Tenancy Manager (TM) is part of the lead to keys product suite with the goal of helping our Agents save time without compromising on compliance. Providing a tool to manage an entire tenancy progression in one system.

• How does the dashboard work?
• How does an agent create a Tenancy?
• The Tenancy Overview Page and Tenancy Progression.
• Cancelling a Tenancy.
• How do tenancy renewals work?
• What is the Deposit Replacement Scheme (DRS) feature in Tenancy Manager?
• FAQ - Click here to go to the Trouble shooting and Customer FAQ page. 

Key Features:

One simple system

• Manage an entire tenancy progression from sending offers, to contracts, deposits, references and documents.
• See the status of tenancies at a glance and prioritise those requiring action.
• Soothe compliance worries, with a ready-made audit trail and documents stored free-of-charge.

Payments processed online

• No more bank transfer faff.
• Payments are instant and free of charge.

Online documents signing

• Progress tenancies regardless of the Agent, Landlord and Tenant location

Find more information and a product walkthrough on Tenancy Manager demo - Rightmove Hub 

How does an agent access Tenancy Manager?

Tenancy Manager is available to lettings agents who have purchased the Tenancy Manager product if not it will state the product is not active on the branch as below. Users will be given permissions for this product in Rightmove Plus.

Two types of permission exist in Tenancy Manager, these are the permission to use the product 'Tenancy Manager' and the permission to administer Branch details and settings for Tenancy Manager, this is called 'Tenancy Manager Admin'.

Once they have been given the permission, 'Tenancy Manager' will appear in the 'Menu' in Rightmove Plus. 

How does the dashboard work?

The TM product also comes with a dashboard which displays the current progress of new tenancy agreements, renewals, completed tenancy agreements and the current draft. Each tab also shows a status bar showing the agent assigned to that tenancy.

• The property details and the user that created the tenancy. 
• The outstanding documents that need to be issued.
• Whether action is required.
• How many months until the tenancy needs to be renewed. 
• A filter to help find the required tenancy.
• A search bar to find a specific property. 

From the dashboard you can access the branch settings by clicking the blue setting cog in the top right-hand corner. 

The New Tenancy Dashboard:

 The New Tenancy Dashboard with the filter selected:

 The Renewals Dashboard:

 The Completed Tenancy Dashboard:

 The Drafts Dashboard:

 
How does an agent create a Tenancy?

To start a new tenancy, an agent must click the '+ Add tenancy' button at the top right of the dashboard screen. From here they will be taken to a form where they can start completing the tenancy set up. 

First the Agent must choose whether this is for a property renewal for a property outside of tenancy manager, or a brand-new tenancy. 

At this stage the agent can save the current progress to drafts, to save for later. 

Next the user enters the property details, they can either select a property listed on Rightmove or a property in the UK, looking up the ordnance survey database. They do this by toggling the 'select property from list' button. The agent can manually edit how this is displayed. 

In the same segment, the user can select which individual they want to assign the tenancy to, this will be the person who is managing the tenancy process from the Agent’s side. They then enter the Management and Utility details of the property.

From here the agent completes the contractual information, adding the start and end date, the type of contract and any additional clauses. 

*Currently there is only one type of contract, Assured Shorthold Tenancy (AST) but the other types will be added in due course. 

After this the agent will enter the financials, specifically the rent amount, the frequency of payments and whether there will be an advance rental. 

When entered the maximum holding deposit is worked out based on current restrictions. Currently this is 5 weeks rent for tenancies under £50k a year and 6 weeks above £50k. And holding deposit is 1 week’s rent rounded down the nearest penny. Agents cannot enter an uncompliant amount, otherwise they will get an error. 

Next the agent enters the applicant’s details, starting with the Lead Tenant and allowing additional applicants to be added. 

At this stage a guarantor can be added by selecting yes. 

When adding additional tenants, the agent is asked if the rent is equally shared, and if so, this is automatically split for each new applicant added.

*Currently there is a limit to 4 tenants, this is based on a law which is fairly out of date and so we are likely to remove it later in the year. 

 Once all the tenants and financials have been completed, the agent enters the landlord information, adding additional landlords where required. 

Once all six sections are finished, the agent clicks continue, and are then taken to an offer summary, allowing them to edit the offer if there is an error. 

If there is no error, they can select send offer and they move to the tenancy overview page and an offer email is sent to the tenant via the Rightmove autoresponder. 

The Tenancy Overview Page and Tenancy Progression

The main page from here is the tenancy overview. This page has three tabs as well as a copy of the contract. These tabs are: 

• Agreement: A summary of the property, tenants, landlords and outstanding actions. 
• Documents: A repository for required documentation, as well as copies of documents that have been issued. 
• Audit trail: showing the timestamp and status of completed interactions. 

At this stage the agent follows a workflow, starting with the tenants accepting the offer. 

*If the tenant has not received their offer, the agent can click resend offer as shown below. At this stage check that there hasn’t been an error when entering the email of the tenants. 

The stages that need to be completed as part of tenancy progression (in the correct order) are: 

• Accepting the offer, which is completed via adobe sign.  
• Payment of the holding deposit, which is completed by an ecospend link sent to the tenant.  
• Referencing of the tenants, which is completed by RLTS and can be manually bypassed by the agent. From here the agent can view the references and see their current progress. 

*Currently a guarantor can be added after a reference has already been ordered, however this does not always sync back to Tenancy Manager, meaning the agent must manually update the guarantor onto Tenancy Manager. 

• Signing of the contracts, which is completed by adobe sign. 
• Payment of the deposit and any advance rentals, again via ecospend.
• Documents, prompting the agent to send prescribed information as well as a copy of the signed contract to the customer. The agent must upload the documents first to the documents tab, entering the expiry date. The file must be less than 25 MB. 

• Deposit Protection - the agent must send proof of protection of the deposit within 30 days of the tenant moving in. If someone other than the landlord is holding the deposit, the details of that party can be entered at this stage.  

*Agents are required to send this document but often tenants do not sign it, this can be marked as complete to help progress the tenancy. 

 At this stage the tenancy has been completed and will show in the completed tab on the Tenancy Manager Dashboard. 

Cancelling a Tenancy

 Currently there are 6 options for why a tenancy may be cancelled. This is currently a non-reversable step for an agent. Rightmove can do this, but it will require a support analyst ticket. 

How do tenancy renewals work?

Renewing a tenancy is similar to progressing a new tenancy. Think of a renewal as just another tenancy, but with only 4 progression stages instead of 7. Before starting a renewal you should have an agreement with the tenant and the landlord that all parties are happy to renew the tenancy, and the terms for renewal.

1. Once you identify the tenancy you want to renew, you can open Tenancy Overview page to see the action panel with 3 options: Renew, Roll, or Terminate.
2. To renew the tenancy for another fixed term - click "Renew".
3. You will then be taken to the Tenancy Overview page of the renewal tenancy. You will see the first stage of the renewal - Tenants.
   
   
4. In the Tenants stage you need to make a decision if you want to renew the tenancy with all the same tenants, or if any of the tenants are being replaced.
   1. If renewing with the same tenants - click "Keep tenants". This will complete the Tenants stage and activate Referencing stage
   2. If any of the tenants are being replaced, click "Update tenants". This will open the Edit tenants window where you can add, delete, and update tenants. Then click "Save changes" to proceed to Referencing stage. Note: do not replace all tenants of the tenancy, so it can still be considered as a renewal. If all tenants are being replaced, you are setting up a new tenancy and should create a new tenancy instead of a renewal.
5. You will then see Referencing stage
   
   
6. The Referencing stage works mostly the same way as for a new tenancy. However, there are a couple of new additions:
   1. If you don't want to reference any of the tenants when renewing a tenancy, you can click "Skip" - this will skip Referencing stage entirely and activate the next stage - Contract.
   2. If you do want to reference tenants, but perhaps not all tenants - you can order a partial reference on a subset of tenants. To do that click "Order references" and the select only those individuals that you want to reference.
      
      
7. You will then see the usual Referencing stage view where the progress of each referenced individual is shown.
8. Once References are complete and everyone has passed, you will see Contract stage.
   
   
9. Contract stage works exactly the same way as for new tenancies. Before the contract is sent for signing you can change any of the tenancy details, such as tenancy start date, rent amount, etc. Once the contract is sent for signing digitally, tenancy details won't be editable anymore.
10. After sending the contract for signing you will see the usual Contract stage view where signature status of each individual is shown.
11. Once everyone has signed the contract, you will see Documents stage.
    
    
12. Documents stage works exactly the same as for new tenancies - once you are happy to send all documents to the tenants click "Send documents", and an email with fully signed tenancy agreement (contract), how to rent guide, and property documents (such as EPC, EICR, GSC and license) will be sent to all tenants.
13. Once the documents are sent, the Renewal will be considered complete.
    

Navigating between original tenancy and renewal

When renewing a tenancy, you will see a dropdown on the top right of the Tenancy Overview page.

This dropdown lets you easily switch between what was the original tenancy on Tenancy Manager and its' renewal(s). When you switch to a previous agreement in this dropdown, you will be taken to the previous version of the agreement of this tenancy. That way you can easily find all agreement terms, documents, and audit trail of exactly the agreement you need.

Can I renew a tenancy if I don't have it on Tenancy Manager?

If you want to renew a tenancy that you currently don't have on Tenancy Manager, you can add that tenancy as a renewal.

1. To add a tenancy as a renewal, click the "Add tenancy" button on the Tenancy Manager dashboard.
2. You will see the familiar new tenancy form, but with an additional question at the top:
   
   
3. Choose "Yes" if you're adding a renewal.
4. This will modify the form slightly by removing a few unnecessary fields and let you proceed with this tenancy as a renewal rather than a new tenancy.
5. Once you fill the tenancy details, click "Continue" which will take you to Renewal summary page.
6. You can check if all details are correct and click "Create renewal", or click "Edit renewal" in case any of the details need to be updated.
7. Once you click "Create renewal" you will be taken to Tenancy Overview page with Tenants stage completed and Referencing stage active. From here proceed with this renewal as a renewal for a tenancy on Tenancy Manager - as described above.

How can I roll the tenancy on a monthly contractual periodic basis?

If you wish, you can keep the tenancy rolling on a monthly contractual periodic basis (as set out in the AST agreement) rather than renewing it for another fixed term. To do so you have 2 options:

1. Click "Roll" instead of "Renew" in the action panel; or
2. Let the tenancy reach its' term (end-date of the contract) and it will be automatically set to rolling.
   

Note that every tenancy will be rolling on a monthly contractual periodic basis after reaching the end term unless it is renewed or terminated.

When a tenancy is rolling on a monthly contractual periodic basis, it can at any point be renewed for another fixed term, or terminated.

Tenancy Manager does not send any emails to tenants or landlords when a tenancy is set to rolling.

How can I terminate a tenancy?

If tenants and/or landlords decide that they don't want to roll or renew the tenancy, you can mark the tenancy as terminated by clicking "Terminate" button. This will ensure the tenancy is not going to be renewed or rolled.

Please note that Tenancy Manager does not send any emails to tenants or landlords when tenancy is set to terminated, therefore if there is any need to serve legal notices to tenants, please ensure that you serve them outside of Tenancy Manager.

What is the Deposit Replacement Scheme (DRS) feature in Tenancy Manager?