The Move-In Alert will help you clearly track the key milestones that must be completed before a tenant can move into a property. This ensures all required steps — such as referencing, documentation and payments — are completed on time, helping you reduce last-minute issues and deliver a smoother move-in experience for both agents and tenants.
It will derive each milestone from using the system so you have a clear snapshot of where you are! It shows all lettings due to start in the next 65 days, and is available via the alert and letting dashboard so it's easily accessible. Click on each step to see more details.
Renewals won't show as a default - we have a 'Include Renewals?' option on the right-hand side but if you'd like to keep track of everything in one place then let us know! We'll update your options so that both new tenancies and renewals are included.
The exact set of steps can be configured from the list below depending on your requirements:
Holding Deposit: The Holding Deposit amount needs to be set on 'Letting Details' and a tenant receipt for same amount or higher needs to be added against the letting to check this item as complete.
Referencing: New section on the letting to record referencing for the tenant (and guarantor, if required) - either through recording and uploading an external report or utilising our new referencing integration with Canopy! Once all tenant(s) and guarantor(s) have completed their referencing then the item will be marked as complete.
Tenancy Agreement: Once the tenancy agreement has been generated and eSigned then this item will be marked as complete.
Document Issued: This prompt reminds you to send your compliance material (How to Rent Guide, Gas, EICR, EPC certificates etc.) These can be sent at the same time as the tenancy agreement via eSign as an envelope, or you can send separately and tick this item off as complete.
Monies Received: The alert will show you the balance due, as soon as all monies have been received as Tenant Receipts then this item will be marked as complete.
Deposit Protection: As soon as the deposit has been marked as lodged then this item will be ticked as complete - worth ensuring that your protection scheme is linked if you can!
Inventory: These are added room by room on the letting with photos and conditions set before the tenant moves in and pulling together in the 'Check In Report' along with meter readings and key information. Any future inspection report will be based on the original inventory, with an option to do a final check-out inventory and report. This item can be switched to use the Inspections instead if you don't want to do a full inventory. This is disabled by default but contact support if you would like it included.
Inspections: This step will show as complete once an inspection has been completed. This step is disabled by default but contact support if you would like it included.
Keys: Checking the keys out to the tenants on the letting > Letting Details will check this item off the list.
Move-in: The day is here! The countdown will appear on the alert based on the 'Start Date' set on the letting.
Of course, each milestone can be manually overwritten too - simply click on the item > click 'Override' and use the dropdown to update - with space for office notes too:
Don't want all these milestones to appear? No problem! We can remove any steps that you don't want so that it's customised to you.
Prefer a more detailed checklist instead? Letting checklists will appear in the top right-hand corner of the letting on the alert to easily click through and tick off - new options on the letting checklist template to specify which one if your move-in.
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