Invite your first tenant
Create a tenant record, connect it to the correct property and provide secure access to the Estavo Tenant Portal.
A tenant record stores the tenant’s contact information, tenancy involvement, checks, documents, notes, activity and communication history. Portal access can then be provided so the tenant can securely view and respond to relevant information.
Before you add the tenant
Have the tenant’s correct contact details available before creating the record or sending an invitation.
Full name
Use the tenant’s correct legal or commonly used name.
Email address
Use an address the tenant can access, as the portal invitation will be sent there.
Relevant property
The property should already exist in Estavo before the tenancy is created.
Portal invitations and account access information may be sent to this address. A typing error could prevent the tenant from receiving the invitation.
Create the tenant record
The tenant can usually be added from the main tenant list or while creating a tenancy.
Open Tenants
Use the main Estavo navigation to open the Tenants section.
Select Add Tenant
Choose the option used to create a new tenant record.
Enter the tenant’s details
Complete the required name, contact and identification fields.
Save the tenant record
Review the information and select Save or Create Tenant.
Enter the tenant details
Complete the available fields accurately. Additional information can usually be added later.
Tenant records may contain personal information. Keep the details accurate, relevant and limited to legitimate property-management purposes.
Connect the tenant to the property
The tenant record and property are normally linked through a tenancy. Adding a tenant alone does not necessarily create an active tenancy.
Open the relevant property or tenancy area
Select the property the tenant will occupy and open its tenancy section.
Create or open the tenancy
Add the tenancy dates, rent, deposit and other required tenancy information.
Select the tenant
Choose the existing tenant record from the available tenant list.
Save the tenancy connection
Confirm the tenant, property and tenancy information before saving.
Create an individual tenant record for each person and add all relevant tenants to the same tenancy.
Send the Tenant Portal invitation
Portal access can be sent after the tenant record and email address have been confirmed.
Open the tenant record
Select the tenant from the tenant list and open their overview page.
Find the portal access option
Open the portal, account access or invitation section shown against the tenant record.
Confirm the tenant email address
Check the destination address before sending the invitation.
Select Invite Tenant
Estavo will send an invitation containing the steps required to access or activate the Tenant Portal.
Monitor the invitation status
The tenant record may show whether the invitation is pending, accepted, expired or needs to be resent.
Each tenant should use their own email address and individual portal account so that access and activity remain properly recorded.
What the tenant can access
Portal access is limited to information relevant to that tenant and the records made available by the landlord.
Shared documents
Tenants can access documents that have specifically been shared with them.
Messages
Portal messaging can be used for relevant landlord and tenant communication.
Document requests
Tenants may respond to requests and upload documents where the relevant feature is enabled.
Maintenance information
Tenants may view, submit or respond to relevant maintenance information where available.
Tenancy information
Selected tenancy details may be shown where they are intended for tenant access.
Requests and activity
Tenants can see relevant requests, updates and portal activity associated with their tenancy.
Keep internal notes and private landlord records separate from information intended to be shared with the tenant.
Manage the tenant’s portal access
Portal access should be reviewed when the tenant’s email changes, an invitation expires or the tenancy ends.
- Resend a pending or expired invitation where required.
- Correct the tenant email address before resending.
- Review which documents and requests have been shared.
- Remove or disable access when it is no longer required.
- Keep the tenant record for legitimate record-keeping purposes after portal access is removed.
Review the tenant’s portal status when completing or ending the tenancy and disable access where it is no longer appropriate.
Common tenant invitation problems
The invitation was not received
Confirm the email address, check spam or junk folders and resend the invitation where available.
The email address is already in use
The tenant may already have an Estavo account. Confirm the existing account email before creating a duplicate record.
The tenant cannot activate the account
Check whether the invitation has expired. Resend a new invitation and ask the tenant to use the latest email.
The tenant is linked to the wrong property
Review the tenancy record and replace the incorrect property or tenant association.
The tenant cannot see a document
Confirm that the document was explicitly shared with the tenant rather than only uploaded to the landlord account.
The invitation button is unavailable
Check that a valid email address has been entered and that the tenant record has been saved.
Your initial Estavo setup is complete
You have now created your account, secured your login, completed your profile, reviewed the dashboard, added a property and invited a tenant. The next stage is to create the tenancy and record its rent and deposit details.
Continue to the tenancy guide