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Pre-tenancy & move in processes

Pre-tenancy & move in processes

Owned by Fiona Hardy, created
Last updated: Sept 20, 2024
5 min read

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

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

1. Check-in date

From the tenancy screen:

  • Click the Pre-Tenancy tab

  • Click Check in and complete details for the check in appointment (i.e. date/time, notes) and save

2. Add gas & electric certificates

Still on the Pre-Tenancy tab - beside Gas cert / Electrical cert at top:

  • If the property has not got a gas supply and/or an electric supply, tick No gas and/or No electric

If the property has gas and/or electric, beside relevant section:

  • Click No Certificate and select Add new certificate

  • Enter details including: 

    • Type as Gas/Electrical Safety

    • Booked and Expiry Dates

    • Provider 

    • Certificate Ref.

    • Depending on configuration, you may also need to complete certificate Checks

  • Click Save (top right)

  • An electronic copy of the certificate can be stored via the Documents button, as outlined in 3a below

Gas/electric certificate details must be entered (or No gas/No electric 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
Check types are specific to business requirements, therefore will differ to those shown below

Pre-Tenancy checks can be customised/configured via self-service configuration, as outlined here

  • 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  (on right) to add further entries to the list

    • Click the red cross to the right of the check to remove it

    • Click into the field to edit the check title

  • The paperclip icon beside the check allows you to attach associated documents - see 3a
    Depending on configuration, you may be required to upload a document to one/more items within a checklist, click here for more information: Require document to be uploaded on selected checklist items - configuration option

  • The order of the checks can be changed - see 3b

3a. 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

  • Name 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

Pre-tenancy check documents can be easily accessed again via the tenancy letters screen, as outlined here: Attached checklist documents available in letters screen

3b. Change order of 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

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

  • In each panel, click button to right to add renewal options or to add any required clauses
    Options offered are specific to business requirements

  • Click Letters (top right), select Tenancy Agreement template and click Create
    Or double-click agreement template

The agreement is displayed in Word format, allowing you to amend as needed before saving
See next step on how to save the agreement within the system

6. Save tenancy agreement within the system & convert to PDF

From agreement document in Word:

  • Click Save (in Word) - the following pop-up will be displayed in the system

  • Leave set to Save document in tenancy letters folder and click Accept

  • An option to Convert to PDF is offered, click Yes

  • The Save file as screen allows the File name to be changed (if required), click Save

If you also want to store the agreement on the tenancy in Word format :
From Word, click Save again, then select Save document in tenancy letters folder and click Accept - when given the option to Convert to PDF, click No

From tenancy:

  • Click Letters to access the saved tenancy agreement (in the Existing letters and files panel)

Right-click over saved files for further 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)

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