Add, Edit, and Delete Tenants

While most of your tenants will enter the system through an approved application, there are times when you need to take direct control of your resident list. Whether you are migrating data from an old system, manually adding a legacy tenant who has lived in the building for years, or fixing a simple typo, the "Add, Edit, and Delete" functions are your tools for data integrity.

In this article, we will explain how to manage these core tenant records to keep your portfolio organized and accurate.

Manually Adding a Tenant

Sometimes a "Lease First, System Later" situation occurs, or you are onboarding a new property with existing residents. In these cases, you can bypass the application process and add a tenant directly:

- Navigate to the Tenants List: Click the "+ ADD TENANT" button at the top right.
- Select the Location: Choose the specific Property and Unit they occupy. This is critical because it links the person to the financial "Unit Balance."
- Enter the Personal Details: Provide their full name, email address, and phone number. This information creates their digital identity within the portal.
- Define the Relationship: Specify if they are the "Primary Tenant" or a "Co-Tenant." This helps the system know who to contact first for rent or maintenance updates.

By manually adding tenants, you ensure that every person living on your property is accounted for, even if they didn't go through your standard digital application flow.

Editing and Updating Tenant Profiles

People change their phone numbers, get married and change their names, or simply have a typo in their initial record. Keeping these details updated is vital for smooth communication.

To edit a record, find the resident in your Tenants List and click the "Pencil (Edit)" icon. From here, you can:
- Update Contact Info: Ensure notices and invoices go to the right email address.
- Adjust Move-In/Move-Out Dates: Keep your occupancy reports accurate by reflecting the true dates of their residency.
- Attach New Documents: If a tenant gets a new ID or renews an insurance policy, you can upload the updated file directly to their profile.

An updated tenant profile means fewer "returned to sender" emails and much more efficient day-to-day management.

Deleting a Tenant Record

There are instances where a record needs to be removed entirely - perhaps a duplicate was created by mistake or a "test" tenant was added during training.

- Using the Trash Icon: Clicking the red delete icon will remove the tenant from your active list.
- A Word of Caution: Deleting a tenant is a permanent action. If a tenant has moved out, you should not delete them; instead, you should use the "Move-Out" function to end their lease. This preserves their payment history and documents for your records. Only use "Delete" for entries that were created in error.

The Importance of Clean Data

Your property management software is only as good as the data you put into it. By taking a few seconds to correctly add a new resident, update an old phone number, or prune an accidental duplicate, you are building a "Source of Truth" for your business. This accuracy flows into your financial reports, your legal documents, and your reputation as a professional manager.