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.

Adding landlord bank details to the holding deposit form

To add the landlord or agent bank details for payment of the holding deposit to be made and to be inserted into the form, please follow these one-time steps:

1. Navigate to Tenancy Manager -> Settings in the sidebar
2. Click edit and add/edit bank details in the Payment Details field
3. Save and return to Holding Deposits.

After completion of this one-time step, you will see bank details in the box in the holding deposit form.

The same details are used in other parts of Tenancy Manager such as invoices and rent reminders.

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 from the action button next to 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 (via the action button).
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 via the action button next to the record.
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.