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Tenant management

There's no standalone Tenants list, detail page, or export tool in OntarioLandlord today — the Tenants sidebar link actually takes you to the Leases list. Tenant information lives on the lease record and its detail page.

Finding tenant information​

  1. Go to Leases
  2. Find the lease the tenant is on (search/filter by property, tenant name, or status)
  3. Open the lease to see the tenant's contact info, payment history, and served notices for that tenancy

Managing multiple tenants​

Joint tenants (roommates)​

For units with multiple tenants on one lease:

  1. Each co-tenant has their own record
  2. All are linked to the same lease
  3. Notices are addressed to all tenants (see Lease parties)

Tenant changes​

When a tenant leaves but others stay:

  1. Create a new lease with the remaining tenants
  2. End the old lease
  3. The previous tenant's record remains in the system for historical records

Communication best practices​

Keep records updated​

  • Update Legal Name and Phone directly on the tenant record when they change
  • Email changes go through a consent flow rather than a direct edit — see Adding tenants

Document everything​

  • Use maintenance tickets for repair requests — see Maintenance
  • Notices create their own record automatically

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.

Next steps​