How to add a tenant
Tenants registers who leases space in the building, with their floor area and tenancy period. The area is the decisive detail: without it you can't produce an energy report for the tenant, and consumption per square metre can't be calculated.
How to add a tenant
- Go to Settings in the sidebar.
- Find Tenants.
- Click Add tenant.
- Fill in the New tenant:
- Organization name — required. Without it: Enter tenant name
- Area in square meters
- Rental period — Start of tenancy and End of tenancy
- Contact name, Phone and Email
- Notes
- Click Add.
Use Add many if you're entering several, and Update tenant to change an existing one.
To remove one, use Delete and confirm Delete this tenant?
If loading fails: Couldn't load tenants.
How to find a tenant
Current tenants shows who leases now. Tenant history shows the previous ones. Use Search for tenant in a long list.
The columns are Organization name, Area, Start of tenancy, End of tenancy, Contact name, Phone, Email and Notes.
The area — why it blocks reports
A tenant's energy report is calculated from the tenant's area. If it's missing, the report dialog says {area} is not available for this tenant, and the steps it gives are exactly these:
- Select the link Go to building settings.
- If the tenant exists in the tenant table, select it to update the area.
- If it doesn't exist, create it with + New tenant.
See How to create an energy report.
Note: Area in square meters for a tenant is the tenant's area, not the building's. Enter the building's total area against every tenant and consumption per square metre comes out wrong for all of them — and any billing built on it is wrong in the same direction.
The tenancy period
Start of tenancy and End of tenancy determine whether a tenant counts as current or historical. That lets old tenancies be kept for documentation without cluttering the present picture.
If you're comparing energy use before and after a tenant moved in, the tenancy start is the date you use as your reference — see How to compare periods in an analysis.
Frequently asked questions
How do I bill a tenant for energy?
Register the tenant with an area, and produce an energy report for that tenant. See How to create an energy report.
Does the tenant need their own meter?
The report calculates on whatever basis exists. If the tenant has their own meter the figures are actual; otherwise consumption is apportioned. See How to choose which energy meters the graph shows — meters marked (Tenant) are the tenant's.
Do I delete the tenant when the tenancy ends?
No — set the End of tenancy instead. They move to Tenant history and the documentation is kept.
Who can enter tenants?
Anyone with write access to the building.
Tip!
Enter the Area in square meters at the same time as you create the tenant, even if you're unsure of the figure. An approximate area can be corrected; a missing area blocks the whole report order — and that only surfaces as the deadline approaches.