Managing Lease/Tenancy Contacts

  • Updated

For our Asia-Pacific and Europe users, the term "Tenants" is common, while our customers in North America are more familiar with the term "Leases." In this article, we will use the phrases "Tenancy" and "Tenants" interchangeably. For further clarification on regional terms, please visit our Glossary of Regional Terminology.

Understanding how to manage the various contacts associated with a lease/tenancy is essential in maintaining effective communication and ensuring proper record-keeping. This article provides a step-by-step guide on how to adjust lease/tenant contact information to accurately reflect the primary and account contacts for a lease/tenancy within your system. 


Accessing Lease/Tenancy Details 

To begin managing contacts for a particular lease/tenancy, you will first need to navigate to the Leases/Tenancies section: 

  1. Use the Global Search Box or select Leases/Tenancies to locate the relevant lease/tenancy records. 
  2. Once you find the lease/tenant, open the Lease/Tenancy record. 
  3. Click on Lease/Tenancy Details from the left side menu to access the management options. 


Understanding Contact Types 

Within Lease/Tenancy Details, you can manage different types of contacts: 

  • Primary Contact: The main point of contact for lease/tenancy-related issues and communications. 
  • Account (Xero Invoice) Contact: The default recipient for invoices related to the lease/tenancy. To change this contact, you can edit or remove the Contact Name and enter a new one. If the new contact doesn't exist in your system, it will be tagged as NEW


Editing Existing Contact Information 

To adjust a contact's name linked to a lease/tenancy: 

  1. Search for the contact using the global search feature or by clicking their name where it appears (e.g., on an invoice, lease/tenancy summary, or contacts list). 
  2. Edit the contact details directly, which will automatically update their information across all occurrences. 


Adding Additional Contacts 

You can associate more contacts with a lease/tenancy by following these steps: 

  1. Within Lease/Tenancy Details, click the +Add Contact option. 
  2. You'll then be able to assign them a specific role and set their notice preferences. 

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Setting Up Lease/Tenancy Notice Options 

Each contact associated with a lease/tenancy can have personalized notice options. To learn how to set these up: 

  • Review our article on Lease/Tenancy Notice Options  for detailed instructions. 
  • Remember, if there is only one point of contact for the lease/tenancy, the system will allow you to assign the same individual as both the Primary and Account contacts. 


By following these guidelines, you can effectively manage your lease/tenancy contacts, ensuring that your records are always up-to-date and relevant parties are kept in the loop. 

 

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