Before you begin
- Set up the buildings and unit references first; the manual route selects a vacant or reserved unit.
- Have tenant and guarantor contacts, start/end dates, rent, deposit, due day and signed-agreement information available.
- For a CSV import, prepare one row per tenancy with a header and amounts in euros.
- Identify any balance brought forward and any identity, tax or bank details that will need completing after import.
The illustrations use fictional demonstration records. Follow your organisation’s review and approval process before issuing changes.
Bring an existing paper tenancy or small portfolio into a connected register without confusing rent, deposit and opening debt.
What the workflow coordinates
The manual form previews terms and limits the template selector to published templates. The import interface checks rows, shows ready/error counts and describes Imported status, completed checklists and opening-invoice creation.
What people review
People choose the route, match units, check all parties and amounts, correct errors and complete supporting documents and missing personal details.
Choose the onboarding route
Open Tenancies and choose New tenancy for a single manually prepared record or Import existing for CSV onboarding. Follow the matching branch below rather than importing and manually creating the same tenancy.
One route has been chosen for each tenancy being added.
One route has been chosen for each tenancy being added.
Manual route: select the unit and people
Choose a vacant or reserved unit and pick existing contacts or add new people. Add all tenants, other occupants and guarantors in their respective sections, and complete the additional tenant-details prompt. Set the main tenant’s situation correctly, noting the form’s requirement for a parent or guarantor when the tenant is a student.
The correct unit and all relevant people are present without duplicate contacts.
The correct unit and all relevant people are present without duplicate contacts.
Manual route: enter the tenancy terms
Enter start and end dates, monthly rent, deposit and a rent due day from 1 to 28. Use Deposit already received only when that reflects the situation, because the form says it posts the deposit to Tenant deposits held. Review the agreement preview against the source information before proceeding.
Dates, rent, deposit, due day and deposit-received choice are intentional.
Dates, rent, deposit, due day and deposit-received choice are intentional.
Manual route: review the agreement and signing choice
Select a published template, checking the unit’s default rather than assuming it is appropriate. Choose the simulated electronic-signature route and signing order, or choose Signed offline and provide the signed PDF when the agreement is already signed. The form states that offline signing activates the tenancy immediately and that every tenant and guarantor must sign an electronic agreement.
The chosen template and signing route match the actual onboarding case.
The chosen template and signing route match the actual onboarding case.
CSV route: prepare the source rows
Use the CSV template and include the header row when pasting data or choosing a CSV file. Match units using building code plus unit reference, write dates as dd/mm/yyyy or yyyy-mm-dd, and use euro amounts. Check the balance-brought-forward value separately from monthly rent and deposit.
Each source row can be matched to a known unit with unambiguous dates and amounts.
Each source row can be matched to a known unit with unambiguous dates and amounts.
CSV route: validate and inspect the preview
Use Check rows, then read the counts of ready rows and rows with errors that will be skipped. Review each displayed tenant, unit, dates, rent, deposit and opening balance, correcting the source and checking it again when something is wrong. Use the import action only after the preview’s ready count matches the records you intend to add.
The ready rows and any skipped errors are understood before import.
The ready rows and any skipped errors are understood before import.
Review the resulting records and missing details
After completing the chosen route, open each tenancy and confirm its unit, parties, term and status. The import guidance says records are marked Imported, their checklist is completed and any brought-forward balance becomes an open invoice. Upload signed paper agreements afterward for imported tenancies, and complete flagged father’s name, identity, VAT, tax-office, address, IBAN and bank details.
Imported conventions, opening balances and outstanding identity details are checked record by record.
Imported conventions, opening balances and outstanding identity details are checked record by record.
What you should have at the end
The chosen route is ready to create tenancy records with reviewed parties, terms and source data; imported checklist and balance behavior is described by the interface and should be checked on each resulting record.
Demonstration notes and availability
- Reviewed against the official demo at demo.estatereal.io. Screenshots are native 3× captures in English/light mode. Preset records and enabled functions can change.
- This review followed navigation, record tabs and unsaved forms. It did not submit payments, signatures, invitations, messages or irreversible record changes.
Useful answers
How does CSV import find the correct unit?+
The interface matches building code plus unit reference, such as KOL plus A1. Set up and check those references before validating the rows.
What happens to a balance brought forward?+
The import guidance says it becomes an open invoice. Review that opening invoice separately from the row’s monthly rent and deposit, then check the imported tenancy’s Money tab.
Can I complete missing identity details later?+
The import guidance says each tenancy page lists people missing father’s name, identity, VAT, tax office, address, IBAN or bank information. Complete those flagged details there and attach the signed paper agreement afterward.
Will the manual route use an unpublished agreement?+
The template selector lists published templates only. Check the unit’s selected default and the template’s publication state before proceeding.