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This guide has been reviewed against our global client base and classed as relevant to the following regions: UK, APAC, UAEall regions

This page outlines how to carry out the pre-tenancy & move-in processes

1. Check-in date

From the tenancy screen:

Click the Pre-Tenancy tab
Enter the Check in date

2. Add gas certificate

Still on the Pre-Tenancy tab

Beside Gas certificate:

If the property hasn't a gas supply, tick No gas

Otherwise...
Click No Certificate and select Add new certificate
Enter details including:
- Type as Gas Safety
- Booked and Expiry Dates
- Provider
- Certificate Ref.
Click Save (top right)
An electronic copy of the certificate can be stored via the Documents button, as outlined in 3a below

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Gas certificate details must be entered (or No gas* ticked) before the tenancy status can be changed to Current Tenancy*

3. Access pre-tenancy checks

Still on the Pre-Tenancy tab - the Pre-Tenancy Checks list is displayed

Use the link to the right of the check to update the status of it
Options are:
Needed, Not Needed, Sent/Arranged, Completed
If your configuration settings allow:
- Click Add to add further entries to the list
- Click the red cross on the right to remove a check
- Click into the field to edit the check title
The paperclip icon beside the check allows you to attach associated documents - see 3a
The order of the checks can be changed - see 3b

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title	3a. Attaching associated documents

Click the paperclip icon beside the check to access the Document Management screen:

Drag and drop your document over the above window, or

click

click Add

and

and browse to it

The Rename field allows you to change the document name and Type (as you want it to appear in the above window)

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Click Accept
The document is displayed in the Document Management window

After clicking Exit, the Document Management screen can be accessed again using the paperclip icon beside the pre-tenancy check

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title	3b. Changing the order of the checklist

Hover mouse pointer over the check to move

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Click and drag the double-headed arrow icon on left of screen to move the check

4. Update & complete pre-tenancy checks

Hovering over each check shows who last updated it and when
A tick is displayed next to completed checks

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Tenancy status cannot be made Current until all checks are marked as Completed or Not Needed

5. Produce tenancy agreement

From the tenancy screen:

Click Agreement tab
Add any required clauses
Click Letters and select Tenancy Agreement template

Agreement will be displayed in Word format, amend as needed

6. Saving tenancy agreement

Click Save (in Word)
Select Save document in tenancy letters folder and click Accept
An option to Convert to PDF is offered
The Save file as screen allows the File name to be changed, where required, click Save

The tenancy agreement is stored in the Existing letters and files section of the Letters screen
Right-click over the file for options such as Attach to e-mail

7. Move in - change tenancy status

From the Details tab, middle pane (top):

Ensure the Tenancy start and end dates are entered
In Status, click to change the status to Tenancy current
Click Yes to confirm

A prompt to update the contact details for the tenant(s) is displayed
In Applicant options, choose whether to Archive or Leave the applicant and whether to update the Tenant Addresses, then click Accept

The tenancy status is now changed to Current Tenancy

8. Property record

The property record is also updated, as follows

The property Status is now Tenancy Current - Unavailable
The Available From date will be the day after the tenancy end date
The Gas expiry/Certificates information is displayed in green
The applicant is now displayed as the Tenant
All key events (i.e. changes to tenancy status etc) are automatically written to the property Journal and displayed in the Activity Feed (on right)

Versions Compared

Old Version 14

New Version 15

Key

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