Who This Applies To: VRTrust team members who manage owner communication and publish owner statements.
Please note that the video above may not reflect all of the latest updates.
Overview
VRTrust emails owners when you invite them to the owner portal and when you publish their statements. In Settings → Emails, you can edit the text of each email so it sounds like your company and gives owners the right next step.
Owners no longer need a portal login to see a published statement. The statement email includes a secure button that opens that month's statement directly, so owners who never set up a login, or forgot their password, can still review their numbers.
That means fewer "I can't get into the portal" emails for your team, and a clear record of who received and opened each statement.
Owner Email Templates
Template | When it's sent | Where the link goes |
Owner Invitation | When you invite an owner to the owner portal or resend an invitation. | A one-time link to create their portal login. It expires after 7 days. See Invite owners. |
Owner Statement by link | When you publish or resend a statement and choose to email owners. It goes to the email address on the owner contact. | The published statement, with no login needed. |
Owner Statement for viewers | When you publish or resend a statement and choose to email owners. It goes to owner portal viewers. | The owner portal, where viewers log in to see the statement. |
Edit an Email Template
Each template opens in an editor with a live preview of the email on the left and the editable fields on the right. The preview updates as you type, so you can see exactly what owners will receive.
Go to Settings and select Emails under Features in the left-hand menu.
Select the template you want to change.
Edit the fields on the right (see the table below).
To personalize the text, place your cursor where you want the detail to appear and click an attribute button in the text toolbar:
User (the recipient's name)
Listing (the property)
Date (the statement month).
Attributes appear as blue tags and are filled in for each owner when the email is sent.
Click Send me test in the top-right corner to send the email to yourself and check how it looks in your inbox.
Click Save.
Field | What it controls |
Subject | The email's subject line. |
Short preview text | The line most inboxes show next to the subject, before the email is opened. |
Header | The large heading at the top of the email. |
Text (First part) | The main message above the button. Use the toolbar to add bold or italic text, headings, lists, links, and attributes. |
Button | The label on the email's button, for example Open my statement. |
Text (Second part) | An optional message below the button, such as a sign-off or how to reach your team. |
The email's logo and color theme come from your owner portal branding. To change them, click the Owner portal settings link in the editor or see Manage owner portal settings.
How Statement Emails Without a Login Work
Choose which owners get statement emails
Each owner has a Statement emails switch on the owner page and in the owner drawer.
Owner | Statement emails default |
Has an active portal login | On |
No active portal login | Off, until you turn it on |
Clicked unsubscribe in a statement email | Off. Turning it back on resumes their emails. |
To turn statement emails on or off for an owner:
Go to Owners.
Click the owner to open the owner drawer, or open their owner page.
Turn the Statement emails switch on or off.
Once you set the switch for an owner, it keeps that setting. To start sending statements to owners who don't have a portal login, turn on Statement emails for each of them.
Make sure each owner has the correct email address on their owner record. This is where statements will be sent.
Send the email when you publish
Publish or resend a statement.
Review the recipient list in the dialog. It shows each owner and viewer who will get the email. Anyone who won't is greyed out with the reason, such as a missing email address, an unsubscribe, or Statement emails are off.
Choose to send now, in 2 hours, or not at all.
What owners see
The email has a button that opens that month's statement, exactly as it appears in the owner portal, with View PDF and Export.
The link opens only that statement. It doesn't show drafts or any other part of the portal.
The link works for 7 days. If it has expired, the owner clicks Send me a new link and a fresh link is emailed to the same address.
Owners who are already logged in to the owner portal on that browser go straight to the statement in the portal.
Every email includes an unsubscribe link.
If you use a white-labeled owner portal, the link uses your own domain.
Confirm an owner received their statement
Open the statement and view its Emails history. It shows who received the email and when they opened it, which helps when an owner says they never got their statement.
Example
An owner of a lake cabin never finished setting up a portal login. You turn on Statement emails on their owner record, then publish September's statement and choose in 2 hours. The owner gets the email, clicks the button, and downloads the PDF, no password needed. A week later they ask whether it was sent, and the statement's Emails history shows it was opened the day it arrived.
Important Considerations
Review your statement email text. If your team customized the old Owner Statement was published email, that text was copied into Owner Statement by link. If it tells owners to log in to the portal, update it, since many recipients won't have a login.
Keep owner email addresses current. Statement emails go to the email address on the owner contact. Owners without an address are skipped.
Viewers are separate. Owner portal viewers keep getting the email that links to the portal, unless they turned statement notifications off. See Enable or disable owner statement notifications.
Sending is always your choice. Publishing a statement never emails owners unless you choose to send.