Invite a tenant

How tenant onboarding actually works

PropFlow doesn't have a one-click "Send invite email" button — the landlord-initiated invite flow we sometimes hear asked about isn't built yet. Instead, tenant onboarding is a two-step pattern that's been deliberate from the start:

1. You record the tenant on a tenancy (name, email, phone, rent, etc.) — this creates the tenancy in your account.
2. The tenant self-registers via WhatsApp or the /tenant/register web form — usually because you shared the link with them.

The two steps don't have to happen in order. You can record the tenant first and they register later, or they can register first (e.g. from an application or a viewing) and you record them onto a tenancy afterwards.

Step 1: Record the tenant on a tenancy

1. From the left nav, click Properties.
2. Click the property the tenant is going into.
3. Scroll to the Tenants section and click Add Tenancy.
4. Fill in the tenancy details (see Set up a tenancy for the full field reference).
5. Enter the tenant's:
   • Full name — required.
   • Email — required.
   • Phone — optional but strongly recommended (E.164 format, normalised automatically).
6. Click Add tenancy.

Step 2: Share the registration link

The tenant needs to register so they can use the tenant portal, sign documents, receive WhatsApp messages, and report maintenance issues. Two ways:

Option A — WhatsApp (recommended)

Tell the tenant to:

1. Open WhatsApp and start a chat with PropFlow's WhatsApp number (shared with you in the property's setup details).
2. Send any message — PropFlow's chatbot will recognise their phone number from the tenancy record and prompt them to register.
3. Answer a few yes/no questions to confirm their tenancy.
4. Receive a registration link that completes signup.

Option B — Web form

Share the public URL: https://app.propflow-ai.co.uk/tenant/register

1. The tenant opens the URL, enters their email, and gets a magic link.
2. They click the link, set a password, and confirm their tenancy by entering the property reference (PropFlow can give you a short code like PF-XXXX to share with them).

What the tenant gets after registering

• Access to the tenant portal at /tenant — view tenancy details, rent, deposit info.
• Document signing via DocuSeal (tenancy agreement, deposit prescribed information, etc.).
• WhatsApp chat with you — for maintenance, queries, etc.
• Maintenance reporting via the same WhatsApp number (the AI triage auto-classifies and notifies you).

Confirming the tenant has registered

From the tenancy detail, you can see whether the tenant has completed registration. Look for:

• A "Registered" / "Pending registration" badge on the tenant row
• The tenant's profile photo (if they've uploaded one)
• An audit-log entry showing their registration timestamp

If they haven't registered after a few days, send a follow-up — text, email, in person. PropFlow doesn't auto-nag tenants on your behalf.

Joint tenancies

For a joint tenancy with multiple named tenants, the Add Tenancy form supports adding co-tenants on the same submit. Each tenant gets their own info-sheet email and DocuSeal signing link, and each can register independently. See Set up a tenancy for the joint flow.

Common gotchas

• Tenant texts the WhatsApp number but isn't recognised. Their phone number on the tenancy record doesn't match the number they're texting from. Edit the tenancy and update the phone, then ask them to try again.
• Tenant uses a different email at signup than on the tenancy. PropFlow uses email to match. If they signed up with a personal email but you have their work email on the tenancy, they'll appear as a separate user. Get them to log out and re-register with the matching email, or update the tenancy.
• Tenant doesn't get the info-sheet email. Check spam, check the email is right on the tenancy, then re-send from the tenancy actions menu.

Next steps

• Set up a tenancy (including joint) — the full field reference for the tenancy form.
• How tenants report maintenance issues — what the tenant does once they're registered.