Adding a Tenant
Manual Tenant Creation
- Go to Tenants in the navigation menu
- Click Add Tenant
- Enter the tenant’s full name
- Enter their email address (required for portal access)
- Optionally add a phone number
- Click Save
The tenant record is created immediately. You can associate them with a lease later, or create the lease at the same time if you already have a unit ready.
Required Fields
Every tenant must have:
- Full name — the tenant’s legal name, used on leases and correspondence
- Email address — required for sending portal invitations and notifications
Optional Contact Details
You can add a phone number and any notes about the tenant. Phone numbers are useful for urgent communication (maintenance emergencies, etc.) but are not used by the platform for automated messaging.
Tenant Contact Information
Phone Numbers
Phone numbers are stored for your reference and for future notification features. They are displayed on the tenant detail page and are not shared with other tenants or visible to anyone except you.
Email Addresses
The email address is the primary identifier for tenant portal access. It is used for:
- Sending portal invitations
- Delivering notification emails (new messages, maintenance updates, payment confirmations)
- Password reset and account verification
Editing Contact Info
To update a tenant’s contact information, go to the tenant detail page and click Edit. You can change the name, email, and phone number. If you change the email address, the tenant will need to re-verify the new address before they can log into the portal with it.
Contact Info Visibility
Tenant contact information is visible only to you (the landlord). Tenants cannot see each other’s contact information. In the messaging system, tenants communicate with you through the platform — no personal email addresses or phone numbers are exchanged.
Portal Invitations
What the Tenant Portal Is
The tenant portal is a separate website where tenants can view their lease details, check their balance, submit maintenance requests, and message you. Each tenant gets their own login, tied to the email address on their account.
Sending an Invitation
When you create a lease that links a tenant to a unit, the system can send an invitation email to the tenant. The email contains a link to the tenant portal where the tenant can verify their identity and set up their account.
Invitation Email Content
The invitation email includes:
- A welcome message identifying you as the landlord
- The property and unit they are being invited to
- A secure link to accept the invitation and create their portal account
- Instructions for what to do after accepting
Resending Invitations
If a tenant did not receive or lost their invitation email, you can resend it from the tenant detail page. Click Resend Invitation to trigger a new email. The old invitation link may be invalidated depending on your security settings.
Invitation Status
The tenant detail page shows the current invitation status:
- Not Invited — no invitation has been sent
- Pending — invitation sent, waiting for the tenant to accept
- Accepted — tenant has accepted and created their portal account
Tenant List
Viewing All Tenants
The Tenants page shows all tenants in your portfolio with their name, email, associated unit, lease status, and balance. Use this as your central directory for all tenant information.
Searching and Filtering
Use the search bar to find tenants by name or email. Filter the list by property to see only tenants at a specific address. This is especially helpful if you manage many properties with many tenants.
Tenant Detail View
Click on any tenant to see their full detail page, which includes:
- Contact information (name, email, phone)
- Current lease details and status
- Account balance and recent transactions
- Message history
- Maintenance request history
- Portal invitation status
Tenant-Lease Association
How Tenants Connect to Leases
A tenant is linked to a unit through a lease. When you create a lease, you select a tenant and a unit — the lease is the bridge between them. Without a lease, a tenant exists in your system but is not associated with any property.
One Tenant per Lease
Each lease is associated with one primary tenant. If multiple people share a unit, one is designated as the primary tenant on the lease. The primary tenant is the one who receives portal access, payment notifications, and official correspondence.
Viewing a Tenant’s Leases
From the tenant detail page, you can see all leases — both active and historical — associated with that tenant. This gives you a complete history of the tenant’s rental relationship with you, including past properties and units.
Removing a Tenant
When to Remove
Remove a tenant only when they have no active leases and you no longer need to communicate with them through the platform. Removing a tenant does not delete their historical records — past leases, transactions, and messages are preserved.
Impact on Leases and History
If a tenant has an active lease, you must settle or end the lease before removing the tenant. Historical data (past leases, transactions, messages, maintenance requests) remains in the system for your records, associated with the property and unit.
Archived Tenant Records
Removed tenants are archived rather than permanently deleted. Their records remain searchable in reports and transaction history. This ensures your financial records and audit trail remain complete even after a tenant moves out.