Tenant Management Guide
Master the art of tenant management with comprehensive tools for tracking tenant information, managing relationships, handling communications, and ensuring smooth rental operations.
Tenant Management Overview
Effective tenant management is the cornerstone of successful property management. MarQi PMS provides comprehensive tools to handle every aspect of tenant relationships from initial contact to lease termination.
Core Tenant Management Features:
Pro Tip
Always collect complete tenant information during the application process. This investment saves time and prevents issues throughout the tenancy.
Adding New Tenants
Navigate to Tenant Management
Go to Tenants → Add New Tenant from the main navigation menu.
Navigation: Tenants → Add New Tenant
Select Tenant Type
Choose the appropriate tenant type based on your rental arrangements:
- Single person or family
- Residential properties
- Standard rental agreement
- Business entities
- Commercial properties
- Complex lease terms
Complete Basic Information
| Field | Required | Description | Example |
|---|---|---|---|
| Tenant Name | Required | Full name or business name | John Smith, ABC Corp |
| Contact Person | Required | Primary contact individual | John Smith, Jane Doe |
| Email Address | Required | Primary email for communication | [email protected] |
| Phone Number | Required | Primary phone contact | (555) 123-4567 |
| EIN Number | Optional | Tax identification number | 12-3456789 |
Add Emergency Contact Information
Collect emergency contact details for safety and compliance:
Required Information:
- Emergency contact name
- Relationship to tenant
- Phone number
- Email address (optional)
Best Practices:
- Verify contact information
- Get written consent
- Update regularly
- Keep information secure
Understanding Tenant Types
Individual Tenants
Characteristics:
- Single individuals or families
- Residential lease agreements
- Monthly or annual lease terms
- Standard security deposits
Typical Use Cases:
- Apartment rentals
- Single-family homes
- Condominiums
- Townhouses
Required Documentation:
- Government-issued ID
- Proof of income
- Credit check authorization
- Previous rental references
Commercial Tenants
Characteristics:
- Business entities and corporations
- Commercial lease agreements
- Long-term lease commitments
- Complex rental structures
Typical Use Cases:
- Office spaces
- Retail stores
- Warehouses
- Industrial facilities
Required Documentation:
- Business license
- Corporate documents
- Financial statements
- Credit reports
Key Differences at a Glance:
| Aspect | Individual Tenants | Commercial Tenants |
|---|---|---|
| Lease Terms | 6-12 months typical | 1-10 years typical |
| Security Deposit | 1-2 months rent | 2-6 months rent |
| Rent Escalation | Annual increases | Built-in escalations |
| Maintenance | Landlord responsible | Often tenant responsible |
Tenant Portal Access
Automatic Portal Access Creation
When you add a tenant to MarQi PMS, the system automatically creates portal access credentials:
Portal Features for Tenants
Account Management:
- View and update profile
- Change password
- Update contact information
- Upload documents
Rental Operations:
- View lease details
- Submit maintenance requests
- View payment history
- Download statements
Payment Tracking & History
Automated Payment Tracking
MarQi PMS automatically tracks all tenant payments and provides comprehensive payment history:
Payment Status Indicators
Tenant Management Best Practices
Thorough Screening
Always conduct comprehensive tenant screening including credit checks, employment verification, and previous landlord references.
Clear Communication
Establish clear communication channels and response time expectations. Document all interactions for future reference.
Documentation Standards
Maintain detailed records of all tenant interactions, lease modifications, and important communications.
Legal Compliance
Stay current with local tenant laws, fair housing regulations, and eviction procedures. Consult legal counsel when needed.