Tenant Move-In and Move-Out Workflow

Why should we automate our tenant move-in and move-out process instead of managing it manually?

Manually tracking inspections, bond deductions, and handovers across spreadsheets and email often leads to missed deadlines and inconsistent tenant communication. This workflow assigns tasks with due dates to the property manager, automatically routes move-outs with issues into maintenance, and sends tenant emails at each key stage, reducing the administrative burden of chasing each step. Every move is captured as a single record with a status and timeline, making it easier to see where things stand without digging through inboxes.

What is the ROI of using this workflow compared to handling moves case-by-case?

The workflow removes repetitive manual work such as drafting acknowledgement emails, chasing inspection reports, and re-sending bond deduction notices, freeing up property manager time for higher-value tasks. Because tasks carry built-in due dates (3 days for inspection, 5 days for maintenance, 3 days for bond deductions, 2 days for handover), teams can better anticipate and manage workload rather than react to delays. The record's timeline also reduces time spent reconstructing what happened on a given move if questions arise later.

Who is responsible for each task in this workflow?

The property manager submits the initial move request and is assigned the Condition Inspection Task, the Bond Deduction Task (for move-outs), and the Handover Task, each with its own due date. Maintenance issues are routed to a separate maintenance task that the workflow does not wait for, so remediation can proceed without holding up the rest of the move. Tenants participate through emailed forms, including the final acknowledgement request, without needing to log into anything.

What happens if the condition inspection finds issues?

If the Inspection Result is recorded as 'Issues found,' the workflow automatically creates a maintenance task due in 5 days, capturing Maintenance Notes on that task. If no issues are found, the move proceeds directly to the next stage, whether that is bond deduction handling for move-outs or handover for move-ins. This branching keeps the move progressing without the property manager needing to manually decide the next step.

How does the workflow handle bond deductions for move-outs?

For move-outs, the workflow assigns the property manager a task due in 3 days to record the proposed Bond Deduction Amount and Bond Deduction Reason. Once submitted, this information is saved to the record and the tenant is automatically emailed the proposed deduction and reason. Move-ins skip this step entirely and proceed directly to handover.

What does the tenant see and need to do during the move process?

Tenants receive emailed forms rather than needing an account: they are emailed the proposed bond deduction (for move-outs) and later a form showing the inspection result, issues found, and handover details, which they acknowledge along with any comments. The workflow waits for this acknowledgement before marking the move as completed. This gives tenants a documented opportunity to review the details before the record is closed.

Can we customise the tasks, due dates, or form fields in this workflow?

Yes, the workflow can be adjusted by describing the change in plain English or by editing the steps directly in the workflow editor, and earlier versions are kept. This makes it possible to adjust task due dates, add fields to the request form, or change email content as a business's move-in and move-out process evolves. Changes take effect on the live workflow without a separate development project.

How quickly can we start using this workflow?

Because it is a ready-to-use template, a workspace can publish it and start running live tenant moves within minutes, without an installation or development project. Property managers can begin submitting move requests through the form immediately, with the record, status and timeline generated automatically as the process runs.

What information is kept on record for each move, and does it help with compliance?

Each move record captures the condition report, photos, inspection result, any issues found, bond deduction amount and reason, handover details, and the tenant's acknowledgement, along with a timeline of what happened and when. This gives a documented history that can support internal reporting or dispute resolution, but each business should confirm its own record-keeping and compliance obligations for tenancy matters. The workflow does not make any determination about legal compliance on a business's behalf.

How does the workflow notify everyone once a move is complete?

Once the tenant acknowledges the inspection result, issues and handover details, the workflow sets the record status to Completed and sends completion emails to both the tenant and property manager. The property manager also receives a separate confirmation notice that the move is complete. This closes out the record with a clear, timestamped status that both parties have been notified.