How to Manage Occupants in LeaseRunner

This article covers the following:

• How to view Applicant Details (i.e. applications and screening reports)
• How to "move in" applicants (i.e. make applicants become tenants)
• How to set lease dates for tenants
• How to view Tenant Details (i.e. executed leases, tenant details, etc.)
• How to handle roommates and multiple tenants with different lease dates
• How to archive or delete past applicants
• How to move out or delete past tenants
• FAQ's
• Other useful help and support articles

How to view Applicant Details (i.e. applications and screening reports)

Click on the name of the applicant from your Dashboard > Recent Activities Table.

-OR-

Use the Search bar in the upper right hand corner and type in the name of your applicant (either first name, last name or both).

Once you locate the name of the applicant you are searching for, click on it. Doing so will take you to the Applicant Details page where you can view applicant specific information.

A third option for navigating to the Applicant Details page is to go to Properties > Manage Occupants. From the Manage Occupants page, you will see the screen divided into an Applicants side and a Tenants side. Locate the applicant's name on the Applicant's side and click on it.

How to "move in" applicants (i.e. make applicants become tenants)

 Go to Properties > Manage Occupants. On the Applicant's side, click the "Move in" button for the applicants you would like to move in. Check off any applicant's from the list of applicants who is "moving in" to the property. Then click, Next, Set Lease dates.  (The applicants will be moved to the tenant section with this step.)

Pro Tip:  Leave the end date open for month to month tenancies.

Once you have lease dates entered, click the blue "Save" button. You will be asked if you would like to require renter's insurance for this unit? Answer yes or no. Click "Save & continue". Then you will see a pop up box that says "Where would you like to go?" If you are ready to start Build a Lease Batch, you may select that option. The other options are "Manage Occupants" or "Dashboard".

 How to set lease dates for tenants 

Go to Properties > Manage Occupants page. Click "move in" button, select applicant(s) from the list who will become tenants. Click button "Next, Set Lease Dates"

How to view tenant details (i.e. executed leases, tenant payments, etc.)

Click on the name of the tenant from your Dashboard > Recent Activities Table.

-OR-

Use the Search bar in the upper right hand corner and type in the name of your tenant (either first name, last name or both).

Once you locate the name of the tenant you are searching for, click on it. Doing so will take you to the Tenant Details page where you can view tenant specific information.

A third option for navigating to the Tenant Details page is to go to Properties > Manage Occupants. From the Manage Occupants page, you will see the screen divided into an Applicants side and a Tenants side. Locate the tenant's name on the Tenants side and click on it. Doing so will also take you to the Tenant Details page where you can view tenant specific information.

How to handle roommates and multiple tenants with different lease dates

 LeaseRunner allows you to have multiple tenants in the property, all with different lease dates. For example, you may have existing tenants in a unit who are moving out soon, and you have pre-leased the property to other tenants that will move in after the existing tenants move out. LeaseRunner is programmed to accommodate this scenario.

Follow the same process as outlined above. Go to Properties > Manage Occupants > click "move in" button for new tenant, assign appropriate lease dates for that tenant. The system will create a list of tenants with their corresponding lease dates that you enter.

Pro Tip: If you have multiple applicants that are all moving in together with the same lease dates, select all of their names from the list after clicking the "move in" button. Then click, Next, Save Lease Dates and those applicants who were included by checking the box in front of their name will be included in the lease dates you assign.

How to archive or delete past applicants

You can archive and/or delete past applicants.

Applicants that you have moved in as tenants will automatically be archived.

To archive applicants that did not move in, click the "Archive" button from the Applicant Details page (pathway= Properties > Manage Occupants > Archive button on the upper right.)

The applicants will be moved to the "Archived" section located at the bottom of the Manage Occupants page.

To permanently delete an applicant, open the Past Applicants accordion in the Archive. Locate the applicant you wish to delete, then click the "Delete" button as shown.  WARNING: This action cannot be undone. 

Note: You cannot delete an applicant who is attached to an active tenant. You must delete or move out the tenant record before you can delete the applicant record. This is to prevent you from deleting application information about the tenant that you might need later.

How to move out or delete past tenants

Go to Properties > Manage Occupants > click the "Move Out" button for each tenant you would like to move out. The tenant will be moved the the Past Tenants section of the Archive at the bottom of the Manage Occupants page. 

Pro Tip: By using the "move out" function in the LeaseRunner system, the tenant who was moved out will no longer have access to make rent payments through LeaseRunner's payment portal. 

To permanently delete the tenant, open the Past Tenants accordion in the Archive. Click the "Delete" button for the tenant you want to delete.

WARNING: Deleting a tenant will cause you to loose all tenant data including any executed lease documents for that tenant, as Executed Lease Documents are saved under the tenant record/profile in the LeaseRunner system. This action cannot be undone. 

FAQ's

1. Do I have to move out current tenants before I can move in future tenants? Answer: No.
2. Can I have multiple groups of tenants, all with different lease dates and different executed documents? Answer: Yes
3. Can I have month to month leases? Answer: Yes, just leave the End Date open

Other useful help and support articles

Building a Lease Document Batch for e-signing

E-signing Lease Documents

How to Set Up Online Rent Collection