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For property managers

Create a lease

Pick a tenant, a vacant unit and the rent terms, and save the lease as a draft.

Before you start

Any member of the organization can create a lease: Owner, Administrator, Manager or Caretaker. The organization can still be in setup mode. You can prepare every lease now and activate them later.

  • The tenant needs a OneView account. You find them by their exact email or WhatsApp number. If they have no account yet, select Tenants in the menu, then Invite tenant, and create the lease once they accept.
  • The property and the unit must already exist. See Add a property.
  • The unit must be vacant. A lease reserves its unit from the moment you save it, even as a draft.
  • Know the monthly rent, how many months of rent the tenant pays up front, and the refundable caution if you ask for one.

1. Start the lease

There are two ways in. From Tenants, select Add tenant and pick the tenant in the form. Or open the tenant's own page and select Add lease, which fills in the tenant for you.

2. Choose the tenant, property and unit

  • Tenant: type the tenant's exact email address or WhatsApp number, then pick them from the list. A partial name finds nobody.
  • Property: start typing the property's name.
  • Property Unit: the list stays empty until you pick a property, and then shows only vacant units.

3. Enter the rent terms

  • Monthly Rent: a whole number of francs, for example 50 000.
  • Rent billing period (months): how often rent is invoiced. 1 is monthly, 3 is quarterly, 12 is yearly. The default is 1.
  • Advance rent (months): the rent the tenant pays up front, counted in months. The default is 1, and 0 means none. The first regular rent invoice starts after these months.
  • Caution (refundable): a security amount you give back when the lease ends. The default is 0. It is invoiced with the first invoice when you activate the lease.

4. Choose who signs and the document

Assignee is the team member who signs the lease for your organization. It defaults to you. Under Document source, either Upload PDF or Use template. You can skip the document for now and add it later while the lease is a draft. See Contract templates and Upload a signed lease.

5. Save the lease

Select Add Lease. (When you started from the tenants list the button reads Add Tenant.) You land on the lease page and see "Lease agreement added successfully!" The status is Draft.

6. Set the dates

The form has no dates. On the lease page, in the Lease details card, fill in Starts on. It is required before you can send the lease for signature or activate it. Ends at (Optional) can stay empty for a lease with no end date. Select Update details to save.

What happens next

Nothing is billed and the tenant is not contacted yet. Choose how to bind the lease:

You can change any detail while the lease is a draft and no signature has been requested.

Common problems

The unit I want is not in the list

Only vacant units appear. A unit with another lease on it, even a draft, is taken. A unit marked as under renovation can't be leased either. Open the other lease and delete it if it was a mistake, or end it if it is over.

I can't find my tenant

The search matches an exact email address or WhatsApp number of an existing account, nothing else. Check the spelling. If the person has no account, invite them from Tenants with Invite tenant.

The fields are greyed out

Once a signature request is out, or the lease is active, the page shows Fields locked. What the tenant is signing can't change underneath them. To edit a lease that is out for signature, withdraw the request first (see Send a lease for signature).

The start or end date is refused

A start date can't be more than 5 years in the past. An end date must be after the start date and after today.

I created the lease by mistake

An Owner, Administrator or Manager can delete a draft. Open the lease and select Delete Lease in the Danger zone. The unit becomes vacant again. If it was the tenant's only lease, the tenant also disappears from your tenants list. You can invite them again. A draft with an invoice or payment on it can't be deleted.