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Getting started: set up your details first

Your RentHQ emails and newsletters fill in your details automatically: your agency name, your WhatsApp number, your logo, your FFC numbers and more. These details are stored once, as custom values, and used everywhere. Set them up before you send anything.

Do this first. Until your details are filled in, your emails will show placeholders like [Agent Name] or [Agency FFC number]. If you ever see square brackets in a test email, that value still needs to be set up.

1. Open your custom values

  1. Click Settings at the bottom of the left menu.
  2. In the settings menu, click Custom Values.
  3. You'll see a list of values, each with a placeholder in the Value column.

2. Fill in each value

  1. Click the three dots (⋮) at the end of the row and choose Edit.
  2. Replace the placeholder with your own details. Change the value only, not the name or the key.
  3. Click Save, then move on to the next one.
Careful: never delete a custom value. The templates rely on every one of them, and a deleted value leaves a blank in your emails.

Your agency

Custom valueWhat to enter
Agency NameYour agency's trading name, as landlords know it.
Agency AddressYour office's street address. It appears in the email footer.
Agency WebsiteYour full website address, starting with https://
Agency FFC NumberThe agency's Fidelity Fund Certificate number, exactly as it appears on the certificate.
Agency FFC ExpiryThe expiry date shown on the agency's FFC.

Your agent

Custom valueWhat to enter
Agent NameThe name the emails are signed off with.
Agent PhoneThe number landlords can call.
Agent EmailThe email address landlords can reach you on.
Agent FFC NumberThe agent's own Fidelity Fund Certificate number.
Agent FFC ExpiryThe expiry date shown on the agent's FFC.
PPRA Registration LineLeave as Registered with the PPRA. Candidate practitioners must change it to Candidate Property Practitioner Registered with the PPRA.

These values apply to your whole account. If several agents send from the same account, use the agency's details, or remove the agent line at the bottom of each email before sending.

WhatsApp and leads

Custom valueWhat to enter
WhatsApp NumberThe WhatsApp number that should receive landlords' messages. It can be the agent's number or the agency's, whichever you want landlords to reach. Every "WhatsApp us" button and link in your emails opens a chat with this number.
Enter it in international format: 27, then the number without the first 0. No spaces, no + sign. Example: 082 123 4567 becomes 27821234567.
Lead Notification EmailThe email address that should receive new-lead alerts, for example from the RHQ-L001 assessment form.

Your branding (Version B newsletters)

Custom valueWhat to enter
Agency Primary ColourYour main brand colour as a hex code, starting with #, for example #1F2937. Your designer or website developer can give you this. It colours the headline bars and buttons.
Agency Logo URLA web link to your logo image (see below).

To get your logo link:

  1. Type Media Storage in the search bar at the top left and open it.
  2. Click Upload and upload your logo. A PNG on a white or transparent background, about 400 pixels wide, works best.
  3. Open the uploaded logo, copy its link, and paste it into Agency Logo URL.

Leave these as they are

Custom valueWhy
Assessment Form URLThis is already set up and links the RHQ-L001 newsletter to its assessment form. Don't change it unless RentHQ support asks you to.

3. Check it works

  1. Go to Marketing → Emails → Templates and open any newsletter, for example RHQ-L002B.
  2. Send a test email to yourself.
  3. Check your name, phone, email, logo, colour and FFC numbers all show correctly, with no square brackets.
  4. Tap the WhatsApp button. It should open a chat with your own number.
All set? Now head to the landlord newsletters guide to send your first one.

Need help? Setup and technical questions: [email protected]. Everything else: [email protected].