You can choose which maintenance tasks your tenants see in the Tenant Portal and Tenant App. Use the Share with tenants setting to hide internal or historical maintenance, either one at a time or in bulk from the Maintenance Hub. This is useful before you invite tenants to the Tenant Portal for the first time.
How Maintenance Sharing with Tenants Works
Every maintenance task has a Share with tenants setting. It is on by default, and all existing maintenance is shared, so nothing your tenants could see before has been hidden.
Only maintenance on a tenancy is visible to tenants, and only to the tenants on that tenancy.
For a recurring job, the setting applies to the whole job, so all of its tasks are shared or hidden together.
When you stop sharing a maintenance task, it is removed from the tenant's maintenance list in the Tenant Portal and Tenant App, and tenants cannot open it directly.
Turning Share with tenants back on makes the maintenance visible to tenants again.
Note: Property-level and property group maintenance is never visible to tenants.
How to Hide Maintenance from Tenants When Creating It
Navigate to the Maintenance Hub and click + Create Maintenance.
Complete the required fields and select a Tenancy.
Untick Share with tenants, below the Tenancy field.
Click Create.
How to Share or Hide a One-Off Maintenance Task
Open the maintenance task and edit its details.
Tick or untick Share with tenants, beside the Tenancy field.
Save your changes.
How to Share or Hide a Recurring Maintenance Job
Open the recurring maintenance job page and edit its details.
Under Tenant visibility, tick or untick Share with tenants.
Save your changes. The setting applies to every task in the recurring job.
How to Share or Stop Sharing Several Maintenance Tasks at Once
Navigate to the Maintenance Hub.
Tick the checkbox next to each maintenance task you want to change.
Click Bulk Actions and select Share with tenants or Stop sharing with tenants.
Review the confirmation, which shows how many will change.
Click Share or Stop sharing to confirm.
Changes show in the Tenant Portal and Tenant App straight away.
Important: If you select a task from a recurring job, bulk sharing applies to the whole recurring job, so all of its tasks are shared or hidden. The confirmation warns you when this applies.
How to See Which Maintenance Tasks Are Shared with Tenants
On the Maintenance tab, click Columns.
Open Select columns and tick Shared with tenants.
Click Apply changes.
The Shared with tenants column shows:
Yes — the task is on a tenancy and is shared with tenants
No — the task is on a tenancy but is hidden from tenants
- — the task has no tenancy, or its tenancy is archived, so no tenant can see it
The Shared with tenants column is hidden by default. Once you show it, it stays in your saved layout, you can move it using Arrange columns, and it is included when you click Download as Excel or Download as PDF.
How to Filter Maintenance Tasks by Sharing Status
On the Maintenance tab, click Filters.
Open the Shared with tenants filter and choose Shared or Not shared.
The Shared with tenants filter is saved with your other filters and also applies to downloads. Tasks with no tenancy, or with an archived tenancy, do not appear under either option.
For UK and North America customers, a tenancy is referred to as a lease. For more information on regional terminology, see our Glossary of Regional Terminology.