Additional tenants are people who share a unit with the main tenant, for example, roommates or family members. In Breeze, you can track them on the Additional Tenants tab of the Tenant screen.
Detail view of the Additional Tenants tab:
This article explains:
How to add additional tenants to a tenant record.
How to use additional tenants in transactions and other functions.
How to delete additional tenants from a tenant record.
Note: Additional tenants can only be tracked for residential leases; the tab is not available for commercial leases.
To add additional tenants to a tenant record
Open the lease record.
Go to the Additional Tenants tab.
Click the Add Additional Tenant button.
A new row appears on the screen.
Right side of screen:
Complete the row. Most of the information required is basic contact information, but some fields require explanation:
Move In | This fields defaults to the Current Lease From date of the main tenant. Change it if needed. |
Move Out | This field is left blank. You can complete it when the additional tenant leaves the unit. |
Lessee checkbox | Select this checkbox if the additional tenant is on the lease. |
Relationship | Choices are Roommate, Spouse, Guarantor, and Other. |
Occupant Type | Adult or Minor. |
Photo | After you save, this column displays a photo icon. Click it to add a photo of the additional tenant. |
Delete | Removes the additional tenant from the tenant record. |
Transactions and functions for additional tenants
You can use additional tenants in the following ways:
Charges | You cannot create charges for additional tenants; charges can only be created for tenants. |
Receipts | You can receive money from additional tenants. See the procedure below for directions. |
RentCafe | Additional tenants can set up RentCafe accounts and can make payments on the portal. Payments appear on the main tenant's ledger. |
E-Payments from Breeze | You can set up e-payments in Breeze for additional tenants (as well as main tenants). |
RentCafe Invite Email | You can encourage additional tenants to sign up for RentCafe by sending them an email message. On the RentCafe Invite screen, select the Include Occupants checkbox. |
Correspondence | If you select the Include Occupants check box on the Tenant Correspondence screen, the email will be sent to the additional tenants as well as the main tenant. |
When you click the Email button on the Tenant screen, the message is automatically addressed to the main tenant and any additional tenants (if their email address is available). | |
SMS | You can send SMS messages to additional tenants (as well as regular tenants). |
To receive money from additional tenants
Go to Accounting > Accounts Receivable > Receipts.
Click Add New.
The receipt batch screen appears.
Enter the batch header information and click Save.
On the Receipt screen, in the Tenant field, enter the name of the additional tenant.
Complete the screen and click Save.
Complete the batch header and Post the batch.
The receipt record shows the main tenant's name and the additional tenant's name below it.
Also the Notes field shows a system-generated message: Paid by (name of additional tenant).
The receipt is shown on the main tenant's ledger. There is no subledger for the additional tenant.
To delete additional tenant records
Open the tenant record.
Go to the Additional Tenants tab.
Click the Edit icon (the pencil).
Scroll to the right.
Click the Delete button for the additional tenant you want to remove from the record.
A message appears: Do you want to remove this additional tenant?
Click OK.
Note:
Do not delete an additional tenant if they have registered on RentCafe. When in the application process - if an Additional Tenant is looking to become a Primary Tenant, the application needs to be cancelled and the Additional Tenant needs to apply individually.
Instead of deleting, we also recommend to populate a move-out date for the Additional Tenant in order to keep an audit record in Breeze.