Managing Holding Deposits in Tenancy Manager

This guide explains how to request, track, and manage holding deposits in Tenancy Manager.

Accessing the Holding Deposit Feature

1. Log in to your Tenancy Manager account.
2. Click Applications in the sidebar.
3. Select Holding Deposit from the menu.

Creating a Holding Deposit

1. Click Add New on the right.
2. Select a landlord from the list or add a new one.
3. Choose a letting unit or add a new one.
4. Enter the applicant's first and last name.
5. Enter the monthly rent amount.
6. Enter the proposed tenancy deposit amount.
7. Enter the holding deposit amount (must be less than or equal to one week's rent).
8. Select the payment method: online payment or bank transfer.
9. If using online payment, enter the payment link from your invoicing system (e.g., Xero).
10. Click Save to confirm.
11. Click Download PDF (England) from the action button to generate the document.

At present, the PDF is suitable for use only in England. A version for Wales is in development.

Managing Payment Status

1. Click Edit on the deposit entry.
2. Choose one of the following statuses:
   • Awaiting Payment
   • Paid
   • Refunded
   • Offset
   • Retained
3. Optionally, add a note.
4. Click Update to save changes.
5. Click the small triangle next to the entry to expand the record and view the status log.

Sending the Holding Deposit Request

1. Download the generated PDF.
2. Email the applicant and attach the PDF.
3. No signature is required - payment of the deposit constitutes acceptance of the terms.

Linking a Holding Deposit to an Application

Once a holding deposit is marked as paid, you can generate an application form with a single click. This automatically fills in the relevant details, reducing manual data entry.

Following these steps ensures efficient management of holding deposits within the Tenancy Manager.