Landlord Dashboard
The landlord dashboard is designed to answer one question quickly: which property needs attention now? Read the top area first, then the property cards below it.
What To Look At First
- Any compliance alert at the top of the page.
- The pet compliance count.
- Properties showing no service certificate, pending health audit, or How to Rent pending.
What To Do Next
If a card has a live action button, use that instead of browsing around. The dashboard is already telling you the correct next step.
Agent Dashboard
The agent dashboard is a control room. Use the counters and alerts to decide where to go, then open the relevant property page or workflow page immediately.
What Matters Most
- Pet requests that are still awaiting action.
- Compliance risks that may become expiry problems.
- Maintenance or dispute activity that needs a response.
Good Practice
Use the dashboard to prioritise. Use the property page to complete the task. Avoid doing decision-making from the alert ticker alone.
Landlord Workflow Parity
Landlord-side operation should mirror agent-side clarity. Where properties move between agent management and landlord self-management, authority and finance responsibility must be updated together so no one is left guessing who owns the next action.
Parity Rules
- Landlord finance and agent finance must both use traceable status updates.
- Maintenance authority and finance responsibility must stay aligned with the active management mode.
- Handover actions should be treated as one event, not multiple disconnected edits.
When A Handover Happens
- Confirm management mode before any role change is saved.
- Use the transfer tooling and record a reason.
- After transfer, check finance, maintenance, and access behavior on the destination side.
Tenant Store Workflow (New Core Process)
Tenant Store is where you do vetting before any property is assigned. This is the main shift from spreadsheet working: keep all checks in one place first, then assign to a property only when suitable.
Correct Order
- Add or import the tenant record into Tenant Store.
- Record initial checks and contact details.
- Send tenant portal access so tenant can reconfirm details and upload evidence.
- Request references and log returned summaries.
- Move the tenant to waiting list ready status.
- Assign the tenant to a property from Manage Property when suitable.
What Not To Mix
- Do not run early vetting in Manage Property.
- Do not assign to a property just to collect documents.
- Do not keep reference results only in private notes or inboxes.
Employment Reference Guidance
Employment references are often requested, but they are not automatically obligatory in every case. If affordability and identity evidence are strong, an alternative evidence route may be acceptable. Record the decision clearly in notes.
Handover To Live Tenancy
When you assign a waiting-list tenant, Invensure carries identity evidence, affordability evidence, reference contacts, and request history into the live tenancy journey so the audit trail is continuous.
Applicant Response Triage
The applicant screen now supports response-led triage so teams can move quickly without losing evidence context. Use response filters to prioritise active prospects, then open the card or match modal to review the latest response summary before taking action.
How To Use It
- Use Interested first to prioritise live opportunities.
- Use Maybe later for follow-up planning.
- Use Not suitable for clean disqualification and record hygiene.
- Use search with filters to narrow to the exact tenant quickly.
What Changed
- Filtered views now sort by response priority and recency.
- Each card shows a color-coded latest response summary.
- The same response cue appears in the match modal for faster decisions.
Tenant Dashboard
The tenant dashboard is your live vault for legal documents, pet permissions, and support updates. Use it to acknowledge what has been served, upload what is required, and keep the record in step with the real tenancy.
Legal Compliance Vault
- If the How to Rent guide shows as served, use the download and acknowledge button in the vault.
- The deposit section is there for viewing the protected deposit details, not for guessing whether protection happened.
- If a legal document still says awaiting service, leave it pending and ask support if you believe it is wrong.
Pet Module Status Meanings
- No pet record: start a fresh request with pet type and breed.
- Provisional approval: the landlord has not finished yet; you must upload the requested pet photo and insurance details.
- Reviewing docs: your documents are in and are waiting for landlord or agent review.
- Active: the landlord has approved and the final tenant signature step must be completed if it is still shown.
Correct Tenant Pet Order
- Submit the pet request with type and breed.
- Wait for provisional approval or landlord conditions.
- Upload the insurance policy reference, dates, payment method, pet photo, and insurance document.
- Wait while the record shows reviewing docs.
- Once the agreement is active, add the final tenant signature if the signing box is shown.
Cancellation And Reset
If a pet agreement is cancelled, the record should stay visible as cancelled until you deliberately create a new request. The reset action archives the old trail first, then opens the way for a fresh request. Do not use reset just because you are waiting for review.
Manage Property
This is the workbench for one property and one active tenancy journey. Use this page to select a vetted tenant from waiting list and then run the property-specific onboarding, agreement, guarantor, compliance, and audit tasks.
Best Reading Order
- Check the property header and status first.
- Read the status rail before changing anything.
- Use the onboarding journey to manage the tenant, agreement, and guarantor path.
- Use the compliance and deposit areas to record what has actually happened.
- Use the danger zone only for a genuine reset or archive decision.
Do Not Guess
If a requirement is not complete, leave it as pending. “Almost done” is not legally done.
What The Page Is For
- Review the live state of one property.
- Continue setup if the vault is not finalised.
- Start and manage the tenant onboarding journey.
- Track the tenancy agreement and any guarantor deed.
- Record compliance, deposit, disputes, pet workflow, and legal handoff in one place.
Use The Status Rail First
The status rail is the fastest summary of what is active, what is pending, and what is legally sensitive. Start there before taking action elsewhere on the page.
Starting The Onboarding Journey
The onboarding area starts deliberately. Select a tenant from waiting list first, then use Start Onboarding Journey when you are ready to make the property workflow live.
What Starting Actually Does
- Marks the onboarding journey as live.
- Records who started it and when.
- Lets the page guide the next steps more clearly.
- Gives the tenant a clearer live journey to read on their side.
Agreement Handling Options
The agreement does not have to be handled in one single way. Choose the option that matches reality:
- Invensure digital signing: use the in-platform agreement path and track signature progress here.
- External lease template: use this when the agent or landlord has their own preferred agreement but still wants the tenancy progress recorded in Invensure.
- Manual or off-platform process: use this when the agreement is being handled outside Invensure so the page does not look stuck waiting for digital completion.
External Or Manual Agreements
If the agreement is not being signed through Invensure, tell the page that directly. Add a short handling note so anyone returning to the property later can see whether the agreement was handled on an external template, by a solicitor-prepared pack, or manually outside the system.
Using An Agent's Own Lease
If an established agent has their own legally prepared tenancy agreement, they do not need to abandon it just to use this page. The best approach is to keep the operational workflow in Invensure while marking the agreement as an external template and using the notes field for anything that matters operationally.
What The Tenant Sees
The tenant dashboard is read-only. It reflects the onboarding and agreement progress recorded here. If you choose an external or manual agreement path, the tenant will see a clear explanation rather than a confusing digital-signing delay.
Reset And Archive Need Care
Resetting the vault is for ending the current tenancy association and preparing for a new one. Archiving is for when the instruction ends but the property record may need to be recovered later. Neither action should be used just because you are waiting for someone to sign.
Good Working Habit
Whenever you update the agreement path, ask one simple question: does the page now describe reality clearly enough that another operator could pick this up tomorrow without guessing? If not, add a short note.
Pet Workflow
The pet request process now has a proper live path. Use the pet workflow button whenever a request exists. Do not substitute private notes or side messages for the real workflow.
Correct Order
- Review request.
- Set conditions if needed.
- Wait for tenant documents.
- Review documents.
- Issue final approval and signatures through the live flow.
What Not To Do
Do not treat a pet request as settled just because you have spoken to the tenant. If the live status has not moved, the record is not finished.
Compliance Actions
Use the compliance areas to record what has truly happened: served, signed, completed, pending, or still at risk. The safest record is an honest one.
Good Standard
Every compliance action should be traceable. If you mark something served or complete, you should be comfortable explaining when and how that happened.
Example
If the How to Rent guide is marked as served, that should mean you are satisfied it was actually served and the system should reflect that with a consistent audit trail.
Finance Hub
Finance Hub is the operational accounting workspace for agent teams: account setup, rent profile control, maintenance-to-expense flow, statements, and accountant-ready exports. It is designed for traceable operational finance, then clean handoff to accounting software.
Standard Workflow
- Set finance account identity and VAT scheme.
- Configure rent profiles per managed property.
- Generate rent due and linked management fee entries.
- Pull maintenance items into composer and save expenses.
- Preview landlord statement by property, status, and period.
- Export MTD/accountant pack and keep export locks intact unless correction is required.
Governance Rules
- Do not unlock exported rows without a specific written reason.
- Do not mark paid before evidence exists.
- Keep entries property-linked wherever possible.
- Use the role restrictions as intended (viewer vs editor vs manager).
Admin Governance Controls
Executive controls now include stronger verification and better audit evidence for high-risk actions. Use them as controls, not shortcuts.
Password Reset Override
- Step-up now requires admin email confirmation.
- Requires exact challenge phrase before execution.
- Requires a non-empty reason stored in audit log.
- Use only after independent identity verification of the requester.
Property Management Transfer
- Use inventory lookup before transfer decisions.
- Select agreement mode: locate and manage, locate only, or landlord self-manage.
- Transfer writes role/access fields together so ownership does not drift.
- Always include a reason for handover traceability.
When To Ask Jane
Ask Jane when the facts are unclear, the legal meaning is uncertain, or the software seems to contradict the real-world position. Do not wait until after a rushed decision if you already know you are unsure.
Ask Jane For
- Unclear legal wording.
- Missing documents you think should exist.
- A property state that does not match the screen.
- Advice on what the next correct step should be.
Best Message Format
Include the property, the page you are on, and the exact issue. For example: “Landlord dashboard, 14 King Street, pet request says reviewing docs but tenant says uploaded everything last week.”
Common Questions
Pre-check in Tenant Store, then assign to property, then run live tenancy journey from Manage Property.
Keep them in Tenant Store during vetting. They are carried into the live property onboarding record at assignment.
Use the dashboard to identify what needs attention. Use the property page to complete and record the action properly.
That means your part is complete and the landlord or agent still needs to review the upload. Leave it in the live workflow and ask support only if it appears stuck for too long.
Check the live workflow first. If the record still looks wrong, ask Jane rather than guessing which side is correct.
No. In progress and completed are different states. Mark the record truthfully.
Because non-technical users need one place that says what is done, what is pending, and what is legally urgent.
Use the external lease template option in the onboarding area. That lets you keep the tenancy workflow live in Invensure without pretending the agreement is being signed through the platform.
Use the manual or off-platform option and add a short note. That tells the system and the next operator that the agreement is being completed outside Invensure, so the page does not look stalled waiting for a digital completion.
Finance Hub is an operational finance ledger with statements and exports. Use exports for accountant workflow in Xero, QuickBooks, Sage, FreeAgent, or equivalent systems.
Because exported records should be stable. Unlocking is allowed for genuine corrections only, and the reason keeps the audit trail defensible.
The extra checks reduce accidental resets and improve evidence when overrides are used. It is a safety control, not an inconvenience.
Use the SureLetting Help page for portal workflows such as listing setup, enquiry handling, trust tiers, and Invensure linking.