Managing Tenants
Each tenant has their own page with contact info, addresses, lease dates, and a running ledger of charges and payments.
Status indicators in the tree
Each tenant in the tree shows a small colored dot. This tells you at a glance whether rent is current without opening the tenant's page:
| Dot | Meaning |
|---|---|
| Overdue - at least one charge is past its due date with an unpaid balance | |
| Due - this month's rent is posted but not yet paid | |
| Current - all charges are paid up to date | |
| Vacant - unit has no active tenant |
The summary at the top of a tenant page
Four cells at the top of a tenant's page give you a quick snapshot: monthly rent, the date and amount of their last payment, any overdue balance (red when positive), and lease end date (amber when within 60 days). These are read-only - calculated automatically from the tenant's charges, payments, and lease dates.
Move-out date
Setting the Move-out Date on the Lease tab does two things: records when the tenant left, and stops all of their recurring charges from posting after that date. You don't need to touch the recurring charges separately.
It does not deactivate the tenant - that is a separate step. After move-out you will typically need to handle the security deposit (return, apply, or forfeit - see Security Deposits), then right-click the tenant in the tree and choose Deactivate when you are done. Deactivated tenants are hidden from the tree but all their history is preserved.
If a specific recurring charge needs to end before move-out - for example a tenant gives up a parking spot mid-lease - set the Ending date on that charge directly from the Recurring Charge tab.
Finding a tenant quickly
Use the Tenants filter button in the tree toolbar to flatten the view to just tenants across your entire portfolio, sorted alphabetically. Useful when you have many buildings and need to find someone fast.
Multiple tenants per unit
You can add more than one tenant to a unit - for example, two roommates who each pay separately. Each has their own ledger, charges, and payments. The unit's occupancy status shows as occupied as long as any active tenant is present.
Tenant tabs
A tenant's page is split into tabs. On narrow screens the tabs scroll horizontally.
| Tab | What's in it |
|---|---|
| Tenant | Contact details, lease dates, phone, email, and portal invite |
| Lease | Lease terms, rent amount, and custom notes |
| Income | The full charge and payment ledger |
| Recurring Charge | All active and past recurring charges (rent, parking, storage, etc.) |
| Security Deposit | Deposits collected at move-in; return, apply, or forfeit at move-out. See Security Deposits. |
| Docs | Documents sent to the tenant's portal. Upload a file or send a merged template. |
| Notes | Free-form notes visible only to you and your team |
| Addresses | Previous, emergency contact, and forwarding addresses |
Address book
The Addresses tab stores additional addresses associated with the tenant:
| Type | When to use |
|---|---|
| Previous Address | Where the tenant lived before - useful for reference or credit checks |
| Emergency Contact | Name and address of a person to contact in an emergency |
| Forwarding Address | Where to send mail after move-out |
Each address has full street/city/state/zip fields and a notes line. A tenant can have multiple entries of each type.