In this article, we'll cover a few different scenarios for completing a change of tenancy, as the process may be slightly different depending on whether there will be a void period, or if the owner of the property needs to be updated.
If you're setting up your Mabdeck owners and tenants for the first time, you'll need to complete the process for setting up initial owners and tenants instead.
Before you begin
1. Make sure you have set up accounts for any new residents. If you're not sure how to do this, check out our article here.
2. Make sure you have added a reading onto the property for each supply type for the Change of Tenancy date. If your readings are going into Mabdeck automatically then you can just skip this step.
3. If you're completing a change of tenancy on a PAYG property, that the hub will need to be put into credit mode before the move in/out can be completed. Details on how to do this can be found here.
A new tenant is moving into a previously vacant property
When a property is void , you’ll notice that the Owner Account is also the Billable Person. Once you have set up an account for the new tenant, it’s a very simple process to move them in
Click the Accounts tab on the left of your screen, then search for the account that you would like to move into a property. Click on their name to be taken to their Account page.
Once you're on the account page, click the Properties button on the right of the screen, then select the "move account into properties" section
Select the property you would like to move the account into, then the move in date of the account. This will also be the billing from date on their first ever statement. You can also choose if you'd like to generate a Welcome Letter here too.
Click Move In to prompt the change of tenancy on the property. This will move the account into the property and create the welcome letter for the new tenant (if you have chosen to do so). This will also generate a final statement for the previous owner, who was responsible for the bills during the void period.
You can check that the move in has successfully completed by refreshing the account page, and selecting the properties tab. The property record will now appear in the View properties in this account section.
A tenant moves out, and the next tenant moves in immediately
If a tenant has moved out, and the new tenant is moving in immediately so that there will be no void period, moving the new tenant in will automatically end the tenancy for the previous resident.
Click the Accounts tab on the left of your screen, then search for the account that you would like to move into a property. Click on their name to be taken to their Account page.
Once you're on the account page, click the Properties button on the right of the screen, then select the "move account into properties" section
Select the property you would like to move the account into, then the move in date of the account. This will also be the billing from date on their first ever statement. You can also choose if you'd like to generate a Welcome Letter here too.
Click Move In to prompt the change of tenancy on the property. This will move the account into the property and create the welcome letter for the new tenant (if you have chosen to do so). This will also generate a final statement for the previous tenant, and move them out of the property.
You can check that the move in has successfully completed by refreshing the account page, and selecting the properties tab. The property record will now appear in the View properties in this account section.
A tenant moves out, and the bills become the responsibility of the owner account
If a tenant moves out and you know that a new tenant isn't moving in straight away, or the owner needs to be responsible for bills, then moving out the previous account will default statements to be generated in the owner name.
Click the Accounts tab on the left of your screen, then search for the account which is moving out of the property. Click on their name to be taken to their Account page.
Once you're on the account page, click the Properties button on the right of the screen, then select the "move out from properties" section
Select the property you would like to move the account out of, then the move out date of the account.
Click Move Out to prompt the change of tenancy on the property. This will move the account out of the property and generate a final statement for the resident. You can approve and download the statement which generates.
A change of ownership takes place on the property
To change the owner on a property, click the properties tab on the left of the screen and search for the property where you would like to complete the change of ownership. Click on the property record when it appears.
Click the small pencil icon next to the owner name.
Choose your new owner account on the form which appears, then select if you would like to keep the current tenant. Keeping the current tenant will simply update the owner record, and the tenant will remain in the property.
If you choose not to keep the current tenant, the current tenant will be moved out of the property and the new owner account will become responsible for the bills as both the owner and the tenant. This will automatically generate a final statement for your previous tenant too.
Select the start date or move in date of the owner and click Save.
