> ## Documentation Index
> Fetch the complete documentation index at: https://docs.briksync.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Tenants

> How to add tenants and manage tenant records in BrikSync PropOS.

Tenants are the people who rent units in your properties. BrikSync PropOS lets you maintain comprehensive tenant records and manage your active roster from a single list view.

***

## Plan Limits

| Plan     | Max Active Tenants |
| -------- | :----------------: |
| FREE     |         10         |
| PRO      |         100        |
| BUSINESS |      Unlimited     |

<Note>
  Only active tenants count toward your plan limit. Inactive tenants (past tenants whose records
  have been marked inactive) do not count. You will see a warning banner and an upgrade prompt when
  you reach your limit.
</Note>

***

## Adding a Tenant

Landlords, Property Managers, Admins, and Super Admins can add tenants.

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 a welcome email when the record is created (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, whole number.
   * **Emergency contact name** — optional, up to 200 characters.
   * **Emergency contact phone** — optional. Accepts digits, spaces, hyphens, parentheses, and a leading `+`.
   * **Emergency contact relationship** — optional (for example, "Spouse" or "Parent").
   * **Personal references** — optional. Up to 2 references, each with a name, phone number, and relationship.
   * **Notes** — optional internal notes about this tenant (up to 2,000 characters). These are never visible to the tenant.
4. Click **Save Tenant**.

After saving, the tenant receives a welcome email with a link to the login page. If email delivery fails, the tenant record is still created successfully.

Once the tenant record exists, you can create a lease and assign them to a property and unit from the **Leases** section.

***

## Viewing the Tenant List

The Tenants page shows all tenants in your organisation as a table. Each row displays:

* **Name and email** — with phone number if recorded.
* **Property and unit** — from the tenant's current active lease, or "No unit assigned" if no active lease exists.
* **Lease status** — Active, Draft, Expired, Terminated, or Renewed.
* **Monthly rent** — from the current lease.
* **Move-in date** — the start date of the current lease.
* **Status** — Active or Inactive.

The list shows 20 tenants per page. Use the pagination controls at the bottom to move between pages.

### Searching and filtering

* **Search** — type a name or email address to filter the list in real time.
* **Status filter** — choose **Active** (default), **Inactive**, or **All Tenants** to control which records are shown.
* Click **Filter** to apply, or **Clear** to reset to the default view.

<Tip>
  To find past tenants whose tenancies have ended, set the status filter to **Inactive** or **All
  Tenants**.
</Tip>

***

## Editing Tenant Information

Landlords, Property Managers, Admins, and Super Admins can edit tenant records. Tenants cannot edit their own records.

Editing is available through the tenant record. After locating the tenant in the list, open their record and update the relevant fields.

<Note>
  In-line editing from the tenant list row and a dedicated tenant detail page are coming soon.
</Note>

***

## 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.

This action requires Landlord role or above.

1. Open the tenant's record.

2. Click **Upload ID Document**.

3. Enter a **document name** — a descriptive label (required, up to 200 characters).

4. Select the file from your device.

   | 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**.

5. Click **Upload**.

The document is stored securely and flagged as **pending review**. Image files have EXIF metadata (GPS location, device info) automatically removed before storage.

***

## Tenant Notes

Each tenant record has a **Notes** field for internal use. Notes are never visible to the tenant.

To update the notes on a tenant record, open the record, edit the notes field, and save your changes.

***

## Deactivating a Tenant

When a tenancy ends, you can mark the tenant as inactive. This removes them from your active tenant count but preserves all their data.

Deactivating a tenant is done by editing the tenant record and setting their status to inactive. Inactive tenants can be found at any time by using the **Inactive** or **All Tenants** status filter on the Tenants page.

<Note>
  A dedicated deactivation flow and a one-click action from the tenant list are coming soon.
</Note>

***

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