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Clients and tenancies4 min read

Adding a client: the fields that matter and the ones you can leave blank

A client form with forty fields is a form nobody fills in properly. Ours has five that matter and a line under them. This page says which are which, and what the platform does the moment you press Save.

By the end of this pageYou will be able to add a tenant or homeowner in under a minute, understand what was created for you, and know when to come back for the rest.
On this pageCo-tenants and companiesThe ID and the AI
Adding a clientWalkthrough
People › Clients › AddAdd a clientMUST HAVEFULL NAMEFrank SantosMOBILE0917 555 0192UNITHarbour Ridge · 2EMOVE-IN DATE1 March 2026MONTHLY RENT₱ 18,500LATER, FOR THE LEASEEMAILID TYPE & NUMBERCIVIL STATUS · CITIZENSHIPSavedFrank Santos · 2ETenant since 1 Mar 2026 · ₱ 18,500 monthly · portal not yet invitedNEXT INVOICE1 Sep · ₱ 18,500DEPOSITS HELDnone recordedLEASEnot yet preparedPORTALInviteWhat the platform already did:• Marked 2E occupied from 1 March, so Tonight and occupancy are right• Created a monthly repeating invoice for ₱ 18,500 starting 1 April (you can edit or pause it)• Put 'record deposits' and 'prepare lease' on your Needs you card, without nagging
  1. Open People › Clients › Add. (On an association workspace this reads Homeowners › Add.)
  2. Five fields: full name, mobile number, unit, move-in date, monthly rent. The unit picker offers only vacant units; if somebody is still recorded there, you will be offered to end that tenancy first.
  3. Save. The unit becomes occupied from the move-in date. A monthly repeating invoice is created for the rent, starting the month after move-in (the first month is usually paid up front and recorded as a payment, not invoiced — change this if your practice differs). Two gentle items appear on Needs you: record deposits, prepare the lease.
  4. Come back for the rest when you need it. Email, ID type and number, civil status, citizenship, employer, emergency contact — all of these are asked for by the lease form when you prepare the lease, and stored on the client from then on. Lease agreements picks up there.
  5. Invite to the portal with the mobile or the email. Inviting tenants shows what they see.

Co-tenants and companies

A second adult on the same lease is a co-tenant: add them from the client's page, and they get their own portal login to the same tenancy. A company renting a unit for staff is a client whose name is the company and whose contact person is a field; invoices go to the company, the portal to the contact.

The ID and the AI

Uploading a photo of an ID lets the platform propose name, ID number, address and birth date for you to accept field by field. It never writes a value you did not approve. Worth it for the lease stage; unnecessary for the five fields today.

Replacing a tenant. End the old tenancy with its move-out date first (Move-in to move-out). Then add the new client to the now-vacant unit. The gap between the two dates is recorded as vacancy, which your P&L will want to know.

Related

Clients · 5 minMove-in to move-outRead the article →Clients · 4 minDepositsRead the article →Clients · 5 minLease agreementsRead the article →
Reading an ID with AI: upload, review, apply — and why it never writes anything without you
Move-in to move-out  →

Describes the platform as it is today. Something out of date? Tell us. · help 0.12.3