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Lease Lifecycle

Leases in OntarioLandlord follow a predictable lifecycle from creation to termination.

Lease Statuses​

stateDiagram-v2
    [*] --> Upcoming: Created with future start
    [*] --> Active: Created with current start
    Upcoming --> Active: Start date reached
    Active --> MonthToMonth: Fixed term ends
    Active --> Ended: Properly terminated
    MonthToMonth --> Ended: Properly terminated
    Ended --> [*]

Upcoming​

  • Start date is in the future
  • Unit shows as "Reserved"
  • No rent tracking yet
  • Automatically becomes Active on start date

Active​

  • Currently in effect
  • Rent tracking active
  • Can generate notices
  • Unit shows as "Occupied"

Month-to-Month​

  • Fixed term has ended
  • Continues automatically
  • Same rent and terms apply
  • No action needed to maintain

Ended​

  • Lease has been terminated
  • Historical data preserved
  • Unit becomes "Vacant"
  • Can't record new payments

Status Transitions​

Automatic Transitions​

TriggerFromTo
Start date reachedUpcomingActive
End date reached (fixed-term)ActiveMonth-to-Month

Manual Transitions​

ActionFromTo
End LeaseActiveEnded
End LeaseMonth-to-MonthEnded

Key Dates​

Start Date​

When the tenancy officially begins:

  • Rent tracking starts
  • Status becomes Active
  • Set this to match your signed lease

End Date (Fixed-Term)​

For fixed-term leases:

  • When the initial term ends
  • Lease converts to month-to-month
  • Tenant has no obligation to leave

Termination Date​

When you manually end a lease:

  • Enter when ending a lease
  • Must be on or after current date
  • Use for when tenant vacates

Rent Tracking Through Lifecycle​

Active / Month-to-Month​

  • Rent charges calculated monthly
  • Payments recorded against balance
  • Arrears tracked automatically

Ended​

  • No new rent charges
  • Outstanding balance preserved
  • Can still view payment history

Common Scenarios​

Tenant Renews​

When a fixed-term lease ends:

  1. Lease automatically becomes month-to-month
  2. No action needed from you
  3. Rent increase requires N1 notice (90 days)

Tenant Leaves​

When a tenant gives notice and vacates:

  1. Record the move-out date
  2. End the lease with that date
  3. Unit becomes vacant
  4. Create new lease for next tenant

Lease Assignment​

When a tenant transfers their lease:

  1. End current lease
  2. Create new lease with new tenant
  3. Same terms carry over
  4. Document the assignment

Rent Increase​

To increase rent during a tenancy:

  1. Generate N1 notice (not edit lease)
  2. Wait for effective date
  3. System updates rent amount
  4. Continue tracking at new rate

Viewing Lease History​

Current Lease​

  • Go to Leases → Select lease
  • View all details and actions

Past Leases​

  • Filter Leases list by "Ended"
  • Or view from Property/Tenant detail pages
  • All history preserved

Best Practices​

  1. Accurate Dates - Match your signed lease
  2. Don't Delete - End leases instead of deleting
  3. Document Everything - Add notes for unusual situations
  4. Use Notices - For rent increases and terminations

Next Steps​