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Notice Broadcast: Tell Every Tenant Once, With a Record
Water tanker delayed, lift under maintenance, rent day moved — write it once, choose who it reaches, and send it on email and WhatsApp with delivery you can actually verify.
- Whole PG or chosen rooms
- Email + WhatsApp
- Schedule ahead
- Per-recipient delivery log
A WhatsApp group works until half your tenants never joined it and a dispute six months later turns on whether anyone was told. A notice reaches the people you selected and leaves a per-tenant record of what was sent.
- One message
- to every tenant you pick
- Live count
- recipients before you send
- Scheduled
- fires without you logged in
- Logged
- sent, failed and skipped
The problem
What PG owners struggle with today
Announcements are how a property actually runs: the tanker is late, the lift is down on Sunday, rent day moved because of a bank holiday. Most owners still handle this with a group half the tenants never joined and a printed sheet near the stairs.
- Tenants who never joined the WhatsApp group miss everything
- Messages meant for one floor get sent to the whole building
- Nobody can prove what was announced when a dispute starts
- Copy-pasting a phone list means somebody is always missed
- Announcements written at 11pm have to be sent at 11pm
- Short-stay guests living in the building hear nothing at all
How TrackMyPG solves it
Problem → solution mapping
Each pain point maps to a module that ships in the product today — not a roadmap promise.
Group nobody joined
Sent to the tenants your rule selects, on email and WhatsApp
Wrong audience
Everyone, active only, chosen rooms, by status — or current guests
No proof it was sent
A per-recipient, per-channel delivery record you can point at
Manual phone lists
Recipients resolved fresh at send time from live tenant data
Right message, wrong hour
Schedule it and it goes out on its own
Guests left out
The same notice can target current short-stay guests
Feature deep dive
What you get in the product
Every capability below ships in TrackMyPG today — no roadmap promises, no fake automation.
Pick exactly who hears it
Everyone currently staying, active tenants only, the tenants in chosen rooms, tenants by status, or your current guests.
A third-floor water notice does not reach the whole building.
- Live recipient count before sending
- Rules resolved at send time
- New arrivals included automatically
Email and WhatsApp together
Send on both channels, respecting what each tenant chose to receive and what the property has enabled.
Reach people where they actually read.
- Per-tenant preference honoured
- Title becomes the email subject
- Rich text with lists and links
Draft, schedule, send
Save a draft for a second pair of eyes, schedule for 9am tomorrow, or send now after a confirmation.
The announcement goes out on time without you awake for it.
- Reschedule or cancel while waiting
- Fires without anyone logged in
- Confirmation before a live send
Watch it go out
Live progress while a notice is in flight — percentage complete with sent, failed and skipped counts.
You know it landed before the questions start.
- Progress under the notice title
- Stop the remaining sends if needed
- Retry without messaging anyone twice
A record that holds up
Every recipient and channel is logged with its outcome and the reason when something was skipped.
Deposit and dispute conversations have evidence.
- Missing contact details flagged
- Provider failures recorded
- Searchable notice history
Guests hear it too
When short stays are enabled, a notice can target guests in-house — everyone, or just particular rooms.
People sleeping in your building learn about the water.
- All current guests
- Guests in chosen rooms
- Same compose screen
Workflow
Step-by-step in TrackMyPG
The same flow your desk runs every month — from tenant to report.
Write it once
A clear title — it becomes the email subject and the first WhatsApp line — and the message body.
Choose the audience
Whole PG, active tenants, specific rooms, tenant statuses, or current guests.
Check the count
The recipient count updates as you change the rule, so you see the blast radius first.
Pick channels
Email, WhatsApp or both — narrowed by each tenant’s own preference.
Send or schedule
Send now, or park it for a time at least a minute ahead and forget about it.
Check delivery
Watch live progress, then read the log for anything skipped or failed.
Benefits
Measurable outcomes on the ground
Whole PG or one floor
Send to everyone, to active tenants only, to picked rooms, or to your current guests — with a live recipient count before you commit.
Email and WhatsApp
Both channels honour each tenant's own preference, so nobody is messaged where they asked not to be.
Schedule and track
Park a notice for 9 AM tomorrow, then watch live progress — sent, failed and skipped — while it goes out.
A record that holds up
Every recipient and channel is logged with its outcome, so 'nobody informed us' has an answer.
Outcomes
What operators report after adoption
- Fewer “nobody told us” conversations at the desk
- Announcements reaching tenants who never joined the group
- Room-specific notices that do not disturb the whole property
- Evidence of what was communicated when a dispute starts
- Announcements scheduled once instead of set as a personal alarm
- Short-stay guests informed alongside monthly tenants
Compare
Manual vs Excel vs TrackMyPG
The same PG tasks, three ways to run them. See exactly where structured software pulls ahead.
| Task | Manual / registers | Excel sheets | TrackMyPG |
|---|---|---|---|
| Reaching everyone | A sheet near the stairs | Copy a phone-number column | Audience rule resolved from live tenant data |
| Targeting a floor | Knock on doors | Filter and hope | Pick the rooms; count shown before sending |
| Channels | Word of mouth | Manual forwards | Email and WhatsApp, per tenant preference |
| Timing | Whenever you remember | Whenever you are free | Scheduled and fired automatically |
| Proof of delivery | None | None | Per-recipient, per-channel outcome log |
| Guests in-house | Usually forgotten | Not tracked | Current guests are a selectable audience |
Feature ecosystem
Works with the rest of TrackMyPG
Each module shares the same tenant, room, and invoice data — so your operations stay connected end to end.
Explore related guides
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