Workflow Template
Tenant Onboarding Workflow
Onboards a tenant after tenancy approval: collects tenancy details, welcomes the tenant, gathers condition report agreement (with dispute resolution if needed), collects the deposit, hands over keys, and moves the tenant in — tracking status throughout.
After a tenancy is approved, onboarding often stalls between scattered emails, missed deposit confirmations and unclear condition report sign-off. This workflow takes an approved tenancy from intake through welcome email, condition report agreement (with dispute resolution if the tenant disagrees), deposit collection, key handover and move-in, tracking status at every stage. Property managers and office staff run the tasks; tenants take part through emailed forms with no account needed.
Business Outcomes
- Reduces manual follow-up between lease approval and move-in
- Makes condition report disputes visible and trackable instead of getting lost in email
- Speeds up deposit confirmation with a dedicated office task
- Gives every tenancy a clear status from Onboarding through to Complete
- Cuts back-and-forth by collecting tenant details, agreement and comments through one form
Workflow Steps
Steps
- 1Create Tenancy Recordcreate record
Registers the approved tenancy as a record using the submitted intake data.
- 2Set Status to Onboardingupdate record
Sets the onboarding status field to Onboarding.
- 3Send Welcome Emailsend email
Emails the tenant a welcome message including their tenancy reference number.
- 4Request Condition Report Reviewrequest external input
Emails the tenant a form to review the condition report and confirm agreement or dispute, plus emergency contact and comments.
- 5Save Condition Report Reviewupdate record
Persists the tenant's condition report agreement, emergency contact and comments to the record.
- 6Route on Condition Report Agreement
Routes to dispute resolution if the tenant disputes the condition report, otherwise proceeds to deposit collection.
condition_report_agreement: "Dispute"→Set Status to Dispute Resolutioncondition_report_agreement: "Agree"→Email Deposit Amount DueDefault→Email Deposit Amount Due - 7Set Status to Dispute Resolutionupdate record
Updates the onboarding status to reflect the dispute is being resolved.
- 8Resolve Condition Report Disputecreate task
Assigns the property manager a task, due in 3 days, to record how the dispute was resolved and upload the updated condition report.
- 9Save Dispute Resolutionupdate record
Persists the dispute resolution notes and updated condition report to the record.
- 10Email Deposit Amount Duesend email
Emails the tenant the deposit amount due for their tenancy.
- 11Set Status to Awaiting Depositupdate record
Updates the onboarding status to Awaiting Deposit.
- 12Confirm Deposit Receivedcreate task
Assigns the office a task to confirm the deposit was received, recording the amount and date.
- 13Save Deposit Confirmationupdate record
Persists the confirmed deposit amount and date received to the record.
- 14Set Status to Awaiting Key Handoverupdate record
Updates the onboarding status to Awaiting Key Handover.
- 15Hand Over Keyscreate task
Assigns the property manager a task, due in 3 days, to hand over keys and record the handover date and keys or access cards issued.
- 16Save Handover Detailsupdate record
Persists the key handover date and keys or access cards issued to the record.
- 17Set Status to Completeupdate record
Updates the onboarding status to Complete.
- 18Send Move-In Detailssend email
Emails the tenant the property information and move-in details to complete onboarding.
Fields
Show all 19 fieldsShow fewer fields
FormTenant Onboarding Intake
- Tenant Name*· Text
- Tenant Email*· Email
- Tenant Phone*· Phone
- Property*· Text
- Lease Start Date*· Date
- Lease End Date*· Date
- Deposit Amount*· Number
- Lease Document*· File upload
- Condition Report*· File upload
TaskResolve Condition Report Dispute
- How was the dispute resolved?*· Long text
- Updated Condition Report*· File upload
TaskConfirm Deposit Received
- Deposit Amount Received*· Number
- Deposit Received Date*· Date
TaskHand Over Keys
- Key Handover Date*· Date
- Keys or Access Cards Issued*· Text
Other fields
- Onboarding Status· Choice
- Do you agree with the condition report?*· Choice
- Emergency Contact*· Text
- Comments· Long text
- Tenant Name*
- Tenant Email*
- Tenant Phone*
- Property*
- Lease Start Date*
- Lease End Date*
Forms
Tenant Onboarding Intake
9 fields
Data Views
Tenant Onboarding Overview
tenant_name, property, lease_start_date, deposit_amount +1 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
How do I set up this workflow for my property management workspace?
Publish the template in your workspace and it's ready to run live tenancies straight away, no installation or development project needed. You'll want to assign property manager and office team members so tasks like dispute resolution, deposit confirmation and key handover route to the right people. The request form and emailed forms work as soon as the workflow is published.
What happens if a tenant disputes the condition report?
The workflow routes to dispute resolution automatically based on the tenant's answer to 'Do you agree with the condition report?'. Status updates to Dispute Resolution, and a task is assigned to the property manager, due in 3 days, to record how the dispute was resolved and upload an updated condition report. Once that's saved, the workflow continues on to deposit collection.
Who is responsible for confirming the deposit was received?
A task is assigned to the office to confirm the deposit, recording the amount received and the date. The workflow waits for this task before moving the status to Awaiting Key Handover. This keeps deposit confirmation as a distinct, trackable step rather than an informal check.
Can I change the emailed forms or task deadlines?
Yes. You can describe the change in plain English, or edit the steps directly in the workflow editor, and earlier versions are kept so you can see what changed. For example, you could adjust the 3-day deadlines on the dispute resolution or key handover tasks, or add fields to the condition report review form.
Does the tenant need to create an account to take part?
No. Tenants take part entirely through the public request form and forms emailed to them at each stage, such as the condition report review and any confirmation steps. They never need to log in or set up an account.
How is tenancy status tracked through onboarding?
Each tenancy is a record with a reference number, a status, and a timeline of everything that happened. Status moves through Onboarding, Dispute Resolution (if triggered), Awaiting Deposit, Awaiting Key Handover, and finally Complete. Table views and dashboards let you see all tenancies by status at a glance.
What information gets saved to the tenancy record versus staying on a task?
Anything entered on a task the workflow waits for, such as dispute resolution notes, deposit amount and date, or key handover details, is saved on the record. Answers submitted through emailed forms, like the condition report agreement and comments, are also saved to the record. This means the full history is visible on the record timeline, not scattered across separate tasks.
Can this workflow send SMS reminders in addition to email?
Email and SMS are both built into the platform, and a workspace can connect its own AWS SNS or Twilio account for SMS if needed. Adding an SMS step to this workflow just requires describing the change or editing it in the workflow editor.
Can we collect the deposit online through this workflow?
A workspace can connect Stripe for online payments, though connecting Stripe alone doesn't change this workflow. A payment step would need to be added to the Email Deposit Amount Due or Confirm Deposit Received steps to collect payment online rather than confirming it manually.
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