Re-Lease User Manual

• Keeps every active lease, expiry date and renewal in one place.
• Surfaces upcoming renewals early so deadlines are never missed.
• Moves landlords and tenants through a structured renewal workflow — enquiry, decision, response, signature and final pack.
• Replaces scattered spreadsheets, reminders and email threads with one auditable process.
• Turns a non-renewal into a sales opportunity by offering the landlord a property valuation and routing their interest to the agency.

The result: less admin, more mandate time. Your team spends less time chasing paperwork and more time managing relationships and winning mandates — including the sales mandates that surface when a landlord decides not to renew.

• Agency admin — sets up the agency, manages team members, oversees templates and settings.
• Agent / letting team member — captures leases, drives renewals and communicates with landlords and tenants.
• Landlord — receives a secure prompt to renew or not renew, and proposes terms.
• Tenant — receives the renewal offer, reviews the terms and accepts or declines.
• Re-Lease platform admin / support — the Re-Lease team, who assist pilot agencies and manage the platform.

1. 1Sign in using Google or an email one-time code.
2. 2Complete agency onboarding — add your agency name and primary details.
3. 3Read and accept the legal and privacy notices.
4. 4Add your team members and assign their roles.
5. 5Confirm your agency support contact details.
6. 6Open your dashboard — you are ready to capture your first lease.

One sign-in is linked to one agency. If you are already connected to an agency, Re-Lease takes you straight to your workspace.

Android (Chrome)

1. 1Open the Re-Lease website in Chrome.
2. 2Tap the menu (three dots) in the top-right corner.
3. 3Tap “Add to Home screen” or “Install app”.
4. 4Confirm — the Re-Lease icon appears on your home screen.

iPhone / iPad (Safari)

1. 1Open the Re-Lease website in Safari.
2. 2Tap the Share button (the square with an upward arrow).
3. 3Scroll down and tap “Add to Home Screen”.
4. 4Tap “Add” — the Re-Lease icon appears on your home screen.

Once added, Re-Lease opens full-screen without browser bars and loads quickly — just like a native app.

1. 1Capture the property address.
2. 2Capture the lease expiry / termination date.
3. 3Capture the landlord’s details.
4. 4Capture the tenant’s details.
5. 5Capture the current rental and deposit.
6. 6Assign the responsible agent.
7. 7Confirm the key renewal dates.

Once saved, the lease appears in your dashboard and renewal pipeline, with its next action and timing calculated automatically.

1. 1Open the lease and upload the original signed lease PDF.
2. 2It is stored as “Original Signed Lease” in the lease vault.
3. 3The source document stays available for audit and reference at any time.

Re-Lease does not need to redraft your old lease to manage the renewal. The original stays as the record of truth, while Re-Lease drives the renewal workflow and generates the renewal addendum on top of it.

• Agency prompts — your team is reminded when action is due.
• Landlord renewal decision — the landlord chooses to renew or not.
• Tenant response — the tenant accepts or declines the offer.
• Signature stage — parties sign digitally.
• Final pack / non-renewal notice — the outcome is documented.

Each lease shows a clear “next action” so you always know what to do next, and an “at risk” status flags renewals that need attention before a deadline slips.

1. 1The landlord receives a secure prompt from the agency.
2. 2The landlord selects renew or do not renew.
3. 3If renewing, the landlord submits the proposed rental, deposit, new termination date and a tenant response deadline.
4. 4If not renewing, the landlord is offered a property valuation, and the non-renewal workflow begins.

Throughout, the agency keeps full visibility and a complete audit trail of what was proposed and when.

1. 1The landlord chooses not to renew on their secure link.
2. 2The same form offers them a property valuation — one optional question, answered in the same submission.
3. 3If they accept, they can leave a contact number, which is captured alongside the request.
4. 4The request is recorded against the lease, and your team is notified separately from the operational non-renewal notice.
5. 5Your agency contacts the landlord and carries out the valuation.

Re-Lease captures and routes the landlord’s interest. It does not value any property and never sends the landlord a price or estimate — the valuation is carried out by your own agents, using your agency’s process.

Because the offer runs on every non-renewal, every lease that ends quietly tests whether that landlord may be ready to sell, without an agent having to remember to ask.

The landlord is asked once, in the same secure form as their decision — no second email, no separate login and no follow-up questionnaire. A landlord who declined earlier can also request a valuation later from their own Re-Lease account.

1. 1The tenant receives the renewal offer.
2. 2The tenant reviews the proposed terms.
3. 3The tenant accepts or declines.
4. 4If the tenant accepts, the lease moves to the signature stage.
5. 5If the tenant declines, the non-renewal workflow begins.

Proposed terms only become part of the lease once the tenant accepts — so a declined offer never changes the existing lease record.

• Landlords sign first.
• Tenants sign after the landlord signatures are in.
• Each digital acknowledgement captures the signer’s name, email, timestamp, document version and supporting metadata.
• Once every party has signed, finalisation generates the final renewal pack automatically.

• Original signed lease.
• Renewal addendum.
• Non-renewal notices.
• Final renewal pack.
• Notifications and audit events.
• Downloads of any generated document.

Access is agency-scoped and secure — your team only ever sees your agency’s documents.

• Onboarding welcome.
• Lease captured confirmation.
• Landlord enquiry.
• Tenant offer.
• Signature request.
• Final pack issued.

Each notification shows a status — sent, queued or failed — so you can confirm that messages reached their recipients.

• Renewal pipeline across all your leases.
• Today’s actions — what needs doing now.
• At-risk leases that need attention.
• Notifications and recent activity.
• Documents for quick access.
• Admin time saved and mandate time returned.

• Re-Lease ships base templates for renewal documents.
• Templates can be customised for your agency.
• Signed-off templates are marked as approved for use.
• Legal review is applied where applicable before final launch.
• Templates can be edited later as your needs change.

• Records are agency-scoped — one agency cannot see another agency’s data.
• Documents are kept in private storage.
• A full audit trail records key actions.
• The platform is designed with POPIA in mind.
• User roles and access control limit who can see and do what.

Common issues

• Can’t sign in — confirm you are using the same email or Google account you onboarded with, and check your spam folder for the one-time code.
• Can’t find a lease — check it was captured under your agency, and search by property address.
• Landlord didn’t receive the email — confirm the landlord’s email is correct on the lease and ask them to check spam.
• Tenant didn’t receive the offer — confirm the tenant’s email is correct and that the landlord has submitted their decision.
• Document not uploading — use a PDF and check your connection, then try again.
• Signature not completing — remember landlords sign before tenants; confirm the earlier party has signed.

If a problem persists, contact support at hello@releaseapp.co.za.

• Email support: hello@releaseapp.co.za
• The Re-Lease platform admin / support team assists pilot agencies directly.
• Send feedback or report an issue by email and our team will log and follow up on it.

During the controlled soft-launch we work closely with pilot agencies, so your feedback directly shapes the product.