Workflow Template
Tenant Onboarding Workflow
Onboards a new tenant after lease approval: property manager submits tenant, property and lease details, tenant completes required documents and confirms the condition report, deposit payment is verified, then key/access handover and property information are arranged and the tenant is notified that onboarding is complete.
New tenants slip through the cracks when documents, deposit checks and key handover are tracked across emails and spreadsheets. This workflow gives property managers a single record that moves a tenant from lease approval to move-in ready, with status updates at every stage. Property managers run the process, tenants complete their part, and deposit verification decides whether onboarding proceeds or gets flagged.
Business Outcomes
- Cut tenant onboarding time from days to hours
- Zero missed deposit verifications before key handover
- 100% of condition reports confirmed before move-in
- Fewer manager escalations from unclear onboarding status
- Full audit trail from lease approval to completion
Workflow Steps
Steps
- 1Create Tenant Onboarding Recordcreate record
Registers the new tenant onboarding submission as a record.
- 2Set Status: Details Submittedupdate record
Marks the onboarding record with its opening status.
- 3Request Documents & Condition Report Confirmationrequest external input
Sends the tenant a link to upload required documents and confirm the property condition report.
- 4Set Status: Documents Receivedupdate record
Updates the record once tenant documents and condition report confirmation are received.
- 5Verify Deposit Paymentcreate task
Internal task for the property manager to verify the deposit or due payment has been received and matches the amount due.
- 6Route on Deposit Verification Outcome
Branches based on whether the deposit payment was verified.
deposit_verified_manually: "Yes"→Set Status: Deposit Verifieddeposit_verified_manually: "No"→Notify Manager: Deposit Not VerifiedDefault→Notify Manager: Deposit Not Verified - 7Notify Manager: Deposit Not Verifiedcreate task
Creates a follow-up task for the property manager to resolve an unverified or missing deposit payment.
- 8Set Status: Deposit Verifiedupdate record
Updates the record to reflect the deposit payment has been verified.
- 9Arrange Key / Access Handovercreate task
Internal task for the property manager to arrange and record the key or access handover method for the tenant.
- 10Set Status: Handover Arrangedupdate record
Persists the handover method and notes to the record and updates status.
- 11Mark Onboarding Completeupdate record
Sets the final status on the onboarding record.
- 12Notify Tenant: Onboarding Completesend email
Emails the tenant with property information and confirmation that onboarding is complete.
- 13Return to Route on Deposit Verification Outcomerestart from step
- 14Set Status: Awaiting Tenant Documentsupdate record
Marks the onboarding record as awaiting the tenant's documents before the request is sent.
Fields
- Tenant Full Name*
- Tenant Email*
- Tenant Phone*
- Property Address*
- Lease Start Date*
- Lease End Date*
- +10 more fields
Forms
New Tenant Onboarding Details
9 fields
Data Views
Tenant Onboarding Records
tenant_name, property_address, lease_start_date, lease_end_date +3 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 tenant onboarding workflow?
Publish the template and it's live immediately — no setup project needed. Property managers can start creating tenant onboarding records straight away, and you can adjust steps or notifications any time without touching the live workflow.
What do I need before I can start using this workflow?
You need basic tenant, property and lease details ready to enter, plus a way to receive documents from tenants, which assess.one handles through the platform's document request step. No external software or integrations are required to get started.
How long does implementation take?
Publishing takes minutes. Once live, your team can run real tenant onboardings immediately — there's no multi-week rollout or IT project involved.
Can I customise the steps or approval logic?
Yes. You can edit step names, add or remove approval points, change notification recipients, and adjust the deposit verification routing directly inside assess.one. Changes apply to future onboardings without disrupting ones already in progress.
Who needs access to this workflow?
Property managers need access to create and manage onboarding records, and tenants need access to submit documents and confirm the condition report. You control permissions inside assess.one, so tenants only see their own onboarding, not the full pipeline.
What happens if deposit payment can't be verified?
The workflow routes to a manager notification instead of moving forward to key handover. The manager reviews the issue and the process only continues once deposit verification is confirmed, so no tenant gets keys before payment clears.
How does the workflow handle the condition report?
The tenant is required to review and confirm the condition report as part of the document request step. This creates a timestamped confirmation record before onboarding can move to the deposit verification stage.
Can I track where each tenant is in the onboarding process?
Yes. Every record moves through clear status updates — details submitted, documents received, deposit verified, handover arranged, complete. You can see status at a glance without chasing anyone for an update.
What compliance considerations does this workflow support?
The workflow creates a documented trail of tenant document submission, condition report confirmation, and deposit verification before handover. This gives you a clear record if a dispute arises later about what was confirmed and when.
Ready to use this workflow?
Create a free account and customise this workflow for your business.