Add and edit a tenant
Create a tenant record and maintain the contact, identification, tenancy, checks, documents and communication information connected to that tenant.
Each person should have their own tenant record. The tenant record is separate from the tenancy record and can remain in Estavo across renewals, previous tenancies or a future tenancy at another property.
Before you add the tenant
Have the tenant’s correct details available and check that they do not already have an existing record.
Full name
Use the tenant’s correct legal or commonly used name.
Email address
Use an email address the tenant can access, particularly if portal access will be provided.
Identification details
Have the date of birth, address and other relevant information available where required.
Relevant property
The property should already exist before the tenant is linked through a tenancy.
Search by name, email address and telephone number. Duplicate records can split the tenant’s history across several profiles.
Create the tenant record
Open Tenants
Select Tenants from the main Estavo navigation.
Search the tenant list
Search for the tenant by name, email or telephone number to confirm that a record does not already exist.
Select Add Tenant
Open the form used to create a new tenant record.
Complete the required information
Add the tenant’s name, email address, telephone number and other mandatory details.
Save the tenant
Review the information and select Save or Create Tenant.
Complete the tenant’s personal details
Where identity, right-to-rent or credit checks will be ordered, the tenant’s details should match their supporting identification.
Add the tenant’s contact information
A typing mistake may send portal access information to the wrong address. Review it carefully before sending an invitation.
Add relevant supporting details
Additional fields may be available depending on the tenant record and the checks or tenancy being created.
- Nationality or immigration information where legally relevant.
- Right-to-rent status and supporting dates.
- Previous address history.
- Employment or income information where legitimately required.
- Guarantor information where applicable.
- Emergency contact details.
- Relevant internal notes.
Tenant records contain personal data. Keep the information relevant, accurate and limited to legitimate property-management purposes.
Understand the tenant record sections
Overview
Shows the tenant’s main contact information, current status and key activity.
Edit
Allows you to update the tenant’s personal and contact details.
Tenancies
Displays current and previous tenancies connected to the tenant.
Checks
Records identity, right-to-rent, AML or credit checks where ordered.
Activity
Shows relevant changes and events connected to the tenant record.
Notes
Stores internal landlord notes that are not intended for tenant visibility.
Documents
Stores tenant-related files and documents shared or requested through Estavo.
Communication
Records relevant email, portal and other communication history.
Edit an existing tenant
Open the tenant list
Select Tenants from the main navigation.
Find the tenant
Search by name, email address, telephone number or tenant reference.
Open the tenant record
Select the correct person and review the tenant overview.
Select Edit
Update the required fields and check whether connected tenancy or portal information is also affected.
Save the changes
Review the updated details and save the record.
Review the tenant’s portal account and invitation status after changing their email address.
Avoid duplicate tenant records
Duplicate records can split a tenant’s documents, communication, checks and tenancy history.
- Search by email address before creating a tenant.
- Search by telephone number as well as name.
- Check for alternative spellings or previous surnames.
- Reuse the existing tenant record for a renewed tenancy.
- Do not create a second tenant merely because their email or address has changed.
- Contact support before deleting a record with linked history.
Archive or remove a tenant
A tenant with tenancy, communication, document or financial history should normally be retained rather than permanently deleted.
End the tenancy
Complete the tenancy record first. Ending a tenancy does not require deleting the tenant.
Disable portal access
Remove or disable portal access where it is no longer required.
Mark inactive
Use an inactive or archived status where available while retaining the tenant’s history.
Delete only unused records
Permanent deletion is more appropriate for a duplicate or incorrect record with no linked history.
Common tenant record problems
The email address is already in use
Search for an existing tenant or user account before creating another record.
The tenant appears twice
Stop adding information to both records and contact support before removing or merging anything.
The Save button is unavailable
Check required fields, email formatting and any incomplete address information.
The tenant is linked to the wrong tenancy
Open the tenancy record and replace the incorrect tenant association.
The tenant cannot access the portal
Confirm the email address, invitation status and whether portal access is enabled.
Updated details are not showing
Confirm the tenant was saved, refresh the page and check that you edited the correct record.
The tenant record is ready
The next step is to create the tenancy that connects the tenant to the property and records the dates, rent, deposit and tenancy terms.
Continue to create a tenancy