Rentals Module: Tenants, Tenancies and Maintenance
The Tenants pipeline, the tenancy record that runs renewals, rent reviews and deposit compliance, and maintenance tickets. Free. Portal enquiries about your rentals are free as well.
The Rentals Module is three things that come together: the Tenants pipeline, Tenancies and Maintenance. The pipeline is the journey to a signed contract. The tenancy is what runs for the next one to five years.
Pricing: free. Portal enquiries about your rentals are free as well.
The Tenants pipeline
Every lead tagged Long Term or Short Term lands here. The stages run:
- Rental Lead
- Qualified and Criteria Defined
- Matching Properties
- Viewings Booked
- Viewings in Progress
- Negotiating
- Reservation Paid
- Contract Review
- Contract Signed
- Deposit Paid
- Awaiting Move-In
- Active Tenancy
- Renewal Pending
At Contract Signed you are asked for the property reference. If it is your own listing, the listing is set to reserved and the listing agent is notified. If it belongs to another agency, they get an email asking them to update it: we never change the status on someone else's listing.
At Active Tenancy you are asked for the tenancy dates, tenant and landlord details and marketing consent. Both the tenant and the landlord are then added to Nurture.
Tenancies
A tenancy is created automatically when a deal reaches Contract Signed, pre-filled from the deal: property, tenant, landlord, dates, rent and deposit. You are only asked for the gaps. There is also a manual option for adding rental agreements you already manage, and a CSV import for bringing over an existing rental book in one go.
The status looks after itself, driven by the dates rather than by you: Draft, then Active when the lease start passes, then Expiring when the renewal window opens. From there it becomes Renewed as a new linked tenancy so the history chains together, Periodic if nobody acted and it rolls on, or Ended.
What runs off the tenancy
- Renewals. The tenancy moves to Renewal Pending before the lease ends and notifies you. The window is configurable at 60, 90 or 120 days. Set it to 120: under LAU art. 10 a landlord who does not want the contract to renew must give four months' notice, and the tenant two. Even 120 days is a floor rather than a margin, because four calendar months can run to 122 days, so diarise landlord non-renewals four full calendar months before the end date.
- Annual rent review. Long-term rents update each year against the official index. The system knows the anniversary and the current rent, calculates the permitted new rent and drafts the notification to the tenant.
- Deposit compliance. Deposits move through Unpaid, Held, then Returned or partially withheld. Where regional lodging still applies the tenancy also records Registered, with the region and the date, and reminds you if it has not been lodged inside the legal window. Lodging is still compulsory in Catalonia (INCASÒL), Madrid and the Valencian Community. It is not in Andalusia for contracts dated 24 January 2026 or later: Ley 5/2025 (DA 6ª) ended lodging with the Junta de Andalucía (the regional government), so the landlord holds the deposit. For contracts dated up to 23 January 2026 the duty to lodge it with AVRA, the Junta’s housing agency, remains. When such a contract ends, the landlord asks AVRA for the deposit back on form 810. AVRA has one month from the request, and the clock stops if it asks for more documents. That month is separate from the interest rule below, which runs from the day the keys come back. The fianza itself remains obligatory between the parties under LAU art. 36, one month’s rent for a residential let and two for other uses, and any balance owed to the tenant earns legal interest if it is still unpaid one month after the keys are handed over.
- Notice deadlines. You are warned before the deadline passes, not after.
- Audit log. Every status and deposit change is timestamped against the agent who made it, so a deposit questioned under LAU art. 36 starts from a record rather than an email search.
- Repair history. Every maintenance ticket hangs off the tenancy, so the full history for a property sits in one place.
Maintenance
A ticket is linked to the tenancy rather than only to the property, which fills in the tenant as reporter, the landlord as payer, and the property. Vacant units and sales-side jobs can still be linked to a property on its own.
Tickets move through Reported, Triaged, Awaiting approval, Approved and scheduled, In progress, Awaiting parts, Done and Closed, with the tenant confirming the repair as the closing step.
The tenant reports it themselves
Tenants raise their own tickets through a magic link, with no login. The link is sent at move-in and included in their emails. They add a description and photos, and the ticket arrives already linked to their tenancy, so all you do is triage it. The photos matter more than they sound: a plumber quoting from two photos often saves a visit.
Landlord approval
Each landlord has an approval threshold, so small repairs go ahead without asking. Anything above it goes to the landlord by email with the issue, the photos and the quote, and one-click Approve or Decline. Days of phone tag become hours, and there is a written record if anyone disputes it later.
Costs and who pays them
Every ticket records who pays: landlord, tenant, agency, or split. That is what will make the landlord statement possible: a periodic report per landlord covering repairs done, what they cost, the invoices, deposit status and rent roll. The statement is not built yet. Recording the payer on every ticket today is what lets it be generated when it ships.
What the system chases for you
- Urgent tickets such as a leak, no water or anything electrical go straight to the Daily Action Queue with a notification and an SLA timer.
- Tickets left open for a week or more without an update surface the same way a stalled deal does.
- Recurring compliance items such as the annual boiler revision or a gas certificate are scheduled per property and raise their own ticket on the anniversary.
The dashboard carries six numbers: live tenancies, expiring in 60 days, monthly rent roll, your monthly income, deposits and actions needed, alongside your average days to resolve. Your monthly income is your management commission, calculated at the rate set on each tenancy, so the rent roll and what it actually pays the agency sit side by side. The list underneath filters to live, expiring, ended or all, and searches by tenant, landlord or property reference.