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How to manage occupants in LeaseRunner

Last Updated: Dec 06, 2016 12:30PM MST

This article covers the following:

  • How to view applicant details (e.g. 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 (e.g. 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 (e.g. applications and screening reports)

 

All of your applicants are listed under the section "Step 1: Move In Applicants." To view the applications, screening reports, and other information for an applicant, click the "View" link. This will take you to the Applicant Details page where you can view applicant specific information.

 

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

 

Under the section "Step 1: Move in Applicants," click the "Move in" link for the applicants you would like to move in. The applicants will be moved to the tenant section "Step 2: Select Roommates."

Under Step 2, click the "Select" button for all tenants that will have the same lease dates (i.e. roommates). Under Step 3, choose the lease dates from the calendar. Leave the end date open for month to month tenancies.

Once you have lease dates entered into Step 3, the blue "Save" buttons will become active. Click "Save" to save the lease dates to your tenants. Click "Save + Build Lease Document Batch" to save the lease dates and proceed to choose lease documents to send to the tenant(s).

The tenant's lease dates will appear in light grey font above the tenant's name.

 

How to set lease dates for tenants

 

Please see the previous section "How to move in applicants (i.e. make applicants become tenants)."

Note: make sure your executed lease documents match the lease dates in the Manage Occupants page. Otherwise, your lease dates in LeaseRunner will be wrong.

 

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

 

Your tenants are located in the section "Step 2: Select Roomates." To view executed leases, tenant payments, etc., click on the "View" link for the tenant. This will 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. This can be done in LeaseRunner.

As above in Step 2, click the "Select" button for tenants that will have the same lease dates (i.e. roommates). Next, in Step 3 set the lease dates and click Save or Save + Build Lease Document Batch.

The tenants in Step 2 will be grouped together by lease date to help identify roommates.

 

How to archive or delete past applicants

 

You can archive and/or delete past applicant. Applicants that you have moved in as tenants will automatically be archived. To archive applicants that did not move in, click the "Archive" link under the Step 1 section. The applicants will be moved to the Archive located at the bottom of the Manage Occupants page.

To permanently delete an applicant, open the Past Applicants accordion in the Archive. Click the "Edit" button. Then, click the "Delete" button as shown. 

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

 

Under the Step 2 section, click the "Move Out" link for each tenant you would like to move out. The tenant will be moved the the Past Tenants section of the Archive.

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

 

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 for e-signing

E-signing lease documents 

How to set up online rent collection
 
 

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