There are a number of benefits for adding tenant or landlord details against a property record in TouchRight:
You can choose to display their names on the front of each report you generate (note: for attaching tenancies to a report, the date window is 2 weeks in the past and 6 weeks in the future)
It's easier to email appointments, reports, comments and remote report requests to them via TouchRight, as their email addresses can be stored
It possible to see their name/s and phone number/s when at the property completing a report, as their phone number details can be stored
It's also possible to give tenants or landlords 'view only' access only to login to the TouchRight dashboard and view their reports
There are a few simple ways to add tenants or landlords to a property:
Click on the 'Properties' tab in the left hand side menu and select 'Manage Properties' from the dropdown menu.
Then select the pen icon beside the property you wish to assign a 'Landlord' or 'Tenant' to.
Scroll down and click the '+' icon beside 'Tenancies' or 'Landlords'.
Adding Tenants
Scroll down to the 'Tenancies' bar and click the 'Add Tenants' button on the right hand side.
Enter the Tenancy Start Date (required).
In the box 'Add Tenants' either:
Select the relevant person/s from the dropdown box or;
Choose '+ Add New Tenants'. Type in the necessary name, email, address and telephone number details as required, making sure you confirm whether the tenant has given you permission for their details (name, email address and/or phone number) to be added and used in TouchRight (note: see our separate area for GDPR questions).
Then click 'Save'.
Adding Landlords
Scroll down to the 'Landlords' bar and click the 'Add Landlord' button on the right hand side.
Enter the Start Date (required).
In the box 'Add Landlord' either:
Select the relevant person/s from the dropdown box or;
Choose '+ Add New Landlord'. Type in the necessary name, email, address and telephone number details as required, making sure you confirm whether the landlord has given you permission for their details (name, email address and/or phone number) to be added and used in TouchRight (note: see our separate area for GDPR questions).
Then click 'Save'.
N.B Only one email address can be used for each landlord.
If you do need to add an additional email address you will need to create separate landlord records (but in such a way to distinguish between them) and then add both landlords to the same ‘ownership’ of a property with the same dates e.g.
Jane Doe (Work) [email protected]
Jane Doe (Personal) [email protected]
Editing a Tenant
You may want to edit a tenant record to change tenancy end dates or amend an email address.
To edit a record, follow the steps above to locate the property and tenancy record you want to edit.
Click the pencil to edit the record.
Edit the tenancy information as required e.g. end date, rent amount, tenancy type etc. and click 'Save'.
To edit the tenant details such as name or email address, click the pencil.
Change the details and click 'Save'.
Editing a Landlord
You may want to edit a landlord record to change ownership dates or amend an email address.
To edit a record, follow the steps above to locate the property and landlord record you want to edit.
Click the pencil to edit the record.
Edit the landlord information as required e.g. end date and click 'Save'.
To edit the landlord details such as name or email address, click the pencil.
Change the details and click 'Save'.
Deleting Tenant and Landlord Records
You can delete a tenant or landlord, by clicking either 'Landlords' or 'Tenants' in the left menu, and then either 'Manage Landlords' or 'Manage Tenants' as appropriate.
Search for the tenant or landlord you want to delete, then click the bin icon. A warning message will be shown, to highlight the property records that the tenant or landlord might be attached to.
Press Delete to confirm.
