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Managing Tenants

Tenants are the people who rent units in your properties. BrikSync PropOS lets you maintain comprehensive tenant records, invite tenants to the portal, and manage their full tenancy lifecycle.

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Plan Limits

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Adding a Tenant

1. Go to Tenants in the left sidebar.
2. Click Add Tenant.
3. Fill in the tenant’s details:
   • Full name — first and last name (required, up to 200 characters).
   • Email address — used to send the portal invitation (required).
   • Phone number — optional but recommended.
   • Date of birth — optional, format YYYY-MM-DD.
   • Employment status — optional. One of: employed, self_employed, unemployed, student, retired, or other.
   • Employer name — optional, up to 200 characters.
   • Annual income — optional, integer value.
   • Emergency contact name — optional, up to 200 characters.
   • Emergency contact phone — optional, up to 30 characters. Accepts digits, spaces, hyphens, parentheses, and a leading +.
   • Emergency contact relationship — optional, up to 100 characters (e.g. “Spouse”, “Parent”).
   • Personal References — optional. You can add up to 2 personal references, each with a name (required, up to 200 characters), phone (required, up to 30 characters), and relationship (optional, up to 100 characters, defaults to “Reference”).
   • Notes — optional internal notes relevant to this tenant (up to 2,000 characters).
4. Click Save Tenant.

After saving, the tenant receives a welcome email with a link to the login page. This email is sent automatically and does not block the onboarding process — if delivery fails, the tenant record is still created successfully. You will then be prompted to create a lease and assign the tenant to a property and unit.

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Inviting Tenants to the Portal

Inviting a tenant to the portal gives them their own secure login to view their lease, pay rent, and submit maintenance requests.

1. Open the tenant’s record.
2. Click Invite to Portal.
3. Confirm the email address.
4. Click Send Invitation.

The tenant will receive an email with a link to create their account. The link is valid for 72 hours.

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Invitation Statuses

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Viewing a Tenant Record

Click any tenant from the Tenants list to open their full record, which includes:

• Profile — contact details, emergency contact, and personal references.
• Active Lease — current property, unit, rent amount, lease dates.
• Lease History — all past leases.
• Payment History — all rent payments and their status.
• Maintenance Requests — all requests submitted by this tenant.
• Documents — documents shared with this tenant, including ID verification documents.
• Notes — internal notes added by your team.

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Editing Tenant Information

1. Open the tenant record.
2. Click Edit Profile.
3. Update the relevant fields.
4. Click Save Changes.

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Adding Internal Notes

Your team can add private notes to any tenant record. These notes are never visible to the tenant.

1. Open the tenant record.
2. Go to the Notes tab.
3. Click Add Note and enter your note.
4. Click Save.

Notes are timestamped and attributed to the team member who created them.

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Uploading an ID verification document

You can upload identity documents for a tenant and flag them for manual review. This is useful for verifying a tenant’s identity before or during a tenancy.

1. Open the tenant record.
2. Go to the Documents section.
3. Click Upload ID Document.
4. Enter a document name — a descriptive label (required, up to 200 characters).
5. Select the file from your device. Accepted formats:

   Format	Notes
   PDF	Scanned identity documents.
   JPEG / JPG	Photos of ID cards or passports.
   PNG	Photos and scanned documents.
   WebP	Compressed images.

   Maximum file size: 20 MB.
6. Click Upload.

The document is stored securely and flagged as pending review. Image files are automatically stripped of EXIF metadata for privacy before storage.

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Archiving a Tenant

When a tenancy ends and the tenant moves out, you can archive their record. This removes them from your active tenant count but preserves all their historical data.

1. Ensure all leases are terminated and any outstanding payments are resolved.
2. Open the tenant record.
3. Click Actions → Archive Tenant.
4. Confirm the action.

Archived tenants can be found under Tenants → Archived and can be restored at any time.

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