Tenant Move-In and Move-Out Workflow

Why should we automate tenant move-in and move-out instead of using a checklist and email?

Manual checklists and email threads make it hard to track where a move stands, who approved a deposit deduction, or whether maintenance was actually completed. This workflow gives every move a single record with a visible status, so property managers can see at a glance whether a case is at inspection, maintenance, deposit decision or acknowledgement stage. It also reduces the risk of disputes by keeping inspection findings and deduction rationale in one traceable place.

What is the ROI of using this workflow compared to handling moves manually?

The main returns come from reduced admin time per move, fewer deposit disputes, and faster re-letting of vacated properties due to structured maintenance routing. Because the workflow is a ready-to-use template, there is no build cost or lengthy setup — teams start capturing this value from the first move processed. Over time, consistent inspection and handover records also reduce time spent resolving tenant complaints or legal queries.

How long does it take to get this workflow live?

The template is ready-to-use, so publishing it takes minutes, not weeks. Once published, your team can immediately start creating move records and running live moves through the process. Any customisation to steps, roles or notifications can be done directly in assess.one before or after go-live, without a separate implementation project.

Can we customise the condition inspection or deposit deduction logic?

Yes. The inspection step, decision routing, and deduction determination logic can all be adjusted directly within assess.one to match your property standards, deposit policies, or regional compliance requirements. You can add fields, change approval routing, or adjust the criteria that trigger maintenance tasks versus deposit deductions. These changes are made in the platform itself, so updates take effect immediately without external development work.

Who typically needs access to this workflow?

Property managers assigned to a move need access to update inspection results, route decisions, and manage keys and utilities. Maintenance staff may need visibility into assigned tasks, while tenants receive notifications and acknowledgement requests without needing full platform access. Access and notification settings can be configured per role directly in assess.one.

What happens if the inspection identifies maintenance issues?

The workflow routes the case based on the inspection decision — if issues are found, status updates to 'Maintenance In Progress' and a maintenance task is assigned before the process continues. This ensures deposit decisions and handover steps aren't finalised until outstanding issues are addressed or accounted for. The routing logic can be adjusted to reflect how your team wants to sequence maintenance versus deposit review.

How are deposit or bond deductions decided and documented?

Deduction decisions are routed based on move type and inspection findings, with the outcome captured at the 'Determine Deposit/Bond Deduction' step and reflected in the 'Awaiting Deposit Decision' status. This creates a documented rationale tied to the inspection record, which helps support the deduction if it's later questioned by a tenant. The decision criteria and approval steps can be tailored to match your organisation's policies.

How does tenant acknowledgement work in this process?

Before handover is completed, the tenant is asked to acknowledge the outcome of the move — including inspection findings and any deductions — at the 'Capture Tenant Acknowledgement' step. This creates a record of tenant sign-off tied to the specific move, supporting transparency and reducing later disputes. Notifications prompting acknowledgement can be configured to go out automatically once the case reaches that status.

Are there compliance considerations built into this workflow?

The workflow structures inspection, deduction and acknowledgement steps in a way that supports common compliance needs, such as documenting condition before deductions are applied. However, since deposit and tenancy regulations vary by jurisdiction, teams should review and adjust the deduction and notification logic within assess.one to match local legal requirements. The platform allows these adjustments without needing external legal or technical integration work.

What notifications go out when a move is completed?

Once handover is marked complete, the workflow automatically triggers notifications to both the tenant and the assigned property manager confirming the move is finished. These notifications, along with the channels used, can be configured within assess.one to align with your team's preferred communication tools. This closes the loop on the process without manual follow-up.