Add a tenant
Add a tenant to your organization by creating their lease, and see what changes when your organization is still in draft.
Before you start
You need to be a member of the organization. Any role can add a tenant: Owner, Administrator, Manager or Caretaker. Your organization can still be in draft. You can set up your tenants and their leases before going live, and nobody is contacted until you do.
In OneView, a tenant is a person with an account who holds a lease in your organization. So you add a tenant by creating their lease. Have these ready:
- The tenant's exact email address or WhatsApp number, as they registered it.
- The property, and a free unit in it. Add them first if you haven't.
- Optionally, the rent and the lease document. You can finish these afterwards.
If the person has no OneView account yet, invite them first. The related article explains how.
1. Open the form
In the menu, select Tenants, then Add tenant. The form opens on a new page.
2. Pick the tenant
In Tenant, type the person's exact email address or WhatsApp number. The field reads "Tenant's exact email or WhatsApp number". A name or part of an address finds nobody. When the account appears, select it.
Email and WhatsApp number both work. Use whichever you have.
3. Pick the property and unit
- Property: start typing the property's name and select it.
- Property Unit: the list shows the free units of that property. A unit that already has a lease, or that is under renovation, is not offered.
4. Add the lease terms (optional)
You can fill these in now or on the lease page afterwards:
- Monthly Rent: the rent in francs, whole amounts only.
- Rent billing period (months): how often rent is charged. Enter 3 for quarterly billing.
- Advance rent (months): rent paid up front. The default is 1, and 0 means none.
- Caution (refundable): the refundable security amount, returned at the end of the lease.
- Assignee: the team member in charge of this lease. It starts on you.
- Document source: upload the lease as a PDF with Upload PDF, or build it from one of your templates with Use template.
5. Save
Select Add Tenant. You land on the lease page and see "Lease agreement added successfully!" The tenant now shows in your Tenants list.
What happens next
The new lease is a draft, and it bills nothing. It needs a tenant, a rent amount and a start date before it can be activated. In a draft organization, leases also wait until you go live.
Tenants see their space only once your organization is live. Until then they are not contacted and cannot see your organization. After you go live, they see their lease, invoices and the rest of the portal.
To give the same tenant another lease, open them from the list and select Add lease. The person is already chosen, so you only pick a property and a unit. The same button is how you give a lease to someone who accepted your invitation.
Common problems
I don't see the button to add a tenant
If you also rent a home through OneView, you might be in the tenant view. Select Switch to Personnel View in the menu. If you belong to several organizations, check that you are in the right one.
The tenant doesn't appear when I type
The search only finds an exact match. Check the spelling of the email address, or retype the WhatsApp number. If you still find nobody, the person probably has no account yet. Send them an invitation instead.
My unit is not in the list
Only free units are offered. A unit that already has a lease, even a draft one, is taken, and a unit under renovation is not offered either. Pick another unit, or delete the other draft lease if it was a mistake.
I added the wrong tenant
While the lease is still a draft, open it and select Delete Lease. An Owner, Administrator or Manager can do this. If it was the tenant's only lease, they leave your tenants list too. Once a lease is active, you terminate it instead.
My tenant says they can't see anything
Check that your organization is live. Until then, tenants are not contacted and see nothing of your organization. If it is live, make sure the tenant has a lease with you.