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.
Common questions
How do I create a new rental for a customer who calls? Click Manual rental at the top right, pick the contact (or create a new one), select an available unit, set the move-in date and payment method, then save.
How do I see all active rentals? Pick the Active tab above the list.
How do I find a rental by customer name? Use the Search a customer... field above the list.
How do I move a customer to a different unit? Open their rental record and click Change unit in the header.
How do I schedule the end of a rental? Open their rental record and click Schedule move-out.
Who this article is for
Viewing rentals is available to all roles. Creating and editing requires the Owner or Manager role. Importing via Migration is reserved for special operations (migration from another software) and requires specific permissions. If a button is greyed out or missing, ask an Owner on your team.
View the rentals list
To see every rental at your facility:
From the left menu, click Rentals.
The list shows every booking, with its unit, its customer, its status, and the relevant date.
Five tabs are available:
- All, every rental combined. - Upcoming, rentals whose move-in date is in the future. - Active, current rentals with active billing. - Ending soon, rentals with a move-out already scheduled. - Ended, closed rentals.
Search for a rental
To find a specific customer's rental:
Click in the Search a customer... field above the list.
Type a name, email, unit number, or booking number.
The list filters automatically.
Filter the list
Click Filters to combine multiple criteria (status, unit type, etc.). The panel opens, you pick the criteria, and the list updates.
Create a manual rental
To create a rental without going through the public storefront (for example a walk-in who calls to book):
Click Manual rental at the top right.
The Create a manual rental page opens. Fill in the fields:
- Select a contact, pick an existing customer, or click New contact to create one. - Select an available unit, pick from the free units. - Move-in date, today by default; editable. - Payment method: - Credit card, automatic charge via Stripe. - Offline payment, cash, cheque, Interac, or transfer. - For an offline payment, pick the sub-method (Cash, Cheque, Interac/Debit, Bank transfer, or Other). - Check Mark the first invoice as paid if applicable (useful for migrated or prepaid rentals). - Promotion: pick a promo code or leave No promotion. - Insurance: pick a protection plan or leave No insurance. - Documents (optional): attach a PDF if you want to archive a document with the rental.
Click Create the rental to save, or Cancel to exit.
Import via Migration
To import a tenant who already occupies the unit or comes from another software, use the Migration button in the list header. The tool distinguishes Credit card mode (future automatic charge via Stripe) from Offline payment mode (cheque, cash, transfer). No deposit, no lease to sign, and no proration are applied during import. See the dedicated article: Migrate an existing tenant.
Open a rental record
Click a rental in the list to open its detailed record. The record contains:
a header with the unit number, the customer's name, their email, and the Change unit and Schedule move-out buttons;
tabs: Summary, Invoices, Deposits, Details, Activity, Documents;
sections in the Summary tab: Summary, Pricing, Invoices, Deposits, Booking, Rental, Billing.
Main actions from the record
Two main actions are available from the record header:
Change unit, transfer the customer to another unit (same type or different type). See the Change unit (swap or transfer) article.
Schedule move-out, set the rental end date. See the Schedule a move-out article.
What happens automatically
When a rental is created:
a booking record is created immediately;
a first invoice is generated (unless Mark the first invoice as paid is checked);
a welcome and contract email is sent to the customer (if the template is active and the invoice is created);
based on the payment method, a mandate is linked to the customer;
gate access is provisioned automatically via the configured provider (ICT, OpenTech, or PDK).
Changes to an active rental can trigger:
proration invoices (move-in date change, unit transfer);
update emails;
gate access changes.
Important statuses and fields
Item | Meaning |
All | All rentals. |
Upcoming | Move-in date in the future. |
Active | Current rental, active billing. |
Ending soon | Move-out scheduled, upcoming. |
Ended | Closed rental. |
Credit card (method) | Automatic charge via Stripe on each cycle. |
Offline payment (method) | Cash, cheque, Interac, or transfer; invoices are sent but not charged automatically. |
Mark the first invoice as paid | Marks the initial invoice as already paid (useful for migrated or prepaid rentals). |
Common issues
Situation | What to check | What to do |
A rental shows under Upcoming when it should be Active. Why? | Is the move-in date in the Details tab in the future? | Edit the move-in date from the booking record if it's incorrect. |
The first invoice wasn't created. Why? | Was Mark the first invoice as paid checked by mistake? | If so, open the rental's Invoices tab to generate an invoice manually. Otherwise, contact support. |
The customer's gate access isn't activated after creation. What now? | Is the access provider configured for the facility? Does the rental's Activity tab show a provisioning command? | See the Customer can't get in (gate access) article. Provisioning can be asynchronous depending on the provider. |
The customer didn't receive the welcome contract email. What now? | Does the facility's Emails tab show a send for this customer (Delivered or Failed)? | If Failed, update the customer's email address. If Delivered, ask the customer to check spam. You can also resend the email from the record's Documents tab. |