Tenants and tenancies
Learn how to add tenants, create tenancies, manage joint tenants, record rent and deposits, handle renewals and end tenancy records correctly.
Adding a tenant for the first time?
Start by creating the tenant record. You can then connect the tenant to a property through a tenancy and provide access to the Tenant Portal.
Manage the full tenancy lifecycle
Follow these guides from initial tenant setup through to tenancy creation, renewal and closure.
Add and edit a tenant
Create a tenant record and maintain contact, identification and account information.
› 02Create a tenancy
Connect the property and tenants, then record tenancy dates, rent, deposit and key terms.
› 03Add joint tenants
Create separate tenant records and connect multiple tenants to the same tenancy.
› 04Record rent and deposit details
Add the rent amount, payment frequency, deposit, deposit scheme and related tenancy information.
› 05Manage Tenant Portal access
Invite tenants, resend invitations and control access to shared documents and tenancy information.
› 06Renew or extend a tenancy
Record a renewal, update tenancy dates and review rent, deposit and tenant information.
› 07End a tenancy
Record the tenancy end date, close relevant records and review tenant portal access.
›How tenant and tenancy records connect
A tenant is a person record. A tenancy connects one or more tenants to a property and contains the dates, rent, deposit and contractual information.
Add the property
Create the property record before adding the active tenancy.
Add each tenant
Create a separate tenant record for every individual.
Create the tenancy
Link the property and tenants and record the tenancy terms.
Set up rent and access
Create the rent schedule and provide Tenant Portal access where required.
What each record contains
Tenant and tenancy records have different purposes and should not be treated as the same record.
Tenant record
Stores contact details, checks, documents, notes, activity and communication for one person.
Tenancy record
Stores the property, tenants, dates, rent, deposit and terms of the tenancy.
Rent schedule
Records the rent due dates, expected amounts and payment frequency.
Tenant checks
Stores relevant right-to-rent, identity, AML or credit check activity where ordered.
Documents
Stores tenancy agreements, identification, statements and documents shared with the tenant.
Tenant Portal
Gives the tenant controlled access to relevant shared information, documents and requests.
Need help with a tenant or tenancy?
Review the frequently asked questions or contact Estavo support if you cannot create, update or connect tenant and tenancy records.