said no), or expired (the window passed without a response).

When a renewal is accepted and a new lease is recorded, the renewal row points at the new lease. The original lease stays intact so the unit's history reads cleanly.

Why this matters: renewals are how a brokerage retains tenants. Tracking them in one place — instead of in someone's inbox or a paper calendar — is how you stop letting good tenants slip through the cracks.

The expiring-leases workspace

Every morning, the system groups leases ending in 30, 60, 90, 120, or 200 days at /leases/expiring. Each row shows:

The tenant.
The building and unit.
The end date and how many days out ("in 60d" or "60d ago" — so you always know which side of the line you're on).
The current rent.
A suggested rent for the renewal.
The % increase that suggestion represents.
The cap source — RGB, HCR MCR, GCE, or free-market — so you know which legal rule produced it.

Suggested rents go through the same rent gate that lease creation uses, so RGB and HCR MCR caps for regulated units and the Good Cause Eviction standard for covered free-market units are all respected. You won't see a suggestion above what's lawful.

The renewal-window prompts

The system watches every active lease. If a lease is exactly 90, 60, or 30 days from its end date and there's no renewal row yet, it logs an internal event each morning. That event shows up on the dashboard's attention list and at /leases/expiring as a prompt for someone to make the offer.

This is internal only. It does not auto-email the tenant. NYC's regulated renewal notice (RTB-9) has rules about who has to send it, when, and how — that decision stays with a human. The cron is just a reminder so you don't miss the window.

Exporting the renewal PDF

Leases on the expiring page are grouped by landlord. Each group has an Export PDF button that produces a one-click landlord-facing report — one row per expiring lease with tenant, building/unit, days until end, current rent, suggested rent, % increase, and cap source.

The PDF downloads to your computer. Use it however the landlord prefers — attach to email, drop in a shared folder, print and hand over.

Export is read-only and works for everyone who can see the underlying leases. Rate-limited to 20 exports per hour per person.

Sending the renewal PDF to the landlord (admins)

To have Urbero email the PDF directly, click Send to landlord on the landlord group. A confirm dialog opens with a recipient list — it defaults to the email addresses configured on the landlord's site settings (the same list that receives anonymous public inquiries). Add, remove, or override the recipients, then click send. The PDF goes out as an email attachment.

Who can Send: brokerage admin, brokerage owner, landlord admin, super-admin. Agents and viewers see Send greyed out — they can still Export, but the email goes out only when an admin signs off.

Rate limit: 10 sends per hour per person.

Recording the outcome

When the tenant responds, update the renewal row to accepted or declined. If they accept, record the new lease on the unit (see Leases) and the renewal row links back to it so the history connects end-to-end. If they decline, the unit eventually flips back to vacant when the current lease ends — at which point the inventory grid picks it up and you can start the next listing.

Who can do what

Role	View	Export PDF	Send PDF	Record outcome
Agent	Your units	Yes	No	Yes, on your own units
Brokerage admin / owner	All	Yes	Yes	Yes
Landlord viewer	Their landlord's units	Yes	No	No
Landlord admin	Their landlord's units	Yes	Yes	No
Super-admin	All (read-only)	Yes	Yes	No