Set up a tenancy (including joint)

Where to start

1. From the left nav, click Properties.
2. Click the property you're setting up a tenancy for.
3. Scroll to the Tenants section and click Add Tenancy (testid: tenancy-add-button).

The form fields

Tenant identity

• Full name — required.
• Email — required. This is how the tenant signs into PropFlow.
• Phone — optional but strongly recommended. Stored in E.164 format (e.g. +447700900100); normalised automatically from 07700 900100.

For HMOs only

• Room — required. Pick which room this tenancy is for (drawn from the room details you added when creating the property).

Tenancy terms

• Start date — required. Date the tenancy begins. Can be future-dated for tenants you're pre-onboarding.
• End date — optional. Leave blank for periodic tenancies (the default under RRA 2025). Set for fixed-term ASTs before 1 May 2026.
• Rent amount — required, must be greater than zero. Whole pounds per week / month — PropFlow stores it as pence internally.
• Rent period — pick weekly or monthly.
• Tenure type — defaults to APT (Assured Periodic Tenancy) for tenancies starting on or after 1 May 2026, and AST (Assured Shorthold) before that. Override only if you know you need to.

Deposit

• Deposit amount — optional. In pounds (PropFlow stores pence). Leave blank if no deposit was taken (rare).
• Deposit scheme — pick one of TDS, MyDeposits, DPS, or Other. Recording the scheme is part of your statutory protection-information obligation.

Note: PropFlow records the scheme name only — it doesn't integrate with the scheme's API. You still register the deposit with the scheme separately and upload that scheme certificate to PropFlow's documents area.

Joint tenancies (multiple named tenants)

PropFlow supports joint tenancies through the same form:

1. Fill in the first tenant's details as above.
2. Click + Add tenant. A new tenant block appears.
3. Fill in the second tenant's name, email, phone.
4. Repeat until all named tenants are entered.
5. Submit.

Caps:

• Single-room let (HMO): 2 named tenants max (you + a co-tenant).
• Whole-property let: 6 named tenants max.

When you submit a joint tenancy:

• The first tenant is flagged as primary (denormalised to tenancies.tenant_id for legacy code paths).
• All tenants are on the same contract — one set of dates, one rent, one deposit.
• Each tenant receives their own info-sheet email and their own DocuSeal signing link.
• Right-to-Rent checks are required for each tenant individually.

What happens when you submit

PropFlow:

• Creates the tenancy row with is_current = true.
• Creates a tenant record per named tenant.
• Triggers info-sheet emails (if configured).
• Triggers DocuSeal signing requests for the tenancy agreement and deposit prescribed information.
• Writes an audit-log row capturing who created the tenancy and when.
• Refreshes the property's Tenants section to show the new tenancy.

Common gotchas

• Rent in pounds, stored in pence. Enter 1500 for £1,500/month — PropFlow shows pounds in the UI but stores pence. You never need to convert manually.
• Tenure type defaults differ by date. The default flips from AST to APT for tenancies starting 1 May 2026 or later. Sanity-check this field if you're entering a tenancy near the cutover.
• Joint tenancy + HMO room mismatch. You can't have a joint tenancy across two different rooms in the same HMO. Each room is a separate tenancy (even if the two tenants are a couple).
• Deposit scheme = Other. If you're using a less common scheme, pick Other and note the scheme name in the tenancy description. The compliance check still passes.

Next steps

• Invite a tenant — share the registration link so the tenant can sign in.
• Export message history for court — for tenancy-end disputes.
• Upload your first compliance certificate — upload the Gas Safety + How to Rent + scheme certificate associated with this tenancy.