Tenants, owners & vendors

To add a tenant, choose People → Tenants in the sidebar, then New Tenant. Only Full name is required. Add an Email (needed later for the resident portal), a Unit and a Status: Applicant, Future, Current or Past (Applicant to start). Choose Create Tenant.

Converting an approved application to a lease creates the tenant for you, as Current. A tenant record can also stand for a company: the editor's Profile section holds either a person's or a company's details.

A tenant is Applicant, Future, Current, Late, On notice, Past or Draft. Current, Late and On notice tenants are residents: they live in one of your units.

Residents need renters insurance unless it's waived for them. Each tenant's Renters Insurance section holds their policies, and Property rates them Compliant, Expiring soon (within 30 days), Expired, Missing or Not required. The tenant list's Insurance gaps view shows residents who are missing coverage or whose policy expires soon.

The figures at the top of Tenants show current tenants (with how many applicants), the total Balance due and how many tenants owe, those Missing insurance (with policies expiring within 30 days), and how many are on the portal. The view menu offers All tenants, Current, Applicants, Insurance gaps and Past.

A tenant's editor groups everything about them:

• Profile: contact details, communication preferences, employment and income, identification (the ID type and last four digits only) and recorded screening.
• Household: household contacts (who gets notices and statements), occupants, emergency contacts in call order, pets and vehicles.
• Leasing & Money: Ledger, Online Payments, Lease & Unit, every lease they're on, Payments & Balance, Payment Restrictions, and Move-out once they're on notice or past.
• Compliance & Operations: Renters Insurance, Notices & Violations and Work Orders.
• Portal & Messages: Resident Portal and the Notifications Log.

A tenant's Actions menu has:

• Invite to portal: emails the tenant an invitation to the resident portal. The tenant needs an email first. Disable portal access turns it off again.
• Add to lease: Lease and Role are required. The role is Tenant (financially responsible), Co-signer, Guarantor or Occupant; tenants and co-signers get a rent responsibility share, and a tenant can be made the lease's primary tenant and this person's current lease.
• Record payment restriction and Clear payment restrictions.
• Move to past tenant: Move-out date is required. Optionally set the lease end to that date, disable portal access, and record a forwarding address for the final statement and deposit refund.
• Collect payment online: sends the tenant a payment link or takes a card or bank payment now.

A payment restriction turns on any of No online payments, Certified funds only, No partial payments and No personal checks, with a required reason and effective date. No online payments stops the tenant paying online, including in the resident portal, and No partial payments means online payments must cover the full balance.

People → Owners holds the people and entities who own your properties. Choose New Owner: only Owner name is required. Pick an Entity type (Individual to start; also Joint, LLC, Corporation, Partnership, Trust, Estate or Non-profit), an optional company or legal name and email, and a status of Active, Onboarding or Inactive (Onboarding to start).

An owner's editor covers their profile and contacts, Ownerships (each property they hold and their share), Ledger, Payout Settings, Management Agreement, Tax & 1099, Statements & Reports, Maintenance Approvals and Owner Portal. Its Actions menu has:

• Add ownership: links a property and the owner's share of it. Ownership can also be set from a property's Actions → Assign owner.
• Hold payouts (with a required reason) and Release payouts.
• Record W-9: Received, Taxpayer name and TIN (last 4) are required. Property keeps only the last four digits of the TIN.
• Toggle portal access and Resend portal invite for the owner portal, which need the owner's email.
• Deactivate owner and Reactivate owner.

The view menu includes Needs attention: owners with payouts on hold or no W-9. The figures count owners, properties owned, payouts on hold and missing W-9s.

People → Vendors holds the contractors and service companies you hire. Choose New Vendor: only Vendor name is required. Pick a Primary trade (General contractor to start; others include Plumbing, Electrical, HVAC, Landscaping, Pest control and Locksmith) and a status: Active, Onboarding, Inactive or Do not use (Active to start).

A vendor's editor covers contacts, trades and service areas, availability (including 24/7 emergency service), rates, payment terms, tax and 1099, compliance, work orders, bills, ratings and reviews, and Vendor Portal. Its Actions menu has:

• Add insurance certificate and Add license, each with an expiry date.
• Record W-9: received date, taxpayer name and the TIN's last four digits are required, with 1099 eligible.
• Mark as preferred and Remove preferred.
• Hold payments (with a required reason) and Release payments.
• Mark do not use (with a required reason) and Reactivate vendor.
• Invite to vendor portal and Disable vendor portal.

A vendor's compliance is the worst of its insurance and licenses: Compliant, Expiring soon (within 30 days), Expired or Missing. The views include Preferred, Non-compliant, Expiring soon, 24/7 and Inactive, and the figures count active vendors, expired or missing insurance certificates, items expiring within 30 days and the average rating.