Adding Tenants to Your System

Overview

Tenants in HOAMS represent residents who are renting properties. This system allows you to track lease information, payment history, and communication with tenants.

Step-by-Step Instructions

1. Navigate to Tenants

From the sidebar, click Client Management → Tenants.

2. Click "Add Tenant"

Click the "Add Tenant" button in the top right.

3. Select the Property

Choose the property this tenant will occupy. The property must already exist in your system. The address and property details will auto-populate.

4. Enter Tenant Information

• Full Name: Tenant's complete legal name
• Email: Primary contact email
• Phone: Contact phone number
• Date of Birth: For identification purposes

5. Configure Lease Details

• Lease Start Date: When the lease begins
• Lease End Date: When the lease expires
• Monthly Rent: Rent amount due each month
• Security Deposit: Required deposit amount
• Deposit Paid: Check if already received

6. Add Emergency Contact

Record emergency contact information:

• Emergency contact name
• Emergency contact phone
• Relationship to tenant

7. Set Access Code

Create a unique 6-8 character access code for the tenant portal. The tenant will use this code along with their email to access the resident portal and view their account.

8. Upload Documents

Attach relevant documents such as:

• Signed lease agreement
• ID verification
• Background check results
• Move-in inspection report

9. Save the Tenant

Click "Create Tenant" to save all information.

Tenant Status Options

• Pending: Lease signed but tenant hasn't moved in yet
• Active: Current resident in good standing
• Expiring Soon: Lease ending within 60 days
• Expired: Lease has ended
• Terminated: Lease ended early or tenant evicted

After Adding a Tenant

Once created, you can:

• Track their payment history
• Communicate via the messaging system
• Receive maintenance requests from them
• Generate lease documents
• Monitor lease expiration dates

Tenant Portal Access

Tenants can access the Resident Portal at /ResidentPortal using their email and the access code you created. They can:

• View lease information
• Make online payments
• Submit maintenance requests
• View payment history
• Access documents
• Message management

Best Practices

• Verify information: Double-check all contact details
• Secure access codes: Use unique codes for each tenant
• Upload documents: Keep digital copies of all lease paperwork
• Set reminders: Create reminders for lease expiration dates
• Emergency contacts: Always collect and verify emergency contact info

Common Questions

Can multiple tenants share one property? Currently, each tenant record is linked to one property. For roommates, create separate tenant records or list all names on one record.

What if I don't have all the information? Only name, email, phone, and lease dates are required. You can update other fields later.

How do I notify the tenant of their access code? You'll need to communicate it to them directly via email or phone.