Add New Tenancy

Because of the nature of tenancies generally being complex, we've simplified adding a new tenancy as best we can but there are some important things to note when adding a new tenancy.

Important Things to Note

  • whilst adding a new tenancy, it's important complete all fields correctly such as fixed term, first rent payable, rent amounts etc. The system uses all this data to track rentals later

  • tenant names can only be added after the first save of a new tenancy

  • rents will not be automatically calculated straight away after saving. This allows for start dates to change. A button will need to be pressed to start the tenancy and start calculating rents.

Add a New Tenancy

To add a new tenancy, you can choose one of two ways:

  • you can view the list of tenancies by clicking tenancies in the sidebar to reveal more options and then click "view tenancies". In the top right is a button to "add new tenancy" which can be clicked.

  • from the list of letting units, you can use the action button next to each record to "add tenancy".

Landlord Details

You must select the letting unit for which the tenancy relates. This is auto-filled if added from the letting unit list.

The other fields will be auto-filled after selecting the letting unit.

If you're on an agent plan, you can change the landlord correspondence address to the address from settings or the landlord's address from their record.

Tenancy Info

These are the primary fields which care should be taken when completing and ensure are accurate.

Agreement type

There are various options and depending on the "property use" already determined by the letting unit, we try to auto-fill this as accurately as possible. You can change this as appropriate and the options are:

  • assured shorthold tenancy

  • contractual tenancy

  • lodger agreement

  • garage (personal use)

  • storage (personal use)

  • commercial/business

  • office

  • car parking

  • non-domestic room (personal use)

Please ensure that the correct agreement type is chosen as it will affect any agreement templates which can be downloaded (not all in that list are supported for download).

Date of Agreement

This can be left blank if unknown at the time of adding. It has no relevance to any functionality of Tenancy Manager other than if completed, it will be filled in downloaded agreements.

Tenant names

When first adding, tenant names cannot be added. Once the tenancy has been saved, you will see buttons appear which will allow the adding of a tenant name. Up to 8 names can be added to a single tenancy.

The button options (when they appear) are:

  • manually add tenant

  • add applicant

  • add from another tenancy

Manually adding a tenant will generally be used if you're adding an existing tenancy. The only fields that MUST be entered after clicking this button are:

  • title (mr, mrs etc.)

  • first name

  • last name

  • email

  • mobile telephone (optional but needed if plan to SMS in the future)

All other fields could be left or can be completed as you wish.

When we added all our existing tenancies into the system, we just entered these basic details as above and then scanned their application form and added that to the files panel (see later). This saved a lot of typing and allowed us to get tenancies into the system with relative speed.

Adding an applicant will display a popup showing all possible applicants that can be added. An applicant will generally have completed the online application form. On selecting the applicant, they will be added as a tenant and removed from the applicants list.

Adding from another tenancy is a way to add a tenant from another tenancy. They will not be removed from the other tenancy, they will simply be further added to this new tenancy. The system can allow a single tenant to have multiple tenancies with you (perhaps they rent a house and separately rent a garage from you).

Click the add from other tenancy and a popup with a list will appear showing the name and the letting unit where they have another tenancy. On selecting and hitting save, they will be added to this tenancy.

Fixed Term From

This is the start date of the fixed term. This should be the date the tenant is to take on the tenancy and collect the keys.

Fixed Term Last

This is the last day of the fixed term. This should always be the day before a rent is due (see next field for an example of fixed term last).

If doing a tenancy for a set period of months e.g. 6 or 12 months, the fixed term last should always be the day before. For example:

Fixed term from 20 April Fixed term last 19 April or, Fixed term from 10 January Fixed term last 9 July

First FULL Payment

Here enter the date the first full payment of rent is payable.

Note: this is not when the FIRST rent is payable but is when the first FULL rent is payable. Normally this will be the same as the fixed term from date but you might start a tenancy mid month with rent payable on the 1st. In which case, this date will be the first of the month. For example:

Fixed term from 15 March First FULL payment 1 April Fixed term last 30 September

Notice in the above example how the fixed term last should always be a day before the rent is due. That way, when it rolls on as periodic, the rent days will match the periods.

When is next rent payable?

If the first full payment is in the past, in order for the system to calculate rents correctly, it needs to know when the next rent is payable.

For example, you might be adding a tenancy from 2011 where rent is payable on the 10th of every month. When you add the 2011 start date, the system will ask when is the next rent payable for which you would say 10th [month]. This date must be today or in the future and the system will then be able to calculate future rentals.

If the first full payment is in the future, this option is not required and will not be displayed.

Is a break clause required

We don't recommend having a break clause generally and instead the tenancy should just be made shorter. However, we understand they are used by many. Choose here if you require one.

If you choose yes, a further field will appear asking for the earliest months before any break clause may expire.

You should check the wording of the break clause after downloading an agreement (see later) before sending to a tenant.

Rent type

Currently, only "normal in advance (£x rent per x period) is working but the other options will be added soon.

Rent

Enter the rent amount - numbers only (no "£" sign).

Period

Select the period from the dropdown options:

  • calendar month

  • four weeks

  • quarter

  • week

Payable Every (day)

Select from the dropdown the appropriate payment day. For example, if rent starts on the 10th April and is calendar monthly, you would choose "10th Day".

Deposit Scheme

Choose from the dropdown the deposit scheme you will be using (or that there is no deposit).

All government authorised schemes are supported including the variants of custodial or insured.

When an agreement is downloaded, it will include the prescribed information for the chosen scheme (assuming AST and there was a deposit).

Deposit Amount

If an option is chosen from deposit scheme indicating a deposit is to be taken, the deposit amount field will be displayed.

Is a guarantor required?

Using the dropdown, select whether a guarantor is required or not. This will produce a guarantee form with certain agreements produce if chosen.

HB/UC Ref

This field is for recording any housing benefit or reUniversal Credit reference.

Utilities

Clicking the utilities heading reveals further optional options to enter such as gas and electricity readings.

There is also the ability to track electricity sub-meters in your properties whereby invoices are automatically generated. In order to make this function work (see later for full details) you must enter the daily standing charge amount in pence and the unit rate amount (also in pence).

Tenancy Terms

The tenancy terms are the same as were set in the letting unit defaults. They can be changed to determine who pays for council tax, water, electricity etc.

Changes here will be reflected in the terms of some agreements produced by Tenancy Manager.

Agreement Signers

These fields are used when producing an agreement from the system and the details will be added to signature boxes.

Defaults can be set in settings.

Tenancy End

This will not normally be used when adding a new tenancy. The fields here are completed when ending a tenancy (see later).

Advanced

Do not touch! Only change these if asked to do so by support staff.