Pre-tenancy & move in processes

This guide has been reviewed against our global client base and classed as relevant to all 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 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	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 Add 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)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 3b. Changing the order of the checklist Hover mouse pointer over the check to moveClick 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 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)

Pre-tenancy & move in processes

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