Tenants

Summary: This article will explain the recent changes to Tenants and how to create and edit your Tenants.

Tenants

The fastest way to access your Tenants is Homeowners > Homeowner Profile > Tenants/Leases > Tenants subtab, which will display all Tenant information for a single property.

The top half of the page displays the Contact Info of the Property Owner/Homeowner. 
Note: All the information on the top half of the table pertains to the Property Owner/Homeowner of the Lease. 

The Tenants table includes the following options:

• Add Tenant: Add a new Tenant.
• Include Moved-Out: Tenants that have moved out will be included in the grid (excluded by default).
• Export This Association’s Tenants: Creates a CSV file containing all Tenant information from the current Association.
• Export all Associations’ Tenants: Creates a CSV file containing all Tenant information from all Associations available to the user.
• The following default columns can be sorted, searched and/or filtered: (additional columns can be added as needed.)
  • Account #
  • Tenant: Column will display the primary tenant and, if available, the secondary tenants.
  • Address
  • Primary Tenant Email
  • Move-In Date
  • Move-Out Date

Note: By default, the Tenants grid shows current tenants:

• Tenants with a lease display the same way they always have.
• Tenants without a lease display when the Move-Out Date is blank.
• Tenants without a lease display when the Move-Out Date is in the future and the Move-In Date is in the past.

Select Include Moved-Out to also show tenants who do not meet these conditions.

• Each Tenant has the following options:
  • Edit: Opens the Edit Tenant form.
    
    
     
  • Delete: Deletes the selected Tenant.
    • Note: A confirmation message with the following prompt will appear:
      “Are you sure you want to delete this record?”
  • Select: Opens the Additional Info (Tenants) screen.
    
    • Note: This page has the exact same functionality as the regular Homeowner > Homeowner Profile > Additional Info page, except that we've removed some of the unnecessary fields from the header that don't apply to Tenants.
    • The Lease Term will always display the most current lease.

Creating a Tenant

It’s important to note that a Lease doesn’t have to have Tenants applied to it and a Tenant doesn’t need to have a Lease. Each one can be created without any prerequisite action from the other.

Note: To add tenants in bulk, you can use the Tenant import or include tenant data in a Property and Homeowner import. For more information, see "How to Import Tenant Records" and "Property and Homeowner Import."

1. Go to the Homeowners > Homeowner Profile > Tenants/Leases > Tenants subtab and click  Add Tenant.
2. On the Add Tenant form, only the following fields are required but the rest can be entered as needed:
   1. Primary Tenant Name: First and Last
   2. Move-In Date
      1. Move-Out Date is not required but it cannot be a date that's before the Move-In Date, otherwise you’ll receive an error message.
   3. Select the Save button and your new Tenant will be added to the grid.

Note: After adding a tenant, you can select the "Include Tenants" checkbox when creating or stepping through an action item. This option is only available for action items that include a step sending to the Homeowner role.

FAQ

Q: How do I create a portal login for a tenant?

A: Portal logins cannot be created for tenants. The Vantaca Home portal is designed exclusively for homeowners and does not support tenant access.

Note: Tenants also do not have portal keys and they cannot be created for them. If you are on a tenant screen and see a portal key, it is not valid for that tenant. 

Q: How can I see if a tenant received a broadcast email?

A: To verify if a tenant received a broadcast email:

1. Go to Mailroom > Email Research
2. Confirm the correct association is selected at the top of the screen
3. Add the Source XN # column by clicking the three horizontal lines (☰) on any column header, selecting Columns, then choosing Source XN #
4. In the Source XN # column, enter the XN of the Broadcast Email action item
   • Note: It is important that the Broadcast Email XN be used here and not the Broadcast Email Message XN.
5. In the Email column, enter the tenant's email address

The results will display the XN # for the Broadcast Email Message action item sent to the tenant, along with the Status showing whether the email was opened.

To view event history for the message, click the caret (▶) to the left of the XN # column.