Add tenants and manage leases

Tenants are the people who rent your units. TenantSee makes it easy to add tenants by email, assign them to units, and track their payments, maintenance requests, and documents all in one place.

Adding a tenant

1. Navigate to Tenants in the sidebar
2. Click the + button
3. Enter the tenant's email address, their full name and, if you like, their phone number. If the address already belongs to one of your tenants, the form says so and offers Open profile; you can still pick a unit to put them on a lease
4. Optionally pick a unit right away. What the form asks next depends on the unit:
   • A unit with no lease — enter the lease (dates, rent, deposit) and the person becomes its tenant
   • A unit that already has a lease — the form starts on Add to the current lease: choose whether the person is a Co-tenant or a Guarantor. There is no rent field, because the lease already has its rent, so nothing new is billed. Choose Start a separate lease only for a second household on the same unit (it asks for its own rent)
5. Click Add Tenant

What the tenant receives

What happens next depends on whether the email address already has a TenantSee account, and the form doesn't tell you which:

• No account yet. TenantSee creates one for them and emails a welcome with a Log In button. They log in with a link emailed to them, and there is no password to set up.
• Already has an account. TenantSee emails them an invitation, and the person chooses whether to accept. Until they do, you have only the details you typed, and nothing from their account is shared with you. You can't send them messages or share documents with them until they accept, and the invitation is valid for 14 days.

Until they've logged in or accepted, the tenant shows a Pending badge. It becomes Expired if an invitation runs out, or Declined if the person says no. To send the email again, open the tenant's page and choose Resend invitation. You can resend 10 minutes after the last email, and your company can send only a limited number of invitations in a day.

Adding a co-tenant or guarantor to a lease works the same way. If you pick a unit, the email names the home. See Accept your invitation and log in for what the tenant sees.

Tenant detail page

Click on any tenant to view their detail page, which shows:

• Tenant Details — Name, email, phone number, tenant-since date, and email verification status
• Leases — Every lease the tenant is on, in any role, with the unit, building and everyone else on it
• Statistics — Summary metrics for the tenant
• Recent Payments — Latest payment history
• Maintenance Activity — Recent maintenance requests submitted by this tenant

Unit assignment

When you put a tenant on a unit that has no lease yet, you provide the lease's details:

• Lease start and end dates (or month-to-month, with no end date)
• Monthly rent (can override the unit's default rent) and the day it's due
• Deposit amount
• Move-in date

Co-tenants and guarantors

A lease can have more than one person on it. The person who started the lease is its Tenant (the holder), and you can add:

• Co-tenants — people who live in the unit and are on the same lease. The lease's rent and charges stay as they are: there is one monthly rent charge for the lease, listed under every name on it. Co-tenants see the lease's rent charges and who else lives there, by name only
• Guarantors — people named on the lease who don't live in the unit. A guarantor gets no repair requests, messages, rent reminders or rent charges, doesn't count toward the unit being occupied, and has no move-in or move-out

To add someone to an existing lease, open the lease on the Unit page (or the tenant's page) and click Add Person, or use Add Tenant and pick the unit. Enter their email address. A new person gets an account and a welcome email, and someone already on TenantSee gets an invitation to accept. Choose their role and, for a co-tenant, an optional move-in date. Someone who is already linked to your company gets an email saying they were added to the lease.

Each person on the lease has a menu with:

• Edit Details — their move-in date, emergency contact and whether they get the automatic rent reminders
• Make Guarantor or Make Co-Tenant — switch their role. A co-tenant with auto-pay set up can't become a guarantor until that auto-pay is cancelled
• Record Move-Out or Change Move-Out — see below
• Remove from Lease — take them off the lease. The tenant who holds the lease can't be removed, or have their role changed, while others are still on it: remove the others first, or record the holder's move-out. Removing the last person removes the lease

Auto-pay on a shared lease. A lease has one auto-pay, set up by one person on it, and it debits the whole amount from that person's bank account, whoever else is on the lease. The lease card says who holds it. A lease is either split or on auto-pay, never both: while someone has auto-pay, Split Rent is off, and while the rent is split there is no auto-pay invitation. Adding a co-tenant doesn't give them their own, and an invitation to a second person is turned away. If the person who holds it moves out, it stops collecting and you invite someone who is staying. See Auto-Pay on a Shared Lease.

Editing lease details

After a lease is set up, you can update its terms at any time:

1. Navigate to the Unit detail page (or the tenant's page)
2. Find the lease card in the Lease & tenants section and click Edit Lease
3. Update the lease's dates, rent, rent due day or deposit
4. Click Update Lease

This is useful when renewing a lease or adjusting rent. The terms belong to the lease, so they change for everyone on it. Where your plan has automatic rent reminders, the reminders switch in Edit Lease turns them on or off for everyone living there; to set one person aside, use Edit Details in their menu.

When a lease term ends

The end of a fixed term doesn't end the tenancy on its own: a tenant who stays keeps renting on the same terms. TenantSee works the same way. After the end date, the monthly rent charge keeps coming and auto-pay keeps collecting it, until you decide what happens next.

Sixty days before the term ends, and again once it has ended, the lease shows under Needs attention on Home. On the lease card you can:

• Renew — set the new end date in Edit Lease
• Make Month-to-Month — clear the end date; rent carries on as it is
• Record Move-Out — enter the day they leave

A recorded move-out is what ends the rent. The tenant is charged for each month they live in the unit, through the month they leave, and nothing after it is billed or debited. Charges already created for later months are taken off, as long as nothing was paid on them. You can record or change a move-out at any time from the person's menu on the lease card.

When several people live on the lease

Rent ends only once everyone living on the lease has a move-out recorded. One person leaving changes nothing about the rent: the lease keeps billing while anyone else stays, and the Record Move-Out window says so. Once the term is over, the lease card asks Who's staying? and lists each person as Staying or Moving out on a date, with a button to record or change theirs. Until every person has a move-out, or you renew the lease or make it month-to-month, rent carries on month to month for those still staying. Guarantors are never part of this: they have no move-out and don't keep the rent going.

Making someone a guarantor, or removing them from the lease, only ever changes this month and later: earlier months stay exactly as billed, and TenantSee names any rent charges it took off. A recorded move-out can reach back, because it says when the tenancy actually ended. Edit Lease and Record Move-Out change only the rent charges nothing has touched yet. After you save, TenantSee tells you if a month kept its earlier amount or due date because the tenant had already been emailed what auto-pay will debit, or a debit there had failed (the change starts with the next month), and if a one-time charge couldn't move to another month and stayed where it was.

Deleting a tenant

Deleting a tenant removes all of their unit assignments. This action requires confirmation. The tenant's user account remains intact — only the relationship with your company is removed.

Articles connexes

• Add and edit units

  Create and manage rental units, track details, and organize unit-level data

• Record payments and charges

  Record, edit, and track rent payments and charges across your properties — manual or auto-pay

• Track a repair from request to fix

  Follow a repair from report to fix: replies, internal notes, status updates and response targets for landlords, and how tenants send and follow a request.

• Accept your invitation and log in

  What to do when your landlord adds you on TenantSee: which email you got, how to accept an invitation, and how to log in for the first time.

• Find your lease and documents

  See your lease terms and your landlord's contact details, understand a shared lease, and download the documents your landlord shares.

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