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Rentals

The Rentals module turns your CautaReside into a property-management platform: leases, tenants, listings, agent commissions, lease renewal workflows. Useful for facilities that operate as rental estates rather than owner-occupied condos.

What tenants see

Tenants get a focused My Rental view:

  • Lease summary — start/end dates, monthly rent, deposit amount, notice period.
  • Lease document (PDF) — your standard agreement, viewable and downloadable.
  • Renewal countdown — days until lease ends + renewal status.
  • Pay rent — one-click rent payment via MoMo / card. Also available in the Billing module.
  • Move-out request — initiate the move-out workflow with notice date.

What landlords / owners see

If your facility allows owners to manage their own units:

  • My Properties — every unit they own, with current tenant / vacant status.
  • Income summary — rent collected per unit per month.
  • Listings — units they want to advertise as available.
  • Tenant applications — for vacant units, applications they've received via the listing.

What facility admins do

Register a lease

Rentals → New Lease:

  1. Unit (linked to your unit registry).
  2. Tenant (existing resident or new — system creates the user account if new).
  3. Owner (the unit's owner — typically pre-filled from the unit record).
  4. Start date + duration (typical: 12 months).
  5. Monthly rent + deposit + other charges (service, utilities, parking).
  6. Notice period (typical: 30 or 60 days).
  7. Lease document — generate from your facility's template, or upload a signed PDF.

The system creates the tenant's portal access, schedules the recurring monthly rent invoices, and sets up the renewal countdown.

Manage listings

For vacant units:

  1. Rentals → Listings → New Listing.
  2. Pick the unit, set asking rent, write a description, attach photos.
  3. Mark active.
  4. The listing appears on your facility's resident-facing portal (if public listings are enabled) and in your agent network.

When applications come in: - Review applicant details (income, references, prior tenancy history). - Approve → triggers lease creation workflow. - Decline → applicant is notified.

Lease renewal workflow

90 days before lease end: - Tenant gets a renewal prompt (via email + WhatsApp). - They can accept renewal, propose changes, or initiate move-out. - Negotiate the new terms inside the messaging module. - Sign the new lease (digital signature or upload).

Move-out workflow

When a tenant initiates move-out: 1. Notice received — system records the date. 2. Inspection scheduled — pick a date, assign a staff member. 3. Inspection report — checklist + photos of unit condition. 4. Deposit reconciliation — calculate any deductions for damage, unpaid bills, cleaning fees. 5. Final settlement — refund the deposit (minus deductions) or bill the tenant for any shortfall.

Each step is logged with timestamps and signatures, so disputes about "who took my deposit" are resolved by the audit trail.

Agent network

If your facility uses external real-estate agents to find tenants:

  • Register agents in the Agents sub-module.
  • Set commission terms per agent (typical: one month's rent on a successful 12-month lease).
  • When an agent successfully places a tenant, they generate an invoice automatically when the deposit clears.

Reports

  • Occupancy rate (occupied units / total)
  • Rent collection rate (% of rent invoiced collected on time)
  • Vacancy duration (average days a unit sits empty between leases)
  • Renewal rate (% of leases that renew vs end)
  • Per-agent performance (placements + collected commission)

Tips

  • Upload signed leases as PDFs — even with a digital workflow, having the signed document attached to the lease record matters for legal disputes.
  • Schedule inspections at lease start AND end — having a baseline prevents arguments about pre-existing damage.
  • Use Rentals + Billing together — rent is one of many charges on a tenant's monthly invoice. Configure the rent line item in your fee schedule so it appears alongside service charge, parking, etc.
  • Renewal lead time — 90 days is the typical notice but it's configurable. For high-demand units, 120 days gives you more time to find a new tenant if the current one moves out.