Share Branded Tenant Portal Links | RentMouse

Deliver renters a trustworthy first impression with branded tenant portal links, QR codes, and welcome messaging. This guide covers how to locate your unique portal URL, customize the tenant experience, send invitations, and track activation analytics while keeping each access link secure.

At a Glance#

Who it’s for: Landlords and leasing coordinators who manage tenant onboarding communications.
Time to complete: 20 minutes for initial setup, plus optional recurring check-ins.
Prerequisites: Completed landlord onboarding, active organization branding, at least one property with a unit, and email or SMS channels configured in RentMouse.

What You Can Do#

Retrieve the dynamic portal slug unique to each organization and generate QR codes for offline materials.
Customize welcome headlines, support contacts, and FAQs that appear in the tenant portal hero.
Send activation emails or SMS blasts in bulk, with resend logic for unverified renters.
Monitor activation metrics and portal usage from Tenant Analytics.
Troubleshoot expired tokens, link collisions, and wrong-brand assignments quickly.

Before You Begin#

Permissions: Users need communications.manage or owner-level access to edit portal messaging and send invitations.
Plan requirements: Starter tier and above unlocks advanced branding and analytics. Free tier exposes a default portal but with limited customization.
Regional considerations: US portals default to imperial measurements and USD currency; CA portals show bilingual prompts if enabled under Settings ▸ Localization.
Asset checklist: Prepare your brand palette, landlord support hours, and knowledge base links (e.g., /help/tenant-portal-login-help).

Step-by-Step#

Breadcrumb: Portal ▸ Overview

Locate your tenant portal URL
Go to Portal ▸ Overview. The unique slug displays beneath the URL preview (e.g., rentmouse.com/portal/smith-properties). Click Copy link or Download QR to obtain the shareable assets.

Breadcrumb: Portal ▸ Branding ▸ Welcome

Customize welcome messaging
Select Branding ▸ Welcome. Update the headline, subheader, and hero image alt text. Add support contact locations and include the knowledge base link for /help/tenant-portal-login-help. Save changes to push updates instantly.

Breadcrumb: Portal ▸ Messaging ▸ Invitations

Send tenant invitations
Open Messaging ▸ Invitations, segment by property or unit, and choose email or SMS templates. Personalize the message with tenant name tokens and include CTA buttons pointing to the copied portal link. Click Send now or schedule for later.

Breadcrumb: Portal ▸ Messaging ▸ Resend

Resend activation links automatically
Enable Auto-resend to nudge renters who have not verified within 48 hours. Customize cadence (every 24 or 72 hours) and stop after three attempts. The system refreshes the secure token with each resend.

Breadcrumb: Portal ▸ Analytics ▸ Activation

Monitor activation metrics
Use the activation report to view invite sent, opened, and account created counts. Filter by property, time range, or communication channel. Export the CSV for offline reporting.

Breadcrumb: Portal ▸ Settings ▸ Support Links

Embed help resources
Add quick links for /help/pay-rent-online, /help/tenant-autopay, and /help/send-tenant-communications so residents can self-serve. Reorder the links with drag-and-drop to emphasize priority actions.

Ongoing Checklist#

Review portal metrics weekly; resend invites for tenants showing as “Pending Activation.”
Refresh hero copy quarterly to promote new features, policy updates, or seasonal maintenance reminders.
Confirm QR codes on printed signage (lobbies, elevators) resolve correctly and include alt text for accessibility.
Coordinate with the marketing team to align portal copy with public website updates and /features/tenant-portal messaging.

Screenshots & Media#

rm-portal-overview-url-step1-v1.png — Alt: “Portal overview card displaying unique link and QR code download button”; Title: “Portal overview link card”; Description: Show the live URL preview with copy and QR options; Caption: “Copy the portal URL or generate a QR code from the overview card.”
rm-portal-branding-welcome-step2-v1.png — Alt: “Welcome messaging editor with headline and hero image options”; Title: “Customize welcome messaging”; Description: Highlight fields for headline, subtext, hero image, and accessibility options; Caption: “Edit headline, subheader, and hero alt text for a branded first impression.”
rm-portal-messaging-invite-step3-v1.png — Alt: “Invitation composer with tenant list and Send now button”; Title: “Send invitations”; Description: Display segmentation filters, template preview, and send buttons; Caption: “Segment tenants and send portal invitations by email or SMS.”
rm-portal-auto-resend-step4-v1.png — Alt: “Auto-resend toggle with frequency dropdown”; Title: “Configure auto-resend”; Description: Show the toggle and cadence options; Caption: “Enable auto-resend to automatically follow up with unactivated tenants.”
rm-portal-analytics-activation-step5-v1.png — Alt: “Activation analytics chart with invite sent/opened metrics”; Title: “Monitor activation analytics”; Description: Include chart, funnel metrics, and filter controls; Caption: “Track invite performance and identify renters who still need to log in.”
rm-portal-support-links-step6-v1.png — Alt: “Support links management table with drag handles”; Title: “Add support resources”; Description: Present list of help links and drag handles for ordering; Caption: “Add help center links so tenants can find guidance inside the portal.”
rm-portal-qr-poster-v1.png — Alt: “Example lobby poster with QR code and activation instructions”; Title: “Physical signage example”; Description: Mock signage with portal QR code and brand colors; Caption: “Use branded signage with the QR code for offline tenant onboarding.”

Troubleshooting#

Symptom	Likely cause	Fix
Tenant link redirects to different brand	Duplicate slug configured across organizations	Visit `Portal ▸ Overview`, regenerate the slug with a unique suffix, and update marketing materials.
Invite email lands in spam	Sender domain not authenticated or copy includes spam triggers	Authenticate your domain under `Settings ▸ Communications`, rewrite subject lines, and ask tenants to safelist the address.
QR code scans but shows 404	Portal URL changed after print materials produced	Download the updated QR code and replace signage. Use short URLs to mitigate future changes.
Auto-resend not triggering	Tenant flagged as Do Not Contact or invitation already accepted	Check tenant communication preferences and activation status; manually resend from the tenant profile if they still need access.
Analytics dashboard shows zero data	Filters set to empty property group or time range	Reset filters to “All properties” and last 30 days. Confirm invitations were sent through the RentMouse system rather than external email tools.

FAQ#

Can I customize the tenant portal URL?
Yes. Click Edit slug on the overview card, enter a new slug (3–30 lowercase characters, hyphen allowed), and save. Links update instantly—remember to redistribute QR codes and invites.

How do I embed the portal link on my website?
Use the provided HTML snippet in Portal ▸ Overview or link directly to https://rentmouse.com/portal/<your-slug>. Add rel="noopener" for external anchors and confirm color contrast meets accessibility standards.

Can co-owners share one portal?
Yes. The portal slug belongs to the organization, not an individual. Owners, managers, and maintenance leads all direct tenants to the same URL as long as they belong to the same organization.

What happens when a tenant moves out?
Deactivate the tenant in RentMouse. Their portal account is archived and sign-in attempts display “Account inactive.” Issue a new invite when they re-rent a unit.

Can I use the portal for vendor communications?
No. Vendors have a separate work-order portal (/help/vendor-work-order-portal). Use it instead of sharing tenant links to maintain data separation.

Security & Privacy Notes#

Each invitation contains a unique, expiring token. Resending creates a fresh token and invalidates older links.
Portal data inherits role-based permissions; tenants only see units they were explicitly assigned.
QR codes embed the same HTTPS link; never print raw invite tokens on public signage.
Branding assets remain in encrypted storage; only users with communications.manage can replace them.
Feature flag tenant_portal_branding_v2 must stay enabled to access analytics and custom support links.

Version & Region#

Feature flag: tenant_portal_branding_v2
Last verified build: RentMouse web 2025.10.28
Last verified date: 2025-11-01
Supported regions: United States, Canada (localized currency labels; bilingual copy optional)

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