Tenant Management Guide

Overview

Managing tenants effectively is crucial for successful property management. This guide covers adding tenants, managing leases, handling tenant communications, and using the tenant portal.

Adding Tenants

Quick Add Method

1. Navigate to Properties
2. Click on the property
3. Click Add Tenant
4. Enter required information:
   • First and last name
   • Email address
   • Phone number
   • Monthly rent
   • Lease start/end dates

Detailed Tenant Setup

Personal Information:

• Full legal name
• Email (for portal access)
• Phone number(s)
• Emergency contact
• Previous address

Lease Information:

• Monthly rent amount
• Security deposit
• Lease start date
• Lease end date
• Move-in date (if different)
• Payment due date (default: 1st)

Additional Details:

• Number of occupants
• Pets (type and number)
• Vehicles (make, model, plate)
• Employer information
• Special notes

Tenant Portal Access

Automatic Invitation

When you add a tenant with an email address:

1. They receive a welcome email
2. Email contains secure setup link
3. They create their password
4. Access their tenant portal

Portal Features by Plan

Essential Plan ($15/month) - Included:

• View payment history
• Submit maintenance requests
• Upload photos for maintenance
• Download receipts
• Update contact info

Professional Plan ($35/month) - Everything plus:

• View lease documents
• Receive automated reminders
• Custom branded experience

Business Plan ($75/month) - Everything plus:

• Advanced document sharing
• Payment plan setup
• Priority support

Managing Portal Access

• Reset tenant passwords
• Resend invitation emails
• Disable access (keeps records)
• Monitor last login

Lease Management

Setting Up Leases

Essential lease information:

• Start Date: When lease begins
• End Date: When lease expires
• Rent Amount: Monthly payment
• Due Date: When rent is due
• Grace Period: Days before late
• Security Deposit: Amount held

Lease Renewals

When approaching lease end:

1. 60 days out: Renewal reminder sent
2. 30 days out: Follow-up reminder
3. Update lease dates
4. Adjust rent if needed
5. Generate new payment schedule

Mid-Lease Changes

To modify active lease:

1. Edit tenant record
2. Update relevant fields
3. Changes apply to future payments
4. Historical data preserved

Payment Tracking

Automatic Payment Creation

When you add a tenant, Roomazon:

• Creates monthly payment records
• Sets due dates
• Tracks payment status
• Sends automatic reminders

Payment Statuses

• Expected: Future payment
• Overdue: Past due date
• Paid: Payment received
• Partial: Incomplete payment

Recording Payments

Method 1: Manual Entry

1. Go to Payments
2. Find tenant payment
3. Click Mark as Paid
4. Enter amount and date
5. Add notes if needed

Method 2: Online Payments With Stripe Connect enabled:

• Tenant pays online
• Auto-marked as paid
• Receipt sent automatically
• Fees deducted (2.9% + $0.30)

Communication

Built-in Messaging

Send messages to tenants about:

• Rent reminders
• Maintenance updates
• Property notices
• Lease renewals
• General announcements

Email Templates

Pre-built templates for:

• Welcome messages
• Rent reminders
• Late notices
• Maintenance updates
• Move-out instructions

Custom Communications

• Create your own templates
• Use merge fields
• Schedule sending
• Track open rates

Tenant Applications

Online Applications

1. Create application link
2. Share with prospects
3. Collect information:
   • Personal details
   • Employment history
   • Rental history
   • References
4. Review and approve

Application Statuses

• Draft: In progress
• Submitted: Ready for review
• In Review: Being evaluated
• Approved: Accepted
• Rejected: Declined

Screening Integration

Coming soon:

• Credit check integration
• Background checks
• Eviction history
• Income verification

Maintenance Requests

Tenant Submission

Tenants can:

1. Log into portal
2. Click New Maintenance Request
3. Describe issue
4. Upload photos (up to 3)
5. Set urgency level

Request Management

You receive:

• Email notification
• Dashboard alert
• Full details with photos
• Tenant contact info

Status Updates

Keep tenants informed:

• Submitted: Received
• In Progress: Working on it
• Completed: Resolved
• Tenants see real-time updates

Document Management

Tenant Documents

Store important files:

• Signed lease agreements
• Application documents
• ID verification
• Insurance policies
• Pet agreements
• Move-in inspection

Document Sharing

Share documents with tenants:

• Lease agreements
• Property rules
• Important notices
• Receipts
• Tax documents

Security

• Encrypted storage
• Access controls
• Audit trail
• Automatic backups

Tenant Metrics

Payment History

Track for each tenant:

• On-time payment rate
• Average days to pay
• Total paid to date
• Outstanding balance
• Late payment count

Maintenance Activity

Monitor:

• Requests submitted
• Average resolution time
• Request types
• Satisfaction ratings

Lease Information

View at a glance:

• Lease duration
• Time remaining
• Renewal history
• Rent increases

Best Practices

Onboarding New Tenants

1. Before Move-In:

   • Complete application
   • Run screening (if enabled)
   • Sign lease agreement
   • Collect deposit and first month
   • Schedule walk-through

2. Move-In Day:

   • Document property condition
   • Provide portal access
   • Share important contacts
   • Review property rules
   • Hand over keys

3. First Week:

   • Confirm portal access
   • Test maintenance submission
   • Send welcome packet
   • Check for questions

Ongoing Management

• Respond to requests quickly
• Keep records updated
• Document all interactions
• Send regular updates
• Maintain professional communication

Lease Renewal Strategy

• Start conversations early (60-90 days)
• Research market rates
• Consider tenant history
• Offer incentives for good tenants
• Document all changes

Common Scenarios

Late Rent Payment

1. Automatic reminder sent (day after due)
2. Follow up personally (day 5)
3. Send formal notice (day 10)
4. Apply late fees
5. Document all communication

Maintenance Emergency

1. Tenant reports via portal/phone
2. Assess urgency
3. Dispatch repair immediately
4. Keep tenant updated
5. Follow up after completion

Lease Violation

1. Document violation
2. Send written notice
3. Give correction deadline
4. Follow up on deadline
5. Escalate if needed

Move-Out Process

1. Receive notice (30-60 days)
2. Schedule inspection
3. List property as available
4. Conduct walk-through
5. Process security deposit
6. Provide final statement

Troubleshooting

Tenant Can’t Access Portal

• Verify email address
• Resend invitation
• Check spam folder
• Reset password
• Contact support

Duplicate Tenant Records

• Keep active lease record
• Archive old records
• Merge payment history
• Update property assignment

Payment Discrepancies

• Check payment method
• Verify dates
• Review bank records
• Adjust if needed
• Document resolution

Advanced Features

Bulk Operations

• Email all tenants
• Update multiple leases
• Generate mass notices
• Export tenant data

Custom Fields (Coming Soon)

• Add property-specific fields
• Track unique requirements
• Custom reporting

Tenant Scoring (Coming Soon)

• Automatic tenant rating
• Payment reliability score
• Maintenance behavior
• Renewal likelihood

Related Guides

• Payment Collection Guide
• Email Automation Guide
• Document Management Guide

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Last updated: January 2025