Lettings

A letting describes one tenant’s stay at a rental listing, which holds the property and its default terms. Keep using the same listing for successive lettings so you can retain tenancy history and avoid overlapping bookings. For a new tenant or separate stay, create a new letting rather than overwriting the old tenant’s history.

Create a letting

1. Create the tenant as a contact, plus their lawyer if needed.
2. Open the rental listing and choose Actions > Lettings > Create letting. The listing must be Active.
3. Choose the User responsible for the letting. Associates can choose themselves or the listing’s user, and only Managers and Directors can change it later.
4. Select the Applicant and optional applicant lawyer.
5. Enter the start date and, if known, end date. Leave the end blank for indefinite occupancy. An end date must be later than the start and is required for Ended or Evicted lettings.
6. Choose the letting status (Provisional unless you change it) and enter the number of occupants if known.
7. Check the suggested Price, Per period, Deposit, and Commission, and replace them with the actual agreed terms where necessary.
8. Under Agents, add any secondary or tertiary agent and their commission percentage, recorded for reference.
9. Complete notes and required custom fields, then create the letting.
10. Open the letting’s Payments, Alerts, Files, or Forms areas for its supporting work.

The letting’s user is credited with its lettings and rental commission in the Activity report, so it can differ from the listing’s user when another agent handled the tenancy.

Agreed terms

The listing’s rental settings supply the suggested terms. You can override them, including entering zero where appropriate.

• Price and period: the period can be Night, Week, Month, or Whole stay.
• Commission: a final fixed amount, even when the listing uses a percentage to suggest it. For a dated stay, percentage suggestions use the agreed rent for the stay, including proportional periods. For an open-ended letting, enter the agreed commission explicitly if a suggestion cannot be calculated.
• Deposit: leave it blank to use the listing’s security deposit, or enter 0 if no deposit is taken.

The deposit does not create a deposit payment, and saving a letting does not create a rent schedule or collect rent. Record rent, deposit, and rental commission as separate payments on the letting.

Statuses

Choose the status to reflect what has actually happened:

• Provisional: a proposed tenancy or booking that reserves the dates.
• Confirmed: agreed occupancy that has not yet been marked Occupied.
• Occupied: the tenant has moved in.
• Ended: the tenancy or stay has finished; an end date is required.
• Cancelled: the letting will not proceed and no longer reserves dates.
• Evicted: the letting has ended through eviction; an end date is required and the record no longer reserves dates.

Statuses are maintained manually. Dates do not automatically move a letting from Confirmed to Occupied or Ended.

Availability

Overlapping lettings are rejected unless the conflicting record is Cancelled or Evicted. Same-day changeovers are allowed: one letting can end on the date the next begins. An open-ended letting reserves dates indefinitely, so record its actual end before adding the next tenant. Ended records preserve their historical occupied interval.

The minimum-stay and maximum-occupant settings produce warnings rather than preventing an agreed exception. Review those warnings before saving.

During and after the tenancy

Add a payment follow-up alert if you need a scheduled prompt to check rent, and arrange inspections from the property’s Inspections area with this letting selected. Use the Portfolio report to review current lettings and approaching end dates.

At departure, update the status and end date, record the checkout inspection, and enter any deposit refund as its own outgoing payment.

Reference a tenant

If your organization has connected Goodlord, you can reference tenants and guarantors from a Provisional letting. See Goodlord referencing.