The Rentals page lists every booking at your facility: upcoming, active, ending soon, completed. It's where you browse and filter rentals, open a rental's record to see its invoices, deposits, and activity, manually create a rental for a customer, or import existing rentals during a migration.
Who this is for
Viewing rentals is available to every role. Creating and editing require the Owner or Manager role. Importing via Migration is reserved for special operations (migrating from another software) and needs specific permissions. If a button is greyed out or missing, ask an Owner on your team.
Viewing the rentals list
Step 1.
From the left menu, click Rentals.
Step 2.
The list shows every booking, its unit, its customer, a Created column (time elapsed since the rental was created), its status, its payment method, and an Alerts column.
Step 3.
Pick one of the six tabs above the list: All (every rental), Alerts (rentals that need an action), Upcoming (move-in date in the future), Active (ongoing rental, active billing), Move-outs (move-out already scheduled), or Completed (closed rentals).
The rentals list: status tabs, and the Created/Move In/Move Out/Status/Payment columns.
Searching for a rental
Step 1.
Click the Search... field above the list.
Step 2.
Type a name, email, unit number, or booking number.
Step 3.
The list filters automatically.
Filtering the list
Step 1.
Click the Filters icon next to the Create button.
Step 2.
The panel opens: the Attention section lets you check one or more alert types (unsigned lease, overdue invoice, overlocked, needs inspection), and the Billing section lets you filter by method (Auto-pay, Setup required, Manual payment).
Step 3.
Select the criteria you want; the list updates automatically.
Clicking Filters opens the Attention / Billing panel.
Understanding alerts and preparation tracking
The Alerts column shows an icon for every rental that needs an action from you: Unsigned lease (the generated lease is waiting for the customer's signature), Overdue invoice(s) (the number of unpaid invoices past their due date), Overlocked (the customer's gate access is disabled, usually for non-payment), and Needs inspection (a unit inspection is required after a move-out). Hover an icon to see the detail. The Alerts tab above the list groups every rental with at least one alert in a single click.
On the Upcoming and Move-outs tabs, an extra column shows how far along the rental's preparation is: Preparation (Upcoming tab) tracks the payment invitation sent, payment setup, lease signature, then move-in; Tracking (Move-outs tab) tracks a similar path for the move-out, unit inspection, and deposit settlement. Each filled dot represents a completed step; hover a dot to see its exact status.
Creating a manual rental
To create a rental without going through the public storefront (for example a walk-in calling to book), click Create in the top right and choose Manual rental. You then select a contact (or create a new one), an available unit, the move-in date, the payment method, and optional promotion and insurance. For the full guide and step-by-step visuals, see Creating a manual rental.
Importing via Migration
To import a tenant who already occupies the unit or is coming from another software, use the Migration button in the list header. The tool distinguishes Credit card mode (future automatic billing via Stripe) from Offline payment mode (check, cash, transfer). No deposit, no lease to sign, and no proration are applied during import. See the dedicated article: Migrating an existing tenant.
Opening a rental's record
Click a rental in the list to open its record. The record has a header with the unit number, the customer's name, their email, and the Change Unit and Schedule move-out buttons; tabs for Overview, Invoices, Deposits, Details, Activity, Documents; and, in the Overview tab, Summary, Rate, Invoices, Deposits, Reservation, Rental, and Billing sections.
A rental's record: header, tabs, and the Reservation/Rental/Billing sections.
Main actions from the record
Two main actions are available from the record's header: Change Unit, to transfer the customer to another unit (same type or a different type) — see Change Unit (swap or transfer) — and Schedule move-out, to set the rental's end date — see Scheduling a move-out.
What happens automatically
When a rental is created: a booking record is created immediately; a first invoice is generated (unless Mark first invoice as paid is checked); a welcome and lease email is sent to the customer (if the template is active and the invoice was created); depending on the payment method, a mandate is linked to the customer; and gate access is provisioned automatically through the configured provider (ICT, OpenTech, or PDK).
Changes to an active rental can trigger proration invoices (move-in date change, unit transfer — see Change Unit), update emails, and gate access changes.
Statuses and key fields
Item | Meaning |
All | Every rental. |
Alerts | Rentals with an active alert (unsigned lease, overdue invoice, etc.). |
Upcoming | Move-in date in the future. |
Active | Ongoing rental, active billing. |
Move-outs | Move-out scheduled and upcoming. |
Completed | Closed rental. |
Credit card (method) | Automatic Stripe billing each cycle. See Converting to auto-pay. |
Offline payment (method) | Cash, check, or transfer; not automatically charged. |
Mark first invoice as paid | Marks the initial invoice as paid (for migrated or prepaid rentals). |
Common issues
A rental shows under Upcoming when it should be Active. Check the move-in date in the record's Details tab: if it's incorrect, edit it from the booking's record.
The first invoice wasn't created. Check whether Mark first invoice as paid was checked by mistake. If so, open the rental's Invoices tab to generate an invoice manually. If not, contact support.
The customer's gate access isn't active after creation. Check that an access provider is configured for the facility and that the rental's Activity tab shows a provisioning order. See the article Customer can't get in (gate access); provisioning can be asynchronous depending on the provider.
The customer didn't receive their welcome/lease email. Check the facility's Emails tab to see whether a send exists for this customer (Delivered or Failed). If Failed, update the customer's email address. If Delivered, ask the customer to check their spam folder. You can also resend the email from the record's Documents tab.
Frequently asked questions
How do I create a new rental for a customer calling in? Click Create then Manual rental in the top right, choose the contact (or create a new one), select an available unit, set the move-in date and payment method, then save. See Creating a manual rental.
How do I see every active rental? Select the Active tab above the list.
How do I find a rental by customer name? Use the Search... field above the list.
How do I move a customer to another unit? Open their rental's record and click Change Unit in the header. See Change Unit (swap or transfer).
How do I schedule the end of a rental? Open its record and click Schedule move-out. See Scheduling a move-out.