Tenant Tracker

Tenant Tracker

Tenant Tracker is an easy-to-use database that tracks all the information about your tenants that you will need.

There is a Full Screen option near the top of the window, which toggles the window between full screen and an independent window.

If the Sync option above the Unit field in Tenant Tracker is enabled, the Unit Tracker record (or the last Rental Income Tracker record) for the Tenant will automatically be displayed when you go to another Tenant Tracker record.

Tenant Tracker includes the Tenant's First and Last Name (1), their Unit (2), Home Phone (3) and Work Phone (4).

Click the Dates/Charges tab button (5) to access the following fields:

The date the tenant moved in (6), moved out (7), the lease expiration date (8), what day the rent is due (9) and when it is late (10), the amount of the deposit (11), the Deposit Details (12), the rent amount (13), the late charge (14), and the balance due (15).

Other Recurring Charges (16) can be added to the tenant's record, by clicking the Add/Select Charge button above this field, so each month these charges will be automatically added to their rent.

Click the Deposit Details (12) button to reveal additional fields including fields for: the date the Deposit was paid in full, the Check #, Partial Payment Date and Amount fields, and the Date and Amount of the Deposit that was Returned.


Tenant Tracker

Dep. Paid (2) is the date the Deposit (1) was paid in full. Record the method of payment by clicking Cash, Money Order or Check (3) and then entering a Check #.

Indicate if the deposit is Paid, has Multiple Pays or is Unpaid (4) with the buttons provided.

If the Paid button is selected then the Date Ret. (5) and Dep. Returned (6) fields will be shown, where you can record the date you returned the deposit (or any portion) and the amount returned.

If the Multiple Pays button is selected then the Deposit Payments and Amount Paid fields will be shown Click Add Payment to record the date you received a partial payment for the deposit and the amount paid.

Click Hide Dep. Details (10) to return to the normal Tenant Dates/Charges screen.

Tenant Tracker 2

Clicking the Personal Info tab button (1) reveals the following fields:

Additional Lease Name(s) (2) which will be added to all receipts and notices (you can add more than one by clicking the Add More button), the Primary Employer (3), Position in the company (4), any Other Employer (5), E-mail Address (6), and the tenant's SS# or Tax ID # (7) and their Auto License# (8).

If you receive a subsidy from the government for part of the Tenant's rent, click the Rent Subsidy button (9).

Tenant Tracker 2b

Clicking the Rent Subsidy button (1) reveals the following fields:

The Housing Authority ID# (2), Subsidy # (3), Rent Subsidy Amount (4), and the Owner's Subsidy ID#(5).

If your tenant receives a government subsidy for a portion of their rent, enter the portion of the rent you receive from the government in the Rent Subsidy field (4). Filling in the other fields is optional.

Tenant Tracker 3

Payments are automatically added to Tenant Tracker when the Create Invoice button is clicked in Rental Income Tracker. You can view these payments by clicking the Payments tab button (1).

Normally, only the last two payments are displayed in the Payments field (2). Click the Expand button (3) to view all of the payments for that tenant. Clicking a line in either of the payments fields will display the Rental Income Tracker record for that payment.

The Payment History Report button (4) creates a balance sheet showing all the dates and payments made by the tenant.

Use the Lease Generator (5) to create a customized lease from the tenant's record. See the integrated Help for more information.

Create Late Notices (4) and other Tenant Notices (5) by using these buttons. You can print out Notices for all your tenants with a button provided on the subsequent window. You can also modify the notice and import and export notices for future use.

The Post New Rent button (8) creates a new Rental Income Tracker record for this tenant.

Tenant Tracker 4

You can enter notes of any length in the Notes field (2) which is accessed by clicking the Notes tab (1).

You might use this field to record birth dates, family members, temporary guests or other information about your tenants.

Use the Other Phones (3) field to note numbers for cell phones, faxes, etc.

You can add potential tenants and mark them Waiting by clicking the checkbox (5) provided. Then you can generate a Waiting List Report (4).


Tenant Tracker 4

Click the New Tenant Record button (17) to create a new record. To remove one or more records from the database, click the Delete This Tenant button (18). You will then be asked if you want to delete All records or Just this one (only the current record).

The Sort Tenants button (19) sorts the records by Name, Unit or Date fields in the database.

Click the Find A Tenant button (20) to see a list of Tenants. Select a tenant and then click Choose Tenant to go to that tenant.

You will find much more information about Tenant Tracker, including a Tutorial, by clicking Tenant Tracker Help (21).

Tenant Tracker 4

The lower portion of the screen is displays the Rent Roll report (3). You can generate a Rent Roll on only Tenants that owe rent or List All Tenants. Clicking Print (2) opens a new window with a full Tenant Report that you can Print or Save.

In unregistered versions of the software there is a Register button (4) in the lower left corner of the screen. After registering this button becomes a Backup Records button. Clicking Register takes you to a screen where you will find a Purchase Registration Number button. This button will take you to the Registration page on our website. After receipt of payment we will email you a User Name and Registration Number, which will unlock the software for unlimited use. Clicking Backup Records creates a file that contains all the records in all of the databases. It is a very good idea to archive all backup files to another disk for safe-keeping.

Clicking the Tenant Report button (5), or the Unit Report button (6), or the RIT Report button (7) at the bottom of the screen, takes you to the report screen for that component of the software, where there are several options for displaying and printing Tenant Tracker, Unit Tracker or Rental Income Tracker information.

The Prefs, or Preferences button (8) opens a new window where you can change visual aspects of the software, and change date, time and currency formats.

You will find a Help button on most of the windows in Rental Property Tracker Lite. Included in the Help system is a Tutorial, which will introduce you to the most important features of that component. Just click the Tutorial button near the top of the Help window. More detailed explanations can be found by clicking the other buttons found near the top of the Help window.

There is also a Quit button (10) and a Save button (9) at the bottom of the main window. Although records are normally saved when going to another record or closing the component, it is often a good idea to click the Save button after making changes, just to be safe.