Your tenants can now submit their own photos of their empty unit at move-out, without your team having to visit in person. The tenant scans a QR code posted in the unit or opens a link received by email or from their portal, takes photos with their phone, and you then receive the evidence to review. This feature is disabled by default and is configured per facility.
Who this article is for
Configuring the inspection policy requires the Owner or Manager role. Receiving and reviewing submitted evidence is visible to any team member with access to the rental's record.
Enable tenant move-out inspection
Step 1.
Open Settings > General and find the Tenant move-out inspection section.
Step 2.
Choose a Mode: Operator only (disabled) (current behavior, no change), Optional (the tenant may submit, not required), Required (the tenant must submit), or Auto-accept valid submissions (any valid submission finalizes the inspection immediately, with no manual review).
Step 3.
If needed, check Block deposit release without an accepted inspection: the deposit stays held until an inspection (yours or the tenant's) is accepted.
Step 4.
Choose when submission becomes possible (On the move-out day or After the move-out date) and, optionally, a deadline in days after move-out (leave blank for no limit).
Step 5.
Click Save policy.
The tenant move-out inspection policy saved in Optional mode
Give the tenant access
Three ways to bring the tenant to the submission page:
QR code in the unit — from a unit's record, More actions menu > QR sheet, to print and post in the unit. For a first rollout across multiple units, select them from the Units list then use the QR sheets button to print them all at once. If the facility has more than 50 units (so several pages), check all visible units then click the "Select all [N] units" link that appears to extend the selection to every filtered unit before printing.
Direct email link — sent automatically to the tenant once their move-out is scheduled, if the mode isn't Operator only.
Customer portal — a Submit move-out inspection button appears on their rental card as soon as the move-out is scheduled.
A unit's More actions menu, showing the QR sheet option
What the tenant experiences
Step 1.
They scan the QR code or open the received link.
Step 2.
If not already logged in, they enter their email and receive a secure login link to click.
Step 3.
They turn on their phone's camera (full-screen view) and take several photos of the empty unit.
Step 4.
They confirm the attestations: the unit is empty, the unit is clean and swept, the lock has been removed (if applicable).
Step 5.
They can add an optional note, then click Submit.
Step 6.
A message confirms the submission: if it needs review, they're told they'll receive an email once review is complete; in auto-accept mode, they're told their move-out is already complete.
If it's too early, too late, or the link is invalid or expired, the page informs them and asks them to contact your facility.
Review submitted evidence
Step 1.
Open the relevant rental's record. The Tenant-submitted evidence card shows the photos (click to enlarge), the checked attestations, and the tenant's note if any.
Step 2.
Choose an action: Ready to rent, Needs cleaning, or Reject. For a rejection, you can add a note visible to the tenant; they can then submit new photos.
Step 3.
Confirm. Acceptance finalizes the inspection (the unit becomes Available or stays Unavailable per your choice), exactly like an inspection completed manually.
What happens automatically
The tenant receives an email when their evidence is accepted or rejected, signed in your facility's name (never "Stortech"). If Block deposit release without an accepted inspection is on, the deposit settlement stays held until an inspection is accepted. In Auto-accept mode, a valid submission finalizes the inspection and releases the unit immediately, without waiting for your review.
Statuses and important fields
Item | Meaning |
Operator only | The tenant can't submit; only your team completes the inspection. |
Optional | The tenant may submit photos, not required. |
Required | The tenant must submit photos. |
Auto-accept | Any valid submission finalizes the inspection immediately. |
Pending review | Evidence submitted, awaiting a decision from your team. |
Accepted / Rejected / Replaced | Decision based on the evidence; rejected can be replaced. |
Common issues
The tenant says the link or QR code doesn't work.
What to check: is the move-out actually scheduled? Is the submission date within the allowed window?
What to do: check the configured policy (submission window) and the rental's scheduled move-out date.
No evidence card appears on the rental's record.
What to check: has the tenant completed their submission?
What to do: until a submission is received, complete the inspection manually as usual.
The deposit stays blocked even though you inspected the unit yourself.
What to check: has an inspection (yours or the tenant's) been marked accepted?
What to do: complete or accept an inspection to lift the deposit block.
Frequently asked questions
Is this enabled by default? No. By default, the mode is Operator only: only your team completes the inspection, as before.
Does the tenant need an account? They need to authenticate to submit photos, via a login link sent by email — no need to have used the customer portal before.
Can I require submission before settling the deposit? Yes, with the Block deposit release without an accepted inspection option.
What happens if the tenant submits nothing? You complete the inspection manually, exactly as in Schedule a move-out.
Can I automatically accept submissions? Yes, the Auto-accept valid submissions mode finalizes the inspection as soon as it's submitted, with no manual review.