Create tenancy - Property Management Software

The tenancy record connects a property with one or more tenants. It stores the occupancy dates, rent, deposit, payment schedule, documents and other information relating to that specific tenancy.

Preparation

Before you create the tenancy

The property and tenant records should normally exist before you begin.

Property record

Confirm the correct property already exists and is available for the tenancy.

Tenant records

Create an individual tenant record for each person who will be included.

Tenancy dates

Have the start date, fixed-term end date and any relevant review dates available.

Rent and deposit

Confirm the rent amount, payment frequency, due date and deposit information.

Check for an existing active tenancy

Review the property before creating another active tenancy. Overlapping tenancy records can affect rent schedules, occupancy statistics and reporting.

Tenancy creation

Create the tenancy record

Open Tenancies

Select Tenancies from the main navigation, or open the tenancy section within the relevant property.

Select Create Tenancy

Open the form used to add a new tenancy record.

Select the property

Search for and select the correct property address.

Add the tenant or tenants

Select each existing tenant record that should be connected to the tenancy.

Complete the tenancy details

Add the dates, rent, deposit, payment frequency and other required terms.

Save the tenancy

Review the information and select Save or Create Tenancy.

Record connections

Select the property and tenants

Check each record carefully before saving. The tenancy information will be displayed against the selected property and every selected tenant.

Property Select the exact property address for the tenancy.

Primary tenant Select the tenant identified as the main contact where that option is available.

Additional tenants Add each joint tenant using their separate tenant record.

Occupancy type Select the appropriate tenancy or occupancy type where requested.

Do not combine joint tenants into one tenant record

Each person should have an individual tenant record and individual portal access. Add all tenants to the same tenancy.

Tenancy period

Record the tenancy dates

Start date The date the tenancy begins.

Fixed-term end date The date the initial fixed period ends, where applicable.

Move-in date Add where it differs from the contractual start date.

Rent review date Record the next planned rent review where relevant.

Notice date Add any relevant notice or review date where supported.

Tenancy status Draft, future, active, ending or completed.

Dates affect diary and occupancy reporting

Incorrect start or end dates can cause inaccurate occupancy statistics, reminders and rent schedules.

Rent information

Enter the rent details

Rent amount The agreed amount due for each payment period.

Payment frequency Weekly, monthly, quarterly or another available frequency.

First payment date The date the first scheduled rent payment is due.

Regular due date For example, the first day of every month.

Payment method Bank transfer, standing order or another recorded method.

Rent reference A payment reference used to identify transactions.

The rent schedule may be generated from these details

Check the amount, frequency and first due date before activating the tenancy. Incorrect values may create an incorrect rent schedule.

Deposit information

Record the deposit details

Deposit amount The tenancy deposit paid or due.

Date received The date the landlord or agent received the deposit.

Deposit scheme Select or record the relevant protection scheme.

Protection date The date the deposit was protected.

Scheme reference The deposit protection or certificate reference.

Deposit document Upload the relevant certificate or supporting evidence.

Estavo records the information you provide

Estavo does not protect the deposit automatically. Complete the required deposit-protection process and record the resulting details in the tenancy.

Additional tenancy information

Add the tenancy terms

Available fields may vary, but can include:

Tenancy type and term.
Furnished, part-furnished or unfurnished status.
Property occupancy limits.
Permitted pets where relevant.
Guarantor information.
Included services or utilities.
Rent review arrangements.
Internal landlord notes.

The tenancy agreement remains the formal document

Estavo helps organise tenancy information, but the saved fields do not replace a properly prepared and executed tenancy agreement.

Tenancy files

Upload the tenancy documents

Tenancy agreement

Upload the completed agreement and retain the final signed version where available.

Deposit documents

Store protection certificates, prescribed information and relevant confirmations.

Inventory and condition report

Upload the check-in inventory, photographs and supporting condition records.

Supporting tenant documents

Store documents connected to the tenancy and share only those intended for tenant access.

Final review

Review and activate the tenancy

Confirm the correct property is selected.
Confirm every tenant has been added.
Review the start and end dates.
Check the rent amount and payment frequency.
Confirm the first rent due date.
Review the deposit amount and scheme details.
Upload or link the tenancy agreement.
Set the correct tenancy status.

Review the generated rent schedule

After activation, check that the expected rent charges have been generated with the correct dates and amounts.

Updating the record

Edit an existing tenancy

Open the tenancy

Find the tenancy through the tenancy list, property or tenant record.

Select Edit

Open the section containing the information you need to update.

Update the details

Amend the required information and review any related rent, deposit or diary records.

Save and verify

Save the tenancy, then check the updated information throughout the connected records.

Changing rent or dates can affect existing schedules

Review the rent schedule and payment history after changing the rent amount, frequency, start date or end date.

Troubleshooting

Common tenancy setup problems

The property cannot be selected

Check whether the property is archived or already has an overlapping active tenancy.

The tenant is missing from the list

Confirm the tenant record has been saved and is not inactive or duplicated.

The rent schedule is incorrect

Review the rent amount, frequency, first due date and tenancy start date.

The tenancy overlaps another record

Review the existing tenancy dates and correct or end the earlier tenancy where appropriate.

The tenancy is not showing as active

Check the status and confirm that the tenancy start date has been reached.

The deposit fields are incomplete

Add the amount, scheme, reference and relevant dates once the protection process has been completed.

The tenancy is ready

The next guide explains how to add multiple joint tenants correctly without creating duplicate or shared tenant records.

Continue to joint tenants

Create a tenancy