When a tenant moves from one unit to another, the process in the system depends on how their lease contract is affected. There are two primary scenarios:
Scenario 1: The tenant keeps the same lease contract and simply changes units.
Scenario 2: The tenant ends their old lease and signs a brand new one for the new unit.
Choose the scenario below that matches your situation for detailed instructions.
Scenario 1: Tenant Keeps the Same Lease
Use this method when the core terms of the lease contract are not changing, and the tenant is just moving to a different physical unit. This action will update the tenant's record to reflect the new unit for all future scheduled transactions.
Important: This process does not automatically update existing or past transactions. You must edit those manually if needed. See the note at the end of this section.
Steps to Change the Unit:
Navigate to the tenant's profile. You can find them via the Properties or Accounting pages.
Go to the Details tab and find the Lease Information section.
Click on Lease Information to open the section, then locate the Unit field. Clicking on this field will open a dropdown of all your units. Select the new unit for the tenant.
Click Save to confirm the change.
What Happens After Changing the Unit?
Future Transactions: All future scheduled charges (like next month's rent) will now be correctly associated with the new unit.
Existing Transactions: Any transactions that have already been posted (like past invoices or the current month's rent invoice) will not be changed. They will still be associated with the old unit. If you need to update these records, you must do so manually from the tenant's Transactions tab. Consult our Viewing/Editing Transactions (in the Transactions Tab) article for more details on how to do so.
Scenario 2: Tenant Signs a New Lease
Use this method when the tenant is formally ending their previous lease agreement and signing a new one for the new unit. In the system, each lease contract is managed as a separate lease record.
This process ensures a clean and accurate history for each separate lease agreement.
Steps for a New Lease:
Move Out from the Old Unit: First, you must process a full move-out for the tenant from their original unit. This properly closes out the old lease. Consult our How to Move Out a Tenant and End a Lease article for more details on how to do so.
Create a New Lease: Once the move-out is complete, create a brand new lease for the tenant, making sure to assign it to the new unit. This will involve setting up the new lease terms, rent amount, and transaction schedules as you would for any new tenant.