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This guide has been reviewed against our global client base and classed as relevant to UK only

Where there is a change of tenant, this should be processed by finishing the existing tenancy with the date that the occupant who is leaving has vacated

A new tenancy should then be created with the new occupant(s) beginning on the rent day following the date the new tenant moves in


1. Change end date & tenancy status

From the tenancy screen, Details tab:

  • Change the Tenancy end date to be the date of the last period that the old occupant is liable for

  • Click the tenancy Status menu and select Tenancy Finished

  • When prompted to mark property as Available, click No

  • Enter reason for finishing tenancy and click OK


2. Enter end date on tenant

From the Details screen (shown above): 

  • In the Additional Tenants panel, click the name of the tenant who is leaving

    The Tenant screen will be displayed

  • In Dates, enter the date they vacated in the right hand side to box

  • Click Save and close tenant screen (and tenancy screen)


3. Add new tenancy & main tenant

From the property:

  • Click Tenancy (top of screen)

    The Tenancy Details screen will be displayed

  • Click Add

  • In step 1, select Current Tenancy, click Next

  • In step 2, select Individual Tenancy (for a tenancy of individuals)
    or Company Tenancy, click Next

    Search for the contact that will be classed as the Main Tenant for the new tenancy

    When found, double-click to select

  • In step 3, check the details are correct and click Finish

    The new tenancy is added with the selected contact as the Main Tenant (see next step)



4. Add further tenants

From the tenancy screen, in the Additional Tenants panel:

  • Click (plus) icon and select New tenant 

    Search for the next tenant and double-click when found

    The Tenant screen will be shown

  • Click Save and close screen

    Repeat this step until each tenant has been added - see 4a

 4a. Additional tenant added

The tenant(s) just added are shown in the Additional Tenants panel:

Add. Tenant can be changed to a more descriptive label, if required

Click into the field to edit

Press enter to save the new label


5. Enter tenancy terms

  • In the tenancy, Details tab, enter the Tenancy start and Tenancy end dates
    As this is a change to an existing tenancy, the dates entered should be those from the original tenancy

  • In Financial & Renewals, enter the rent and fee details
    Ensure any gaps are filled, copy details from the original tenancy

6. Enter move in date for new tenant

From the Additional Tenants panel:

  • Click the new tenant name

    The Tenant screen is displayed

  • In Dates, enter the date they moved into the property in the first box

  • Click Save and close screen

    Repeat for any other new tenants


7. Mark as initial invoice raised

From the tenancy screen, Accounts Functions:

  • Right-click over Invoicing and select Initial Invoice Raised


8. Update 'rent invoiced up to'

From the tenancy, Financial & Renewals tab:

  • Update the Rent invoiced up to date

    This needs to be set as the day before the next rent invoice is due


If there was any unallocated money or deposit being held against the previous tenancy, this needs to be transferred to the new tenancy record

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