Before you begin
- Identify the tenancy reference rather than relying only on a tenant’s name.
- Know whether you are reviewing a pending, active, notice-given or ended relationship.
- Keep supporting agreements, handovers and payments available for checking the current state.
The illustrations use fictional demonstration records. Follow your organisation’s review and approval process before issuing changes.
Keep each rental relationship organized through move-in, daily service and renewal or departure.
What the workflow coordinates
The interface groups terms, parties, checklist items and linked operational tabs around the tenancy, and highlights approaching end dates in the register.
What people review
People verify evidence, decide the appropriate next action, complete outstanding information and check the resulting status.
Find the tenancy by status or reference
Open Tenancies and search by tenant, unit or reference, then filter by building when needed. Use Pending, Active, Notice given, Ending, Ended or Expiring within 60 days to focus on the phase you need to handle.
You have opened the correct tenancy in its current lifecycle phase.
You have opened the correct tenancy in its current lifecycle phase.
Review the terms and current occupancy
In Overview, compare start/end dates, rent, deposit and due day with the agreement reference. Read the unit status and the origin label, such as From application or Imported, so preparation and historical onboarding are not mistaken for the same process.
The current unit, dates and terms are understood in context.
The current unit, dates and terms are understood in context.
Confirm the people connected to the tenancy
Review the People section and open the tenant profile when contact or identity details need checking. Distinguish tenant, occupant and guarantor records rather than treating everyone associated with the home as the same party.
Contacts and roles belong to the correct tenancy and are clear to staff.
Contacts and roles belong to the correct tenancy and are clear to staff.
Work through the onboarding evidence
Review the move-in checklist for agreement, deposit, house rules, handover and keys. Open the relevant linked record before treating a checked item as evidence, particularly for an imported tenancy whose checklist is populated as an onboarding convention.
Checklist status can be supported by the relevant operational records.
Checklist status can be supported by the relevant operational records.
Use the connected records for daily service
Move between Agreements, Money, Documents, Handovers, House rules and the other tenancy tabs as the issue requires. Keep messages, repair details and supporting files attached to their proper record so another colleague can follow the same context.
Daily work is connected to the tenancy rather than held in a separate personal thread.
Daily work is connected to the tenancy rather than held in a separate personal thread.
Prepare the next term or departure
Use Renew when preparing a further term, or Give notice when recording an ending through the available workflow. For a notice-given tenancy, review keys, final readings, final inspection, deposit decision and forwarding address in the move-out checklist before considering departure work complete.
The next milestone has the appropriate renewal or move-out follow-up.
The next milestone has the appropriate renewal or move-out follow-up.
Recheck state after the next action
Return to the tenancy and register after a signature, notice or other lifecycle action to read the current status and dates. Check the agreement version and related activity before relying on a new term or assuming a tenancy has ended.
The record’s current state has been checked after the action, rather than assumed.
The record’s current state has been checked after the action, rather than assumed.
What you should have at the end
The tenancy remains a shared reference for the people, terms, evidence and next milestone, with status checked against the detailed records as the relationship changes.
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
Is a tenant contact the same as a tenancy?+
No. The contact links to the person’s tenancies; each tenancy has a particular property/unit, term and set of people.
Does a checklist alone prove that an earlier action occurred?+
No. Inspect the agreement, document, handover, rule or financial record supporting the check. This review did not toggle checklist items or recreate missing history.