End of tenancy

1. Confirm tenancy end date

From the tenancy:

• Check the Tenancy end date is correct

• Tick End confirmed (to right of end date)

• A prompt will be displayed, click Yes

  

2. Enter reason

Enter the reason for this tenancy ending - this is logged in the property journal and the tenancy record

• Reason
  Click Select the reason for the tenancy ending
  

• Comments
  Enter any other information you wish to record
  

• Click OK

3. Book check out appointment

From the Post-Tenancy tab:

• Beside Check out, click Create appointment

  

• Complete appointment details - the Entry Date will automatically be entered as the tenancy end date
  The usual process for booking an appointment in the diary should be followed, as outlined here:
  Book initial & future property inspections

  

• Click Save and Exit to return to the tenancy screen

The check out appointment date/time is displayed on the Post-Tenancy tab:

• When this appointment has been carried out, the Check out completed box should be ticked

  

4. Original End date field

The Original end date field should be completed when a tenancy has ended prior to the original arranged end date

5. Access post-tenancy checks

Post-tenancy checks need to be completed

From the Post-Tenancy tab:

• 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 5a
  

• The order of the checks can be changed - see 5a

5a. Attach associated documents & re-order the checklist

To attach 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

• Check documents can also be viewed via the tenancy Letters screen

  • Tick Include documents from checks

    

To change the order of the checklist

• Hover mouse pointer over the check to move

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

  

6. Update & complete post-tenancy checks

• Hovering over each check shows who last updated it and when

• A tick is displayed next to completed checks

7. Re-letting the property

To re-let the property while you are waiting for the current tenancy to end

From the property record:

• Click Status and change to Tenancy Current - Available

8. Mark tenancy as finished

When the tenants have left the property mark the tenancy as finished

From the tenancy:

• Click the Details tab

• Click the Status menu and select Tenancy finished

  

• A prompt will be displayed - click Yes

  

• If you are now re-letting the property, click Yes to make the property available