How do I create a Tenancy?

Every Tenancy in CFPwinMan starts off as an Applicant record where their individual Applicant Information is completed with their contact details and their GDPR preferences.

Once all Applicants have been added, they are created as a Tenancy, where the details of the terms of the Tenancy (Tenancy Information) are added and invoices created for the payments of deposit and rent.

This article includes: 

• Create the Tenancy Information
• Add reminder dates to a Tenancy
• Preference Centre
• SMS and Email
• Link documents
• Tenant Referencing
• Create the initial invoice

Create the Tenancy Information

1. Ensure all applicants are added
   For more information on How do I add an applicant/tenant, click here
   For more information on How do I create a joint tenancy, click here
2. Double click Applicants from the side menu
3. Search for the relevant Applicant using Search Text by Name, Code or Status
   1. If you set up a Joint tenancy, select Search for Head Tenants Only
   2. Alternatively, find the tenancy using Additional Options from the dropdown menu
   3. If searching for an archived record in Only Search Listable Records, select No
   4. Or select a Branch if multi branch is set up on your CFPwinMan
4. Select the Applicant, or Head Tenant if a joint tenancy has been created
5. Click Create a Tenancy
6. Select the correct property from the Locate a Property list 
   1. If you select the incorrect property, click X on the Tenancy Information, then No to save
   2. Repeat step 4, then select the correct property
7. Click the disk icon, Save this record, on the toolbar 
8. A message appears, stating Do you want to make the new Tenant the Active Tenancy. Click Yes
9. A message appears, stating Do you want to clear the property available date
   1. If you click Yes, this removes the Available Date from the Property Information which will affect the Property uploading to web portals
   2. If you click No, the Available Date will stay the same
10. Complete the Tenancy Information, using the Tab key on your keyboard to enter details in each field
    
    1. Name - The name which appears on the top of all Accounts and as the addressee on letters
    2. Salutation - Appears on letters after Dear
    3. Status - Select from the dropdown menu to change the Status. This will allow you to filter a group of tenancies in that Status for reports and letters
       For more information on How do I add a new status, click here
    4. Branch cd - Select from the dropdown menu, if required. This will allow you to filter a group of tenancies for reports and letters
       For more information on How to set up Branches, Departments and Fee Earners, click here
11. The Tenancy Details tab will be selected and needs to be completed
    1. Tenancy Start Date - Start date as stated on the Tenancy Agreement 
    2. Period - The Period which rent will be paid as stated on the Tenancy Agreement 
    3. Months / Years - The term of the tenancy as stated on the Tenancy Agreement 
    4. Current Start Date - The same date as the Tenancy Start Date, unless otherwise agreed 
    5. Rent Per Month - How much the tenancy will pay in rent as stated on the Tenancy Agreement 
    6. Rent Per Week - Calculates based on the rent amount in the previous field
    7. First Full Rent Due - The same date as the Tenancy Start Date, unless otherwise agreed
    8. Deposit Type - Select from the dropdown menu if the Landlord is holding the deposit
    9. Deposit Requested - Enter the amount as stated on the Tenancy Agreement
    10. Maximum Permitted Deposit - This is a calculation based on five weeks rent. If the Deposit Requested is greater than the Maximum Permitted, the text will go red
        For more information on What is the maximum permitted deposit, click here
    11. Renewal Date - This is the date which the next tenancy term would start, based on current start date and Months or Years of the current term of the tenancy
    12. Notice to Quit - The date which Notice must be given, for the tenants to vacate at the end of the tenancy term
    13. Periodic Tenancy - Only tick if there is no fixed term as stated on the Tenancy Agreement 
    14. Calculate Rents - ALWAYS leave ticked if you collect the rent. This will be unticked if the property is Let Only and you are only collecting the first months rent
        For more information on How do I calculate rents and what is their meaning, click here
    15. Deposit Protection Scheme - Tick if you are registering the deposit on behalf of your landlord
    16. Select the correct Deposit Protection Scheme from the dropdown menu
    17. Registration Number - Enter the Deposit Protection Scheme registration number 
    18. Apportioned Rent - Tick this if your tenants pay rent on a date different to the First Full Rent Due Date  
12. The Main tab at the bottom of Tenancy Details tab will already be selected
    1. Click Build Name to automatically add all Tenants names. They will appear as entered on their Applicant Information record
13. Click the Bank Details tab
    1. Bank Account - If you draw rents from your Tenants by Direct Debit, add their bank details
    2. S/O Ref - If you use the Standing Order module, add a unique reference here
       For more information on Standing order matching, click here
14. Notes - Add any additional notes in the boxes on the right side
    For more information on How can I show or hide notes on a contact record, click here
    For more information on How do I edit headers and set reminders of a note box, click here
15. Click the disk icon, Save this record, on the toolbar

Add reminder dates to a Tenancy

1. In the Tenancy Information, click the Dates tab
   1. Inspection Due - The first property inspection date you want to carry out at this tenancy
   2. Inspection Description - Type Property Inspection or First Inspection to identify it in the History Log, once its been carried out
      For more information on How do I report on tenancy inspection dates, click here
   3. Date names listed underneath the Inspection Description can be edited
      For more information on How do I add and manage reminder dates on a tenancy or property, click here
   4. Item names to add dates in the grid need to first be set up in User Defaults
      For more information on How do I add additional dates, click here
2. Click the disk icon, Save this record, on the toolbar

Preference Centre

1. In the Tenancy Information, click the Preference Centre tab
   For more information on How can I record consent preferences for GDPR, click here

SMS and Email

1. In the Tenancy Information, click the SMS/Email tab
2. Select their preferred Delivery Type. If selecting Email, you will be able to message all tenants, but untick Print if Email is selected
   For more information on Can I set all my records to email, click here
   1. The Primary Email in the top part of the Tenancy Information will appear in the first Email Address column and be ticked as Primary
   2. Add additional Email addresses on each additional blank line. This won't be necessary if the tenants email addresses have already been recorded on their individual Tenant Information record and their Delivery Type set to Email

Link documents

1. In the Tenancy Information, click the Links tab
2. Documents saved to a file in your computer can be set as a shortcut link on any record in CFPwinMan
   For more information on Can I link a document to a record, click here

Tenant Referencing

1. In the Tenancy Information, click the Tenant Referencing tab
2. CFPwinMan integrates with the Rightmove Landlord and Tenant Service for tenant referencing. When this is activated, you can directly submit a tenants details for referencing
   For more information on How do I set up the Rightmove Landlord and Tenant Service, click here

Create the initial invoice

CFPwinMan will create the initial invoice for you when you click Add Initial Invoice.
For more information on How do I add an initial invoice, click here