Grouped Tenancies Explained

Grouped Tenancies Explained

Learn how to group multiple tenancies of a single property into one agreement. This echoes to the article tenancy agreements explained and joint-tenancies explained.

Tenancy 101

Whenever a room or a property as a whole is rented for a period of time by one or multiple people, this renting period is encapsulated into a tenancy. From the tenancy, will stem multiple files and processes related to it: a tenancy agreement, an inventory, a rent schedule, etc…

A tenancy is defined by its period, price, deposit scheme…and multiple other details.

A tenancy can be created from a room page, or by the creation of an onboarding.

Grouped Tenancies Management

In the case of multi-let properties, tenancies can be grouped in order for them to be gathered into the same tenancy agreement. They will still keep their individual details, page, files, etc… but they will share the same tenancy agreement.

Mark a tenancy as part of a group

A tenancy can only be marked as part of a group when creating it from an onboarding, or after the creation through the update form.

Once we detect the onboarding relates to a multi-let, we will look for any existing tenancy in that property that has a PROSPECTIVE status, and that is also marked as grouped.

The first of the group

If there is none, we will mention that the tenancy is not part of a group. You can mark it as a member of a group by clicking on “Change”.



When filling in the rest of the form, take into account that the below information will be set the same for all the tenancies of the group:

  • Tenancy type
  • Move-in date
  • Move-out date / Fixed-term end-date
  • Payment frequency
  • Rent tax percentage
  • Deposit type
  • If COHO is used for rent collection
  • Bills management type

The rest of the group

Once the property selected on the onboarding form, , if we detect that there is already a PROSPECTIVE tenancy belonging to a group, we will assume that the one you’re creating now will also be a part of this group.

We will tell you who are the tenants are of the group. You can always decide that the tenancy you’re creating an onboarding for is outside the group.

If you do say it’s for the same group, you will see some of the information already filled and not editable. Mainly, the only info needed will be the rent amount, and the deposit amount if needed.


Edit the tenancy out of a group

If you edit the tenancy, from the onboarding view or the tenancy page, you will see a mention of the group. You can edit the tenancy out of the group from there.

If there is already a grouped tenancy agreement attached to this tenancy, you will have to replace it.

 

Tenancy Agreement for Grouped Tenancies

The tenancy agreement will be linked to all the tenancies of the group.

Adding the agreement

On the onboarding of any of the grouped tenancy, when clicking on “Create tenancy agreement”, you will see that the first step is a list of all group members. On this list, you can do modifications if needed.

At this step, we will:

  • Check if there is any members of the group that has not finished any previous onboarding steps. If there are, we will not let you go further.
  • Check if there are rooms in the property where no grouped tenancy was created, to let you know if something might be missing.

You will then continue to fill-up the tenancy agreement signature type and get to an overview page for that data that will get in the tenancy agreement.

If something doesn’t line-up, like in the above screenshot, we will ask you to fix the data before moving forward. To do that, go back a couple of steps and use the “Edit” button on the tenancy with an error.

Then, the rest of the process is the same as any tenancy agreement creation: add the files, the guarantor signing option (if there is a guarantor), see the compliance documents and review the possible merge fields.

Concerning the merge fields, you can consult the Merge Fields Guide to know how to target specific data of the different tenancies, or aggregate data of the tenancy agreement. The merge fields only work with Microsoft Word (.docx) files - which can be stored as a Tenancy Agreement Template.

The process

Once the tenancy agreement is created, it will be tracked on all the tenancies and onboarding the same way. Meaning, the steps and status will move at the same time, and the tenancy agreement will be viewable on any of the tenancies’ pages.

In case of tenancy signature of type “eSign” or “Wet signature”, when the manager confirms the agreement, all the tenancies will pass to the FUTURE status.


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