Adding Existing Tenancies

Unfortunately, because various systems have so many ways of handling tenancy data, we don't have a facility to import tenancies into the database.

However, adding existing tenancies can be quick and easy with a few tips.

First, you will need to have added each letting unit which is very quick.

When adding a new tenancy, in the initial stage you only need to add the core basics for the system to function. Here is how we added our portfolio of almost 100 tenancies to Tenancy Manager.

Enter Basic Tenancy Information

To begin with, we just entered all the basic tenancy information needed for the system to work including:

  • fixed term from

  • fixed term last

  • first full payment

  • rent amount

  • rent period and date payable

  • deposit scheme

  • deposit amount

  • is gas and EPC required?

Nothing else is crucial at this time for example the utilities, tenancy terms, agreement signers can all be left as they only affect the tenancy agreement when downloaded.

After saving, we then added the tenant names

Tenant Names

Choose "manually add tenant" and add the main details:

  • title

  • first name

  • middle name

  • last name

  • mobile phone

  • email

After saving, you can then use the files panel to add a copy of their application form from when they applied for the tenancy. This will give a record of all their other information without having to enter all the data.

As you add new tenancies from now on, the applicant will complete all the information online or you can manually do so.

Repeat with each tenant name for the tenancy.

Rent Schedule

You could manually add each rental due and payment but in our view this isn't necessary when trying to add all your existing tenancies into Tenancy Manager.

Ensure you've pressed the "start tenancy and start calculating rents" button when you're confident all the data is accurate before you can add rents.

Tenancy Manager will automatically add the first rent due and payment (if first rent paid tick box was ticked). Tenancy Manager will also correctly schedule the next rent due and will take over from now onwards.

Therefore, the rents which will be needed are just those due and paid in-between.

With ours that we imported, if the tenancy was more than 6 months old, we left the rent schedule as it was but manually adding an amount due or amount paid to ensure the current arrears (if any) matched our existing system.

Then, we exported from our old database to either excel or printing as a PDF the full rent schedule for that tenancy. This file was added to the files panel for the tenancy along with a copy of the tenancy agreement. We also printed to PDF the whole record from our old database and added that PDF too.

That way, should the rent schedule be needed in the future, we could still manually add the details from the record we've now saved. But, for the time whilst adding all existing tenancies, there was no need because as long as the current amount owing is correct (more often than not it's either zero or the rent amount) then nothing else is needed to be done.