Tenants and Leases

Primary tenants and co-tenants, active and inactive tenants, leases and their revisions, and the Tenant Portal.

A tenant is someone who rents a unit. Tenants are under General > Tenants in the menu.

Primary tenants and co-tenants

Each household has one primary tenant, the person you add with Add Tenant, or who comes from an approved application. The lease, the invoices, the balance and the deposit are theirs.

Co-tenants are the other people who live there, such as a spouse or a roommate. You add them on the primary tenant’s Co-Tenants tab, each with their relationship to the primary tenant. They don’t have leases or balances of their own.

Invoices and payment reminders go to the primary tenant’s email.
# of Occupants on the Tenants page, or Occupants on a phone, counts the primary tenant and their co-tenants.
A co-tenant can’t become the primary tenant, and can’t move out on their own: co-tenants move out with the primary tenant.

Active and inactive tenants

Active tenants live in their unit, including those with a planned move-out.
Inactive tenants have moved out. The Tenants page shows them when you set Status to Inactive.

Tenants can’t be deleted, and a moved-out tenant can’t be made active again. A tenant stays on the unit you added them to: to move someone to another unit, move them out and add them again there.

Leases

A lease sets the rent and fees, and when invoices are made. How a Lease Bills explains its billing.

Edit Lease changes a lease’s terms from a date you choose. Each change is a revision of the lease, and you can undo it.
Renew Lease adds a new lease that starts after the current one ends.
When a lease ends, it continues month-to-month with the same terms, unless you set it to stop, or it’s a One Time lease. It keeps going until you renew it, end it or move the tenant out.
Two leases on the same unit can’t overlap, and neither can a tenant’s own leases.

A tenant’s Leases tab lists each lease as Active, Upcoming, Past or Cancelled, with its revisions under it. Create, Edit and Renew Leases has the steps.

Occupied and vacant units

A unit becomes Occupied when you add its tenant, even when they move in later.
It’s Vacant again once its tenants have moved out.
A new tenant can only be added to a vacant unit. A unit with a planned move-out isn’t vacant until the tenant has moved out. Add Tenant lists only vacant units and vacant Single Unit properties. A Multi Unit property with no vacant units stays in the list, because you can add a unit to it there.
An application can be for an occupied unit, but it can’t be approved until the unit is vacant.

The Tenant Portal

Tenants can sign in to the Tenant Portal and the mobile app to see their invoices and pay them. For that:

Your organization has it on, under Manage > My Organization > Tenant Settings > Tenant Portal Access.
The tenant has Tenant Portal Access checked, on Primary Tenant > Tenant Info, and an email.

The tenant gets an email when you give them access. Co-tenants can have access too.