Property & Tenancy

How it works

The mechanics of this kit, plainly — what runs and when, where the data lands, and what you look at.

• Property sweep runs mondays · 7:45am and keeps the The tenancy dashboard fresh. Mondays — raises the period's rent rows, marks what is late, warns sixty days before a date, and speaks only when something needs you.
• What is captured lands in the Tenancies record, which lives at Data/Tenancies in your vault — yours to open, search, and edit like any other file.
• What is captured lands in the Rent ledger record, which lives at Data/Rent Ledger in your vault — yours to open, search, and edit like any other file.
• What is captured lands in the Compliance register record, which lives at Data/Compliance Register in your vault — yours to open, search, and edit like any other file.
• What is captured lands in the Maintenance log record, which lives at Data/Maintenance Log in your vault — yours to open, search, and edit like any other file.
• The The tenancy dashboard reads from the record and shows, at a glance: owed to you · rent received to date · let · gross yield · rent received, by property · rent received, month by month · dates coming up · certificates, by status · open maintenance · repairs and costs, last 12 months · rent less repairs, by property · rent status · tenancies · the compliance register · the maintenance log · how this board works.

The wiring, in one breath: Property capture writes to Tenancies · Property capture writes to Compliance register · Property capture writes to Maintenance log · Rent match writes to Rent ledger · Tenancies shown by The tenancy · Rent ledger shown by The tenancy · Compliance register shown by The tenancy · The tenancy kept fresh by Property sweep · Property sweep writes to Rent ledger.

Getting the most from it

A kit earns its place when it changes what you look at and what you say, not when it is installed. This is the rhythm that makes it pay.

• Put every let property on the register the day you install — the tenant, the rent and its due day, when the term ends, the certificates you hold, even roughly. Owed to you and Dates coming up are worth a glance every Monday, after the Property sweep has raised the period's rows.
• Say a rent the way you'd say it to a friend — "the flat's rent came in", "Jordan paid £700 of the £1,400" — and Property capture marks the ledger. With two properties that could fit, name which; if you don't, Bursar asks rather than guessing. A rent is never marked received because the date passed.
• When a bank or agent statement arrives, add it to the vault and say what it is. Rent match marks the periods it shows from the document, not from memory — that is the correction that keeps Rent status true.
• Mention a certificate the day it is renewed, with the date it runs out — "gas safety done at the cottage, runs out next August". Dates coming up can only warn about a date it holds; a blank expiry is named once on the card and then left to you.
• Read Certificates, by status and Dates coming up before you read anything else on the board: they are the two things that become a problem if nobody looks. Open maintenance, oldest first, is the third.
• Ask Bursar for what is on the record when you are weighing a rent rise, a notice or an arrears conversation — and expect the official guidance for where you are and the plain line that this is a record, not legal advice. The decision, and any letter, is yours; nothing here contacts a tenant.

Make it yours

Nothing here is fixed. The pieces are ordinary agents, routines, records and dashboards, so anything you know about shaping those applies. Retire whatever earns nothing.

Things people usually change first

Say any of these in chat, or edit them on the kit’s page in the app.

• What you call each property and each tenancy — the names on the registers are the words Bursar uses back.
• How far ahead a date is flagged: sixty days is the default for a certificate, a licence or a fixed term ending.
• When a rent counts as late (the day after) and as arrears (a fortnight) — and whether a part payment is chased at all.
• Which sender, if any, the Monday sweep may read email from for rent statements — none unless you name one.
• When the Monday sweep runs, or turning it off and keeping the registers by hand.

Your first run

Installing starts a short setup conversation — not a form. Answer roughly, correct later.

1. Installing ends with "Meet Bursar" — the same keeper who runs Bills & Utilities and Mortgages & Loans, if you have those Kits — and a short conversation, not a form. It goes one property at a time: what you call it, who is in it, the rent and when it is due, when the tenancy started and the fixed term ends, the notice period, the deposit and where it is held. Each row lands as you say it; a rough date is fine, a blank is fine.
2. For each property, one tap-to-answer panel offers the whole territory of what a let place carries — gas safety, electrical report, energy certificate, alarms, licence or registration, legionella, deposit protection — so the one you forgot gets its chance. What you pick becomes a compliance row with whatever expiry you know; what does not apply is marked so it is never asked again. Then one light question: is anything currently reported or broken there?
3. Nothing in that conversation reads an account or asks for a connector. If you say your agent's statements arrive by email, Bursar offers that one check by name, and the sweep reads that sender only once you have connected email and said yes. If Home & Upkeep keeps your Properties register, the places on it are offered by name rather than asked again; if Assets & Holdings is installed, a property's valuation is read from there for the yield, never asked here.
4. Skip the conversation and the door quietly stays open: until a tenancy is on the register, the kit page, the board and Bursar's chat keep the offer ready, and the Monday sweep leaves one card inviting you in rather than raising nothing. The first tenancy, however it arrives, closes it.
5. From the first Monday with a tenancy on the register, the Property sweep raises the period's rent row for each from its own terms, marks a row late when the day has passed with nothing in, marks a certificate due soon sixty days out, counts the open repairs, and redraws the board. Most weeks it says nothing. It leaves one card only when a rent is late, a date is within sixty days, a fixed term has ended without a word, or a repair has waited more than a fortnight.

Watch the first pass, then tell it what you would have done differently — that correction teaches it more than any setup could.

The essentials

Learning, preferences and run costs work the same in every kit — so they are covered once, in the Kits guide.

Living with a Kit — the Kits guide →

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