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 and select the country where the tenancy is located (England or Wales)
  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 payer'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. If using online payment, enter the payment link from your invoicing system (e.g., Xero). If using bank transfer, ensure your bank details are entered into Settings, which are accessible by navigating to Tenancy Manager -> Settings in the sidebar. The bank details will be automatically inserted into the produced holding deposit PDF.
  9. Wales only: enter the proposed duration of the contract, if a guarantor is required and whether to include a draft periodic contract (if you intend to use Tenancy Builder for the contract).
  10. Click Save to confirm.
  11. Click Download PDF from the action button to generate the document.

Duplicating a holding deposit form

If there are multiple payers for the same holding deposit (e.g. a student letting), you can duplicate a holding deposit form by clicking Duplicate on the right-hand side of the record. This will display the Add New module with all the details from the duplicated record inserted. Change the payer name and anything else necessary, and Save to create the duplicate.

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 Create Applicant via the action button. This automatically fills in the relevant details, reducing manual data entry.

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

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