This article describes tenant statuses and how they appear on the Rent Roll. It also describes some best practices regarding the tenant lifecycle.
Tenant Status
A tenant's status appears on the Tenant Information screen.
There are five possible statuses: Future, Current, Notice, Eviction, and Past. In some cases, the status is set manually by the user; in other cases, it is set by Breeze when you perform certain actions. For example, when you move a tenant in, the status is changed to Current.
Status and the Rent Roll Report
Tenant status affects where the tenants appear on the Rent Roll.
Current and Notice tenants appear in one section, along with vacant units, but Future tenants appear in a separate section, along with Applicants. (Applicants are prospects who have paid the application fee.)
Status Table
Tenant Status | Short Explanation | How the tenant gets this status | Potential Rent Roll Issue |
Future | A tenant who is moving into a unit in the future. | You add a tenant with future dates or you promote a prospect. | It's possible to add a tenant with a move-in date in the future and set their status to Current, making them appear as a Current tenant on the report. We do not recommend this. |
Current | A tenant who is currently occupying a unit. | You move a tenant in. Or, you add a tenant with current dates and you give them the Current status. | N/A |
Notice | A current tenant who has given notice. | You change their status to Notice. | When a tenant gives notice, make sure you change their status to Notice. This allows you to add accept a deposit from a prospect for the unit, and it keeps the Rent Roll up to date. |
Eviction | A current tenant who is being evicted. | You change their status to Eviction. | N/A |
Past | A tenant whose move-out date is in the past. | You move the tenant out and you enter a move-out date. | N/A |
Unit Status: Detailed Explanations
Adding Tenants
When you first implement Breeze, you can add tenants by importing them.
When you are using Breeze on a regular basis, you would typically add tenants by using the Add Tenant button, or by starting with a prospect and then converting the prospect into a tenant.
In the Prospect workflow in Breeze Premier, you Execute the lease and Breeze Premier creates a tenant record with a Future status.
In the Prospect workflow in Breeze, there is a Move in button on the Prospect screen that open the Add Tenant screen. In this screen, you can choose between the Future and Current status.
Tenant Status: Future
A tenant with future dates can be added as a tenant record with a status of Future and a Move In/Lease From date in the future. They will appear on the Rent Roll under the Future Tenants section.
You can also add tenants with future dates as tenants with a status of Current but we would advise against it. They will appear on the Rent Roll under the Current Tenant section. Their rent amount will be displayed correctly as zero for any date prior to their move in date.
Tenant Status: Current
While a tenant is occupying a unit, their status is Current. You cannot have more than one Current tenant occupying a unit. Also, you cannot have a Current tenant and a Future tenant in the same unit.
Note: If the unit is vacant, it's possible to add a tenant with future dates and set their status to Current, but we would advise against it because they will appear in the wrong section on the Rent Roll.
Tenant Status: Notice
When a tenant gives notice, you enter this in Breeze by changing the tenant’s status to Notice and adding a move-out date. Once a tenant is marked as Notice, a Future tenant can be added to the same unit if the dates don't overlap.
The Rent Roll will correctly show both the Notice tenant and the Future Tenant.
If you know that a tenant is moving out but you haven’t received notice yet, and there is another person interested in the unit, you can add them as a prospect. You cannot add them as a Future or Current tenant.
You won’t be able to receive an application fee from the prospect until you mark the current tenant as Notice. When this happens, you can proceed with the prospect workflow and receive the application fee.
If you run the Rent Roll for the current day, it will show both the Notice tenant and the Applicant.
You can go ahead and move in the prospect; this will create a Future tenant. Both the Notice tenant and the Future tenant are shown on the report.
Notice Tenant and Future Tenant in the Same Unit
If you have both a Future tenant and a Notice tenant in the same unit, you cannot cancel the notice. If the Notice tenant decides to remain a tenant, you can mark the Future tenant as Past and then cancel the notice.
When the Notice tenant moves out, be sure to mark them as Past. At this point, you can change the Future tenant to Current.
The Rent Roll keeps a history of these changes and will display the unit’s occupancy status per the date run, showing either the initial tenant, both the initial tenant and the future tenant, or the new tenant (who at some point became the current tenant).
One Applicant Per Unit Versus Multiple Applicants
On the Property screen, there is a check box for One Applicant per Unit. This setting has an effect on the Rent Roll.
If One Applicant per Unit is set to No, you can add as many applicants as you wish in a unit that is vacant or has a Notice or Evict tenant. However, only one of the applicants can be converted into a Future tenant. The Rent Roll does not show the applicants; it will only show Future tenants.
If One Applicant per Unit is set to Yes, when an applicant is added to a unit that is vacant or has an Notice or Evict tenant, the applicant appears on the Rent Roll.
Note: If you find your Rent Roll Report is not populating as expected, you can try rebuilding unit occupancy by navigating to Admin > Toolbox > Rebuild Unit Occupancy.