If a tenant is leaving a property where other in-residence tenants are remaining or if they are being replaced by another individual, please follow the steps listed below to reflect this on the system.
1. Checking lead tenant
Adding and linking a new tenant to a property will change who the lead tenant for the property is as this new tenant will have the highest link ID out of all tenants linked to the property. Before proceeding with the rest of this guidance, we recommend that users double-check to ensure the correct lead tenant is set.
To find out who the previous lead tenant for the property was, users can look at the link IDs for the other tenants linked to the property. If only one new tenant has been linked to the property, the previous lead tenant will have the second-highest link ID for the property. Similarly, if two new tenants have been linked to the property, the previous lead tenant will now have the third-highest link ID, and so on.
In the case that the lead tenant is the one vacating the property, a new lead tenant should be designated.
For guidance on how to check who the lead tenant is and how to change this, please click here.
2. End the current tenancy
2.1 Scottish clients
For Scottish clients: As per PRT legislation, all current tenants must agree to end their existing tenancy before a new tenancy is drawn up that includes both the remaining tenant(s) and any new tenants.
Go to Tenants > End tenancy
Select the property address
All tenants (remaining and leaving) should be ticked within the Select column
Populate the rest of the form as required
Untick the Change status to 'Occupied on market' checkbox
Click Submit
Note: The Property availability date and New monthly advertised rent fields can be left blank as they are not applicable.
2.2 Other clients
Go to Tenants > End tenancy
Select the property address
For the tenant(s) remaining in the property, please make sure they are ticked within the Renewing column
For the tenant(s) leaving the property, please ensure they are ticked within the Select column
Populate the rest of the form as required
Untick the Change status to 'Occupied on market' checkbox
Click Submit
Note: The Property availability date and New monthly advertised rent fields can be left blank as they are not applicable.
3. Create a new tenancy
3.1 Scottish clients
The create tenancy process now needs to be completed for the remaining tenant/s and any new tenants. For guidance on how to create a new tenancy, please click here.
Note: Creating a new tenancy will not overwrite the tenant's move-out date that has been input automatically during the end tenancy process. Therefore, once the tenancy has been created, the move-out date will need to be manually removed from the tenant record. This can be found in the dates tab. If not removed, the system will automatically change the tenant status to "Past tenant" once the move-out date has passed.
3.2 Other clients
A tenancy renewal can be processed for the remaining tenant/s and any new tenants. This allows the agent to retain the original date of entry/move-in date for the property.
Go to Tenants > Create tenancy
Select the Property from the dropdown
For each remaining tenant for this property, expand the Status dropdown and select In residence - renewing
Populate the rest of the tenancy form as required
Renewal of existing tenancy agreement checkbox - Scottish clients should untick this checkbox if the tenancy is a PRT as it is not applicable. All other clients should leave this box ticked as this ensures the original date of entry is retained
Click Create Tenant documents
Note: It is at the discretion of the agent as to whether the tenant(s) should be supplied with new tenancy documents. If a user wishes to create no new documents, expand the Select documents to create dropdown and select Generate none before creating the tenancy.
Video tutorial