Tenancy Manager Quick Guide: Manage Rent Online

The Tenancy Manager is currently in preview, which will have bugs and issues. If you find any, please report them to us using this link.

Tenancy Manager is found in the Tenancy Builder part of the website - https://docs.landlordsguild.com. It provides an online system for tracking rents and tenant invoices. In addition, if there are multiple landlords (for example, you are an agent or manage other properties for family), you can track statement runs to those landlords (where you pay them rent received less commission and deductions).

Tenancy Manager quick start

Tenancy Manager is linked to tenancies built using Tenancy Builder.

For a tenancy to be used in Manager, some new options must have been selected in the Builder:

  • landlord from dropdown (first page)
  • letting unit address from dropdown (first page)
  • rent amount and period (first page)
  • toggle to use the tenancy in Manager (last page)
  • the next rent day for the tenancy (shown after toggle)
  • various fields will need to have been completed in the settings page to download PDF invoices and send reminders.

Tenancy is already in the Builder

Where you've previously created a tenancy in Tenancy Builder, follow these steps to use it in Tenancy Manager.

To filter the builder tenancies list, you can toggle at the top to only show tenancies not being used in Manager.

  1. Go to the tenancies list, and for the tenancy you wish to use in Manager, click to download the PDF from the actions button and save it somewhere safe.
  2. Select Enable TM Features from the actions button, and enter the information as detailed below:
    1. Select a landlord from the dropdown. If none are shown, click to add a new landlord and choose afterwards.
    2. Select a letting unit from the dropdown. If none are shown, add a new one and then select it.
    3. Enter the rent amount, the first full payment date, periods and the next rent date as necessary. The next rent date must be in the future, and this is when our system will start adding rent due in the rent history table.
  3. Click save
  4. From the sidebar, go to Tenancy Manager -> All data, and you should see the landlord, which can be expanded to show the letting unit, which can be further expanded to show the tenancy.
  5. Go to the settings page from the sidebar and fill in all fields to send reminders and download invoices.

New Tenancy

When you create a new tenancy in the Builder, you can simultaneously use the tenancy in Manager by following these steps:

  1. Go to tenancies in the sidebar as usual to create a new tenancy, click add new on the right and select the country.
  2. Insert all details as usual, but to use in Manager, you'll need to select a landlord and letting unit from the respective dropdowns. If not shown in the dropdown, add new and then select. You also need the rent amount and periods to be entered.
  3. click the toggle to use the tenancy in Manager on the last page and insert the next rent date. If you're importing an existing tenancy, this will be the next rent day or if the tenancy is starting in the future, it will be when the first full rent payment is due. The next rent date is always a date in the future and is when the system will start adding rent due in the rent history table.
  4. If you've created a new tenancy for use in Manager but do not need the PDF (i.e. the tenants are already in occupation), choose save for later. If you need the PDF, choose save and build.
  5. From the sidebar, go to Tenancy Manager -> All data, and you will see the landlord, which can be expanded to show the letting unit and further expanded to show the tenancy.
  6. Go to the settings page from the sidebar and fill in all fields to send reminders and download invoices.

Rent tracking

Every evening, our system checks if today is a rent day for a tenancy. A new amount due is added to the rent history tab if it is. From the rents view (in the sidebar underneath Tenancy Manager), you can enter amounts paid, track arrears, issue reminders, and export data.

Tip for importing existing tenancies

If you're importing a long-term tenant into the system, we recommend adding one amount due and one paid of multiple payments combined rather than hundreds of dues and payments. For example, if they've been in occupation for three years, you could add an amount owing of £20,000 and a paid of £20,000 to make the balance zero (change the amounts to the total due and paid for the last three years). You must retain the rent schedule from your previous rent tracking system.

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