Leases & Tenancies
Leases
Section titled “Leases”A lease is the contractual agreement between you and a tenant for a specific unit.
Creating a lease
Section titled “Creating a lease”- Navigate to Leases in the admin sidebar
- Click New Lease
- Fill in:
- Unit: select the unit
- Tenant: select or create the tenant user
- Start date and End date
- Monthly rent and Security deposit
- Status: typically starts as pending or active
- Save
Lease statuses
Section titled “Lease statuses”| Status | Description |
|---|---|
| Pending | Created but not yet active (e.g. future start date) |
| Active | Current lease in effect |
| Expired / Month-to-Month | Original term ended, tenant continues month-to-month |
| Terminated | Lease ended (by completion, early termination, or eviction) |
Expired month-to-month
Section titled “Expired month-to-month”When a lease’s end date passes without renewal or termination, it transitions to expired_month_to_month. This is important for the availability grid:
- Active and expired/month-to-month leases with future end dates signal when a unit might open up
- Leases with past end dates are filtered out to avoid false “opening” signals
Tenancies
Section titled “Tenancies”A tenancy represents a tenant’s physical occupancy of a unit. It’s separate from the lease because:
- A tenant may have multiple sequential leases for the same unit
- Tenancy tracks the actual move-in/move-out dates
- Only one active tenancy per unit at a time
Tenancy statuses
Section titled “Tenancy statuses”| Status | Description |
|---|---|
| Active | Tenant currently occupies the unit |
| Move-out scheduled | Tenant has a confirmed move-out date |
| Moved out | Tenant has vacated |
| Terminated | Tenancy ended by management |
Scheduling a move-out
Section titled “Scheduling a move-out”When a tenant’s move-out is scheduled (either through their request or by management), the tenancy status changes to move_out_scheduled and the scheduled_move_out_date is set.
This date feeds directly into the availability grid:
- If the scheduled move-out date is before the upcoming term start, the unit shows as “Opening” with the actual date
- This is the preferred signal for the availability grid (more reliable than lease end dates)
Processing a move-out
Section titled “Processing a move-out”When the tenant actually vacates:
- Navigate to the tenancy
- Click Complete Move-Out
- Confirm the actual move-out date
- The tenancy status changes to “Moved out”
- The unit becomes available