In Property Matrix, there are multiple ways "vacancy" is handled:
Dynamically Calculated Vacancy
Property Matrix automatically determines a unit's vacancy status. You'll see this dynamic vacancy displayed in:
Properties page > Property tab: Vacancies panel
Dashboard page > Occupancy Rate panel
Unit resource > Vacancy field (when editing Segments)
Units are considered vacant if:
They have no leases.
All leases associated with them have already moved out.
All leases are set to start in the future and have no past or current invoices.
Using Segments to Customize Vacancy
Segments are customizable filters for resources (units, tenants, companies, etc.). Segments appear as notification dots on units, making it easy to identify particular categories at a glance.
Property Matrix includes default segments, such as:
1 Bedroom
2 Bedroom
Vacant (uses dynamic vacancy by default)
Unlike dynamic vacancy, Segments allow you to customize criteria. For instance, you can modify the "Vacant" segment so units with future leases won't display as vacant.
How to Edit the Vacancy Segment (Example):
Click on the three-dot menu next to the Segments dropdown.
Select "Edit" or "Edit Segments".
Click the three-dot menu next to the "Vacant" segment.
Select "Edit".
Select "Add a Criterion".
Set the Field dropdown to "Has future lease".
Set the Value dropdown to "False".
Click "Save".
Refresh the page; units with future leases will no longer display a red vacancy notification dot.
For detailed information on Segments, refer to the article: Using Segments in Property Matrix.
If you need clarity on lease terms and how they impact vacancy calculations, check out our Editing and Deleting Lease Transaction Schedules article, specifically the Lease Terms and Vacancy Calculations section.