Note: The property record should be added before the tenant record. For further guidance on how to add a new property, please click here.
Go to Tenants > Add new tenant
A blank tenant record will open
At the top of the tenant record, there are various tabs allowing users to populate the fields within each tab as required
To save the tenant record, click on the Submit button at the bottom of the record
The fields held within each tab are mostly self-explanatory, however, there are some brief guidelines for reference below:
Tenant details tab
Client status section:
Client status - Set the current status for this tenant if required, this is set to Awaiting checks by default
Right to rent - Record here whether the tenant can legally rent a property in the UK. If Yes (time-limited) is selected, the option to set an expiry date will appear.
Tenant name section:
Within this section, set the Title, First name, Surname and Date of birth for the tenant. The option to enter a calling name and a previous name is also available.
Telephone details section:
Option to set the Home telephone, Mobile telephone, Work telephone and an Other telephone number.
Set their preferred contact number by clicking on 'Set as preferred' button next to any telephone data field.
If you are set up with the BulkSMS integration, the mobile number (if set) can be used to contact the tenant by text message.
Email addresses section:
Option to set the two personal emails, a work email and an Other email address.
Set their preferred contact email address by clicking on 'Set as preferred' button next to any email address fields.
The email address set as the preferred contact email will be used when sending emails to this tenant from SME Professional.
Address tab
Add an address section:
Different types of addresses can be added within this tab, for example, pre-tenancy and post-tenancy addresses.
Note: Only one address can be added at this point, however, once the tenant record has been created, the option to add additional addresses will become available.
Other tab
This section can be used to store other relevant information relating to the tenant, including their:
Previous situation
Economic status
Adverse credit history
Marital status
Pets situation
Smoking habits
Marketing consent
Education
Contacts/Dependencies tab
Emergency contact details section:
Up to two emergency contacts can be added to the tenant record.
Click on the Emergency contact 1+ and 2+ buttons to add these details.
Dependencies section:
Information of up to 4 dependencies can be added per tenant, including their name and relationship to the tenant.
Permitted occupiers can be set by entering the relevant details and ticking the tickbox within the Permitted occupiers column.
Guarantor tab
If required, enter details of the tenant’s guarantor including their name, contact details, current address and current employer.
If a non-guarantor payment has been made, tick the Non-guarantor funds checkbox.
Relevant Persons tab
Details of any relevant persons can be entered here, such as next of kin, partner, parents etc.
Financial tab
Bank details (optional) and Bank address sections:
Bank details for the tenant can be stored here.
Important: This section is for reference purposes only and will not be used by the system to make payments to the tenant
Other section:
Other financial information relating to the tenant can be stored here, including how much rent they will pay, their deposit account number (DAN) and payment method.
References tab
Details of the following referees can be entered:
Previous landlord
Higher education
Employer
Up to 3 Character references
Employment tab
You can add the tenant's current employment details, including employer name, contact details, length of employment, position, salary, and type of employment.
To add more than one employer, click on Add an employer.
Dates tab
The date relevant to the tenant and their tenancy is stored here.