Leases

Leases Page Overview

Navigate to Homeowners > Homeowner Profile > Tenants/Leases > Leases to open the Leases page. This page displays all lease records for a single property.


 

The top portion of the page displays contact information for the property owner/homeowner.

The Leases table includes the following options:

• New Lease: Add a new lease.
• Include Closed: Include closed leases in the table(excluded by default).
• Export to Excel: Export the current table contents to an Excel file.

The following columns can be sorted, searched, and filtered:

• Lease ID: The unique identifier for the lease.
• Tenant: The tenant associated with the lease.
• Lease Start: The start date of the lease.
• Lease End: The end date of the lease.
• Status: The current status of the lease. For leases with an XN number, the status displays the current action step name. For leases without an XN number, the system-based statuses are:
  • Not Started
  • Active
  • Expired
  • Closed
• XN: The action item number associated with the lease, if applicable.

Note: If your action items are not configured to associate with leases, leases will not display an XN number.

Before You Begin

Vantaca supports three methods for creating and managing leases. You will use only one method based on your association's workflow. The methods differ in how leases are tracked and managed:

• Method One requires no configuration and uses system-based lease statuses.
• Method Two automatically creates an action item when a lease is created, allowing you to manage leases alongside other action items.
• Method Three adds a lease to a pre-existing action item, which supports workflows that require prerequisite steps such as board approval before a lease is created.

Note: If you create a lease for a tenant who already has an active lease on the same property with overlapping dates, a warning appears. Review the dates carefully before confirming to avoid creating duplicate leases.

Method One: Create a Lease Without an XN Number

This method requires no action item configuration. Lease statuses update automatically based on the lease start and end dates.

1. Navigate to Homeowners > Homeowner Profile > Tenants/Leases > Leases.
2. Verify that you have selected the correct homeowner/property.
3. Click New Lease.
   The New Lease screen opens.
   
   
    
4. (Optional) Add one or more tenants to the lease. Tenants are not required to save the lease.
5. Select a Lease Start and Lease End date. Both fields are required.
6. (Optional) Select Month-to-Month if the lease operates on a month-to-month basis. This disables the Lease End field. If a Lease End date was entered before this selection, that date is cleared on save.
7. (Optional) Add lease documents as needed.
8. Click Update.

Notes:

• After the current date meets or exceeds the Lease End date, the lease status changes to Expired.
• Expired and Closed are distinct statuses. Expired is system-assigned based on dates. Closed is manually applied by a user.
• Lease records can be edited at any time. Editing start and end dates after the fact may affect reporting.
• Lease activity is tracked on the Homeowners > Homeowner Profile > Activity Notes page.

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Method Two: Create a Lease That Generates an XN Number

This method requires configuration of an action type before use. After configuration, creating a new lease automatically assigns an XN number, allowing the lease to be managed alongside other action items.

Set Up the Action Type (Method Two)

1. Navigate to Settings > Action Types/Steps.
2. Click New Action Type.
   The Create Action Type screen displays. 
   
   
    
3. Provide the following information:
   • Set Category to Standard.
   • Enter an Action Type name that identifies it as a lease action type.
   • (Optional) Set Send To and Administrator Role as needed.
   • (Optional) Set Action Type Requirements as needed.
   • Select Block Creation.
4. Click Create.
   The new action type displays in the Action Types table. 
5. Open the action type and add steps by clicking Add New Step. 
   Note: The Lease Status on the Leases page displays the name of the current action step so name steps accordingly. 
   Create the following steps:
   • Lease creation step: Set Additional Action to Create Lease Action Item. 
   • Lease closing step: Set Additional Action to Closed Lease. This setting automatically advances the action item to the closed step when the lease is closed.
6. Configure remaining rules as needed and save the action type.

After configuration, leases created on the Leases page will automatically receive an XN number.

Set the Lease Expiration Reminder

You can configure a lease expiration reminder to notify you when leases are approaching expiration. The default is 60 days. 

To change the value, navigate to Association > Settings > Communications and edit the Lease Expiration Reminder.

Note: This setting applies only to the Create Lease action item. It does not affect the Add Lease action item used in Method Three.

Method Three: Add a Lease to an Existing Action Item

This method adds a lease to an action item that already exists, rather than generating a new action item at lease creation. Use this method when your workflow includes prerequisite steps before a lease can be created, such as a board approval process.

Set Up the Action Type (Method Three)

1. Navigate to Settings > Action Types/Steps.
2. Click New Action Type.
3. Provide the following information:
   • Set Category to Standard.
   • Enter an Action Type name that identifies it as a lease action type.
   • (Optional) Set Send To and Administrator Role as needed.
   • Set Action Type Requirement to Require Owner.
   • Leave the Block Creation checkbox unselected.
4. Open the action type and add steps by clicking Add New Step.  
   Note: You may include additional steps before the lease creation step, such as a Lease Application or Lease Interest step. The Lease Status on the Leases page displays the name of the current action step so name steps accordingly.
   Create the following steps:
   • Add lease step: Set Additional Action to Add Lease.  
   • Lease closing step: Set Additional Action to Closed Lease. This setting automatically advances the action item to the closed step when the lease is closed.
5. Configure remaining rules as needed and save the action type.

Create the Lease

To create a lease:

1. Create a new action item using the action type configured in the previous section. Select the homeowner when creating the action item to ensure the lease is immediately associated with a property.
2. When you are ready to create the lease, advance the action item to its Add Lease step.
3. Click Lease on the action item in the Action Center.
4. In the Edit Lease form: 
   • (Optional) Add one or more tenants. Tenants are not required to save the lease. 
   • Select a Lease Start and Lease End date. Both fields are required. 
   • (Optional) Select Month-to-Month if the lease operates on a month-to-month basis. This disables the Lease End field. If a Lease End date was entered before selecting this checkbox, that date is cleared on save. 
   • (Optional) Add lease documents as needed.
5. Save the lease.

Note: Attachments previously added to the action item do not carry over to the lease. Only documents added when creating or editing the lease are associated with the lease record.

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