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Tenant Management

Effectively managing tenant information helps you stay organized and prepared for any situation.

Tenant List View​

The Tenants page shows all your tenants with:

ColumnDescription
NameFull name (click to view details)
EmailContact email
PhoneContact phone
StatusActive, Past, or No Lease
PropertyCurrent property (if active lease)

Filtering Tenants​

Filter by:

  • Status: Active, Past, All
  • Property: Specific property
  • Search: Name or email

Sorting​

Click column headers to sort by:

  • Name (A-Z, Z-A)
  • Status
  • Property

Tenant Detail Page​

Click a tenant's name to see:

Overview Section​

  • Contact information
  • Total paid (lifetime)
  • Current arrears (if any)

Leases Tab​

  • Current active lease
  • Past leases with dates
  • Link to each lease detail

Payments Tab​

  • Payment history
  • Filter by date range
  • Export to CSV

Notices Tab​

  • All notices served to this tenant
  • Notice type and date
  • Download PDFs

Activity Tab​

  • Recent activity log
  • Payments, notices, lease changes

Managing Multiple Tenants​

Joint Tenants (Roommates)​

For units with multiple tenants on one lease:

  1. Each tenant has their own record
  2. All are linked to the same lease
  3. Notices are addressed to all tenants

Tenant Changes​

When a tenant leaves but others stay:

  1. Create a new lease with remaining tenants
  2. End the old lease
  3. Previous tenant remains in system for records

Communication Best Practices​

Keep Records Updated​

  • Update email/phone when tenants inform you of changes
  • Use Notes field for communication preferences

Document Everything​

  • Important communications should be recorded
  • Use maintenance tickets for repair requests
  • Notices create automatic records

Tenant Privacy​

OntarioLandlord stores tenant information securely:

  • Data encrypted at rest and in transit
  • Row-level security ensures tenant data isolation
  • You control who sees tenant information
Data Retention

Tenant records are retained as long as your account is active. If you delete your account, all data is permanently removed after a grace period.

Exporting Tenant Data​

Individual Tenant​

  1. Go to tenant detail page
  2. Click Export
  3. Choose format (PDF summary)

All Tenants​

  1. Go to Tenants list
  2. Click Export All
  3. Download CSV with all tenant records

Next Steps​