How To Create A New Tenancy Agreement

PaTMa's tenancy management tool allows you to keep track of any payments and additional details relating to the agreements made with a specific tenant. Available with all Property Manager Packages at no extra cost, this tool allows you to record the unit, starting date, deposit/deposit scheme and rental periods.

Getting Started

  • Navigate to Manager.

Note: This is located in the header of the website, as shown below.

A list of your properties will be displayed on the screen.

  • Click on the Property Label you wish to add a tenancy to.

Note: With the free version of PaTMa, you can only manage one property at a time. To add more than one property to your account. Upgrade to a Premium Account.

You will be redirected to a page displaying the property's information.

  • Click the navigation tab Tenancies and click Add Tenancy.

A form will be presented which you will need to fill in with the tenancy agreement details.

Filling In The Form

Unit

If the property is a House of Multiple Occupation, an option to record the tenant's occupational unit will be displayed as the first field. - In the drop-down menu, select the relevant Unit.

Note: This option is only presented for properties that have been created and addressed as HMOs. If you wish to add or name units for the property, you will find this option in the property's information page.

Start Date

In this field, enter the date relating to the commencement of the tenancy agreement using the calendar provided.

End Date

To record the intended end date of the agreement, this field can only be completed after the tenancy has been created.

Please Note: In this case, after you've clicked Save, go to the Edit Tenancy page, and add the End Date accordingly.

Notes

If there are additional details that you wish to record that are not specified in the fields, add general tenancy notes in the Notes field. To record additional information relating to the deposit, i.e. where it is being held and its reference number, and you can add this under the Deposit Notes.

Rent Period

This field records the renting period and how often rent is received on the property. This will enable the frequency of alerts for any overdue rent payments. - In the drop-down menu, select the time period most relevant to the tenancy agreement (Monthly, Weekly or Every 4 Weeks etc.).

Note: This rental period is only editable the first time you create a tenancy. You can toggle the Send Rent Reminders on the Edit Property page.

Rent Amount

This field records the amount of rent that is due to be received every Rent Period.

Adjusted Rent Day

To make the first rent day differ from the expected tenancy Start Date and therefore create a tenancy charge for the additional days, select Start Tenancy With One-Time Rent Payment, to Adjust the Repeating Rent Day. Next, enter the later start date in the Adjusted Rent Day field.

Rent Reviews

To enable periodic rent reviews use the Rental Periods Between Rent Reviews and Rent Review Base fields. You can enter a number for how many Rental Periods trigger a rent review and use Rent Review Base to set when these rent review Rental Periods begin. For example, a rent review every six months since the start of the tenancy.

Deposit Amount

This relates to the amount of deposit that must be paid by the tenant or enter zero if no deposit was taken.

Deposit Scheme

Deposit Notes

Use this field to store additional information relating to the deposit, i.e. where it is being held and its reference number.

AST Deposit Clauses

Use this field to enter any clauses that should appear in the Deposit Scheme Prescribed Information document sent to tenants.

  • Once completed, click Save.
  • To review the edits made, use the navigation tab Tenancies and click the eye icon next to the desired tenancy to show the tenancy display page.

Note: If you wish to add an end date to the tenancy agreement, you can add it now by clicking Edit on the tenancy display page.

As you start creating a new tenancy agreement, follow our step-by-step Tenancy Checklist to make sure your agreements are abiding with the law and making it that much easier for your new tenants to follow the process.