Managing Lettings in CRM

The Lettings module in iamproperty CRM supports the full rental journey — from marketing properties to managing tenancies and compliance.

Follow this step-by-step guide to confidently manage the lettings process.

1. Add a New Lettings Property

To begin managing a property:

1. Go to Properties and click Add Property
2. Select the Lettings category (e.g. Residential Lettings)
3. Complete details like rent amount, deposit, availability date, and furnishing status

4. Upload EPCs, photos, and compliance documents

   🔗 Helpful: Adding the EPC Rating and Certificate in CRM.

2. Match and Register Applicants

With your property live, you can start finding tenants:

• Add applicants via the Contacts or Applicants section
• Use Match Criteria to find suitable properties for them
• Schedule viewings directly from the applicant or property record

• Log interest, outcomes, and feedback

  🔗 Related: Adding a New Applicant in CRM

3. Progress to Tenancy

Once an applicant is approved:

1. Open the property record and select Start Tenancy
2. Choose the applicant, set tenancy dates, and rent terms
3. Upload or generate tenancy agreements
4. Log deposit details and initial payments

This process creates an active tenancy record, linked to the applicant and property.

4. Track Rent and Payments

• View and update the Rent Schedule within the tenancy record
• Log manual payments or connect with your accounts module
• Monitor arrears, late payments, or rent holidays

The system keeps a full rent ledger and flags any missed payments.

5. Record Compliance and Safety Documents

Stay compliant by uploading and tracking:

• Gas Safety Certificates
• EICRs
• EPCs
• Right to Rent checks

You’ll receive alerts when documents are due for renewal or expiry.

6. Handle Tenancy Renewals or Terminations

When a tenancy is nearing its end:

• Choose Renew Tenancy or End Tenancy from the tenancy record
• Update terms for fixed-term or periodic renewals
• If ending, record the move-out date, deposit return, and any final notes

Once ended, the property status automatically updates, ready for remarketing.

7. Use Lettings Reports

Track and report on your lettings performance:

• View active tenancies
• Track rent arrears
• Monitor upcoming renewals or compliance deadlines

• Export data for internal reporting

  🔗 Explore: Generating Compliance Reports in CRM

Top Tips for Lettings Success

• Keep tenant, landlord, and property records up to date
• Upload compliance documents as soon as you receive them

• Use reminders and alerts to stay ahead of renewals and payments

   

Need Help?

Visit our Lettings FAQs. You can use the live chat feature, raise a ticket in the Help Centre, or call the Software Support team on 01865 860 870.