Communicate with Applicants

Timely communication with prospective tenants throughout the application process is critical to renting a unit quickly and efficiently, as well as keeping accurate and easily accessible records of those communications.

Communicate with applicants directly through Buildium and track your communication history with each applicant. 

Note: Applicant communications will be available in the Essential, Growth and Premium plans. Click here to learn more about these plans.


In this article, you'll learn about:

  1. Types of applicant communications
  2. How to view the communication timeline
  3. How to compose and send an email
  4. How to log a call

1. Types of applicant communications


Compose and send emails to applicants from within the Buildium platform.

  • Email an individual applicant
  • Email a group of applicants
  • Select multiple applicants to send an email to
  • Create email templates to send to applicants

Call Log

Log a call with an applicant to keep track of phone conversations


2. How to view the communication timeline

A record of all communications with an applicant can be viewed in their communication timeline. To access an applicants communication timeline:

  1. Navigate to Leasing > Applicant
  2. Click the name of the applicant who’s communication timeline you would like to see
  3. Select the Communications header to view the communications timeline with a full history of your communications with an applicant

3. How to compose and send an email

  1. Navigate to the communication timeline (see instructions above)
  2. Click New and select Compose email. The contact information of the selected applicant will automatically be included in the “To” field.
  3. To add additional recipients, click Edit next to the “To” field. In the “Add recipients” window, select the additional recipients by checking the box next to their name. Once you’ve selected all desired recipients, click Done to return to the email editor.
  4. You can also BCC staff, save selected recipients to a distribution list and maintain distribution lists by clicking the ellipses (…) to the right of the Edit button.
  5. Next, choose the appropriate sender from the dropdown list in the “From”
  6. To use an email template, select the template from the dropdown menu in the “Template” field and make any needed adjustments to the subject, content and format. If you would like to create a new template, follow the steps outlined here.
  7. If you are writing a custom email, enter the content in the open text field and format as needed.
  8. When you are ready to send the email, click Send.

 4. How to log a call

  1. Navigate to the communication timeline (see instructions above)
  2. Click New and select Log a call.
  3. Add the information about the call, including the date, time, a descriptive header in the “Subject” field, and notes from the conversation in the “Body”.
  4. When you are finished, click Save to log the call and return to the communication timeline.


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