Tenants & Leases

The Tenants tab keeps all your tenant information in one place — contact details, lease terms, payment history, and outstanding balances. Every tenant is linked to a property or unit so KeyLoft™ can track rent automatically.

Adding a Tenant

To add a tenant, tap the + button on the Tenants screen. You'll fill in:

• Full name — the tenant's legal name
• Email address — used for rent reminder emails (Pro)
• Phone number — for quick contact
• Employment information — employer name and contact (optional)
• Emergency contact — name and phone number (optional)
• Property and unit — which property or unit this tenant occupies

The Free plan supports up to 2 tenants. Upgrade to Pro for unlimited tenants.

Creating a Lease

After adding a tenant, create a lease to define the rental terms. A lease captures:

• Lease start and end dates — defines the lease period
• Lease type — fixed-term, month-to-month, or other
• Monthly rent amount — the base rent due each period
• Rent due day — which day of the month rent is due
• Security deposit amount — tracked separately from rent
• Security deposit date received — for tracking return deadlines
• Late fee settings — grace period days and late fee amount

Lease Types

KeyLoft supports the most common lease structures:

• Fixed-term — a lease with a defined start and end date. Auto-generates a lease expiration task as the end date approaches.
• Month-to-month — an ongoing lease with no fixed end date

Lease Renewals

When a lease is approaching its end date, KeyLoft automatically generates a task reminding you to renew or decide what to do next. With Pro, the Proactive Follow-ups feature can send you automated reminders on a schedule you configure. To renew a lease:

1. Open the tenant's profile
2. Tap on the lease to view lease details
3. Update the end date and any new rent amount
4. Save the updated lease

Tenant Status Tracking

Each tenant has a status that reflects their current situation:

• Active — currently occupying the property with an active lease
• Past due — rent is overdue; shown with a warning indicator on the dashboard
• Former — tenant has moved out; lease is ended

The Tenant Financial Ledger

Tap any tenant to open their detail view, which includes a full financial ledger showing all charges, payments, and the current balance. This gives you a complete audit trail for every tenant relationship.

Pro tip: Use the Rent Roll report (under More → Finances) to see a summary of all tenants, their lease terms, and rent amounts at a glance.

What's Next

• Set up rent charges and record payments
• Configure payment methods and PDF invoices
• View auto-generated lease tasks