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This guide has been reviewed against our global client base and classed as relevant to all regions

Both standard tenants and occupiers can be added to the same tenancy - once added, letters can be set up to send to the occupier(s), as well as/instead of the tenant, and vice versa

This page outlines how to add permitted occupiers to a tenancy where the main tenant is a person

In situations where the main tenant is a company with licenced occupiers, click here for more information: Add licenced occupiers to a tenancy (when tenant is a company)

1. Access tenancy

From the tenancy record:

  • In Additional Tenants / Occupiers panel, click (plus) icon and select the required option

    • To add a New occupier name - see steps 2-3

    • To add a New occupier from contact record - search for an existing record
      Where one doesn't exist, a new contact record can be added - the contact will be added as an Occupier - skip to step 4

2. Add permitted occupier details

This screen will be shown when choosing to add a New occupier name (outlined in step 1)

  • In Relationship field, enter a descriptive label for the occupier
    This is optional - leaving the field blank results in a default description being added on clicking Accept (e.g. Occupier 1)

  • Enter their Name and Date of Birth

  • Use the optional Note field to add any additional information about this occupier

  • Click Accept

Your system can be configured to ensure that it is mandatory to enter a date of birth when adding permitted occupiers
If this is not set up on your system, Enterprise clients can click here to request this

3. Convert to contact

Converting an occupier to a contact can be carried out from the screen shown in step 2 or as follows

From the tenancy record:

  • Right-click over the occupier name and select Convert to contact
    A new contact record will be created and displayed - the occupier's name, address and date of birth (where entered) will already be completed

  • Add more detail to the contact record, as required

  • Click Save

A contact record should usually only be created for an occupier who is 18 or over - before converting an occupier to a contact, check the occupier's age (displayed on screen)

Your system can be configured with a minimum age for contact creation (e.g. 18)
If this is not set up on your system, Enterprise clients can click here to request this

4. Change tenant/occupier description

Descriptions added by default (i.e. Add. Tenant 1, Occupier 2) can be edited

From the Additional Tenants / Occupiers panel:

  • Click into the description field
    A border is displayed around the description

  • Type your new description and press enter on your keyboard

5. Add occupier details to a letter

Merge fields which will pull the occupier name(s) into a letter are available

  • If you have access to the Letter Template Editor, these fields can be found in the Tenancy section, for example All Occupier Names

    Permitted occupier fields in LTE.png

From version 12.185+, reports can be run on permitted occupiers, as outlined here:
Report on permitted occupiers on a tenancy

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