You need to have registered the tenant in the system before you can set-up a tenancy at a property for that tenant. Here are the steps for adding a tenant:
- Click on the “Lettings” top menu tab
- Click on the “Tenants” sub-menu
- Click on the “Add” link to take you to the form to register a new tenant
- Enter the details for the tenant and press the “Add” button. At least one of email address or phone number is required.
Note: a shortcut to the Tenant registration form exists on the Dashboard page. Clicking on the “Add Contact” link at the top of the dashboard, and selecting Residential/Commercial Tenant will take you directly to Step 4.
Tenant Form Fields
Most of the fields in the tenant form are self-explanatory, but some additional notes are provided below:
"Additional contact" - if the tenant has a second set of contact details (for example, for a spouse or partner), enter them in this section.
"Company name" - if the tenant is in fact a company, enter the name of that company in this field.
"Email" - if you have multiple email addresses for this tenant, you can enter them in the single email field, separated by a semi-colon (;).
"State" - by default, all new tenants will be registered as being "Looking". Once they have found a property and are set-up in a letting at that property, the system automatically changes their status to "Moved In". To archive them, without actually deleting them from the system, set the state to "Inactive". You will still be able to access the record, but the tenant will not appear in the tenant list by default.
"Lead Staff" - the member of staff responsible for the agency's relationship with this client.
"Branches" - for multi-branch agencies, you can register the tenant at multiple branches by ticking the branches in this field.
"Property Categories" - tick whether the tenant is a residential or commercial tenant, or both.
"Search Criteria" - enter the applicant's search criteria in this section of the form. Don't forget to tick the "Subscribe to emails" tickbox if the tenant is to receive property alerts by email.
Employer, Guarantor, Referee Details
To set the employer, guarantor or referee details for a tenant, click on the "Lettings Management Details" side-menu option having registered the tenant. Click "Edit" to enable the form.