Tenancy Manager is located in the Tenancy Builder section 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).
Introduction video
Tenancy Manager quick start
The 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 the dropdown (first page)
Letting unit address from the dropdown (first page)
Rent amount and rent period (monthly or 28 days or less for ordinary assured periodic tenancies) (first page)
Toggle to use the tenancy in Manager (last page)
The next rent day for the tenancy (shown after toggle)
Various fields must be completed on the settings page to download PDF invoices and send reminders.
Tenancy is already in the Builder
If you've previously created a tenancy in Tenancy Builder, you can follow these steps to use it in Tenancy Manager.
To filter the builder tenancies list, you can toggle at the top to show only tenancies not used in Manager.
Go to the tenancies list, and for the tenancy you wish to use in Manager, select Enable TM Features from the actions button and enter the information as detailed below:
Select a landlord from the dropdown. If none are shown, click to add a new landlord and choose afterwards.
Select a letting unit from the dropdown. If none are shown, add a new one and then select it.
Enter the rent amount, the first full payment date, the rent period and the next rent date as necessary. For ordinary assured periodic tenancies, the rent period should be monthly or 28 days or less. The next rent date must be in the future; this is when our system will start adding the rent due to the rent history table.
Click save
From the sidebar, go to Tenancy Manager -> Rents, and you should see the tenancy.
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:
Go to tenancies in the sidebar as usual to create a new tenancy, click add new on the right and select the country.
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 the rent period entered. For ordinary assured periodic tenancies, the rent period should be monthly or 28 days or less.
Click the toggle to use the tenancy in Manager on the last page, then enter 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 in the future and is when the system starts adding rent due to the rent history table.
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, select Save and Build.
From the sidebar, go to Tenancy Manager -> Rents, and you will see the tenancy.
Go to the settings page from the sidebar and fill in all fields to send reminders and download invoices.
Rent tracking
Every morning, our system checks whether today is a rent day for a tenancy. If it is, a new amount due is added to the rent history tab. From the rent's 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, combining multiple payments, 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 payment of £20,000 to bring the balance to zero (change the amounts to the total due and paid over the last three years). You must retain the rent schedule from your previous rent tracking system.
