How to Add and Manage Tenants

Goal: Get a tenant set up in the system with their own self-service portal access.

You would do this when a new occupant moves into one of your units, or when you want to give an existing tenant access to their online account.

Step 1: Create the Tenant Record

1. 1
   Navigate to Tenants in the sidebar. Open /tenants
2. 2
   Click Add Tenant (top right).
3. 3
   Fill in their name, phone number, and the unit they are moving into.
4. 4
   Enter their lease start date, end date, and the agreed rent amount.
5. 5
   Click Save.

[SCREENSHOT: /tenants/new — the add tenant form showing name, phone, unit selection, and lease dates]

The tenant now exists in your system as a record. They do not yet have portal access.

Step 2: Invite the Tenant to Their Portal

Tenants get a private, read-only portal where they can view invoices, download receipts, and submit maintenance requests. To activate this:

1. 1
   Open the tenant's profile.
2. 2
   Click Generate Invite Link.
3. 3
   Send the link to the tenant — by WhatsApp, SMS, or email. You can use the convenient WhatsApp button next to pending invites on the Tenants list to instantly send a pre-formatted message.

Pending Invites

Tenants who haven't accepted their invite yet will appear in your directory with a Pending badge. You can copy their link again or send a WhatsApp reminder directly from the list at any time.

[SCREENSHOT: /tenants/[id] — tenant profile page with the 'Generate Invite Link' button visible]

The link is permanent. The tenant clicks it, sets a password, and is instantly logged into their portal at /tenant/dashboard.

Bulk Import (Historical Tenants)

If you are migrating from spreadsheets and have many existing tenants:

1. 1
   Navigate to Tenants → Import.
2. 2
   Download the CSV template.
3. 3
   Fill in the tenant data and upload the file.
4. 4
   Review and confirm the import. Open /tenants/import

Tenant Move-Out

To process a move-out and vacate the unit:

1. 1
   Open the tenant's profile.
2. 2
   Click Move Out.
3. 3
   Enter the move-out date and confirm any deposit deductions or refunds.
4. 4
   Click Confirm Move-Out.

The unit is automatically set to Vacant and the tenant's portal access is deactivated.

Open /tenants