Tenants

Tenants > Tenants

The tenancy is the agreement between the property manager/landlord and the tenant to rent the property. The tenant provides the landowner with revenue so the tenant details are required to track this income.

Most of the details entered about a tenant is for your information only.  The short code field is used to enter a short reference which will be easy for you to remember later such as the tenant surname.  Short codes are often used in popup combo boxes when referring to the tenants.

The Tenancy End Date is optional.  If you don’t know when the tenancy will end, it can be left blank.

The Lease Expiry Date is a date representing the end of the current fixed term tenancy.  If there is no fixed term, this date can be left blank.

The Rent Review date is also optional, but if specified, the Dashboard screen will remind you closer to the review date in order for you to complete a review.  During a review, the rent may not necessarily change.  It might be decided to leave the rent as it is until the next review date.

The Inspection Frequency is used to automatically create inspection entries in the inspection timeline.  This will cause new inspections to be automatically added each time one inspection date is passed.  For example if the inspection frequency is set to 2 months, then the first inspection will be automatically added 2 months after the tenancy start date.  Then when the date of the first inspection passes, another inspection will be automatically added 2 months after that.  See also Inspection Schedule.

The Closed Status has 3 options. Open means you are still charging this tenant rent.  This is the default initial status.  Closed means the tenancy has ended and you don’t expect to have any more activity from this tenant.  If an end date is specified, the status will automatically be changed to closed when the end date is reached. Closed – Allow Transaction Entry is the third status, and means the tenant has left the property, but they still owe us money, so this tenant will still be selectable during transaction entry in order to record additional rent payments.

Contacts Tab – You can add as many additional contacts as you need.  One contact is marked as the primary contact, and this person is the one correspondence is sent to.  See also Contacts.

Rent Changes Tab – Rent changes record the date the rent changes from the previous value to a new value.  If a new rent change is created with a future date, the rent change will automatically be applied when that date is reached.  See also Rent Changes

Notes Tab – Notes are a way of adding additional information to the tenant such as emails or reminders.  See also Notes.

Attachments Tab – Attachments are files which are associated with the tenant such as photos, scanned documents, PDF files etc.  Any file type can be added.  See also Attachments.

Letters Tab – Letters are generated using the Mail Merge facility.  See also Letters and Mail Merge

Bond/Deposit Tab – The bond or deposit is the amount help by the property manager or landlord (or tenancy services in New Zealand) to cover repairs or other expenses which are there tenants responsibility.  The Bond/Deposit screen records activity such as money added to or removed from this bond/deposit fund.  See also Bond/Deposit.

Custom Fields Tab – Custom fields are used to add additional information not provided by the original fields on the tenant screen.  For example you might want to add a GST number or a social security number.  Once added, custom fields are available for all tenants.  See also Custom Fields.

Extra Charges Tab – Extra charges are an amount required to be paid by the tenant in addition to the normal rent. This could be for repairs which you want the tenant to pay for, or letting fees or water/electricity/council bills when they are the tenants responsibility.  See also Extra Charges.

Information Tab – The information tab provided calculated information about this tenant such as the calculated total rent paid and total rent due etc.  None of these fields are able to be modified via this screen, but can be affected by other changes such as changing Rent Changes or adding/removing transactions on the cashbook screen.