Leases and occupancy

A lease links one tenant party to one unit. Its start and end dates, monthly rent, deposit and status give the manager the operating terms needed for occupancy and billing. The lease number makes the agreement identifiable when a tenant calls about a charge. A manager preparing a new lease can inspect the unit’s present status and the tenant contact before asking for review.

The status distinguishes draft, review, active, notice, ended and cancelled agreements. A draft is still being prepared. Review is the point to check the linked records and the terms. Active identifies the agreement the team uses for current property work. Notice and ended keep the later part of the lifecycle visible without losing the original unit and tenant links.

• Preparation. Property Manager enters the linked unit, tenant, dates, rent and deposit on the lease.
• Review. Lease Reviewer checks that the person and space match the terms being accepted.
• Follow-through. Collections Officer uses the active agreement when reviewing period charges and a tenant’s payment trail.

Agree who may create or edit a lease while it is a draft, who decides that the terms are ready and when the status changes. Decide what evidence the reviewer needs to see for the tenant and signed terms. Review how a unit’s occupancy status should be updated when a lease becomes active, receives notice or ends. The agreement’s status and the unit’s status answer different questions, so staff should inspect both during a handoff.

Set a convention for lease numbers that makes an older agreement easy to find. Also agree how end dates are reviewed before renewal discussions. A new period or amended term should be clear to both property staff and collections before new charges are prepared.

Use unit 2B and a named tenant. Prepare a draft with a start date, end date, monthly rent and deposit. Ask the Lease Reviewer to open the linked unit and party, then check that both are correct. Keep the agreement in draft while the Lease Reviewer checks the links and signed terms. Mark it active only after that approval. If the team uses the review status to organize its queue, the term schedule shows the agreement there before the decision. Verify that the active list includes it after approval.

Next, prepare a charge against that lease. A colleague should be able to navigate from the charge back to the agreement and from there to the unit. If an agreement is cancelled instead, keep that status visible so collections does not treat it as a current rent basis.

• Lease review inbox — Open draft agreements whose tenant, unit and terms need a decision.
• Lease term schedule — See lease starts and ends alongside current lifecycle status.
• Active leases — Find the agreements used for current occupancy and collection work.

Read the lease and occupancy process for the handoff from draft to active work. The data model shows the unit and tenant references.