Changing Occupant Status (Move In/Out)

We have a tenant moving into our building. How do we add a new tenant to the system?

Only a system administrator can add new tenants. The following are the steps to take to add a new tenant to the system. However, depending on the specific situation, not all steps are required.

Create a Company

A company must exist for a new tenant. See Companies for information about creating a new company.

Create an Account

For billing purposes, an account should be added for the new tenant. Depending on the system, this may be an optional step. To create a new account, see Property Accounts.

Create a Space/Floor

A new tenant may require a new suites in the system. To create a new suites, also known as a Space/Floor, see Create Location.

Create a Guest User and Associate to Property Spaces/Floors

A guest user is an individual who has the authority to create work requests. This is typically the tenant contact or other designated personnel. See New User Setup for additional information

To associate a Gguest user as the primary contact for the space and floor:

  1. Access the Administration module.
  2. Click Property Spaces/Floors.
  3. Select Property.
  4. Enter Property Name or Address.
  5. Select Find.
  6. Select the property hyperlink.
  7. Find the suite that needs to be adjusted and select Edit.

  8. Select Contact Person.

    If a contact person is not listed, refer to steps on creating a guest user.

  9. Select Update.

We have a tenant moving out of the building. How is that tenant retired in the system?

Only an administrator can inactivate a tenant. Depending on the individual property system, there may be different steps to inactivate a tenant. The history associated with a tenant will not be deleted; however, future work orders will be affected when changing a tenant status to inactive. 

Final billing should be completed before inactivating a tenant.

Inactivate the Tenant

To inactivate a tenant:

  1. Close all open work orders.
  2. Access the Administration module.
  3. Select Property/Spaces/Floors.
  4. Select Property.
  5. Enter Property Name or Address.
  6. Select Find.
  7. Select the property hyperlink.
  8. Find the suite that needs to be adjusted and select Edit.

  9. Update Contact Person. 

    This can be done by leaving the Contact Person open, or selecting a new Contact Person.

  10. Update Account.

    This can be done by leaving the Account open, or selecting a new account based on the contact person.

  11. Select Update.

Inactivate the Space

If a space is vacant, the space should be inactivated.  If a new tenant is moving into the space, skip the following steps.  To inactivate a space:

  1. Access the Administration module.
  2. Select Property/Spaces/Floors.
  3. Select Property.
  4. Enter Property Name or Address.
  5. Select Find.
  6. Select the property hyperlink.
  7. Find the suite that needs to be inactivated and select Edit.
  8. Change Status to Inactive.
  9. Select Update.

Inactivate the Account

It is recommended that the account be inactivated to ensure there are no further charges to the tenant.  To inactivate an account:

  1. Access the Administration module.
  2. Select Property Accounts of the Work Order Administration module.
  3. Select Property.
  4. Enter Property Name or Address.
  5. Select Find.
  6. Select the property hyperlink.
  7. Find the appropriate account and select Edit.
  8. Change Status to Inactive.
  9. Select Update.