Tenancy Progression isn't in the left-hand navigation at the moment, while the Lettings section is out of the menu. A link or bookmark to it still opens the area.

Tenancy Progression is where an agreed let is managed from the point an offer is accepted through to the tenants moving in. A tenancy appears here once the offer has been accepted - offer negotiation happens elsewhere and the tenancy arrives ready to progress.

Once tenancies are progressing, they are shown as a list. Each row covers one tenancy at a glance:

Select any row to open that tenancy's record.

Checklist progress is shown on the record, not on the list. To see how far a tenancy has moved toward move-in - which checks are outstanding, what the next step is, and whether anything is blocking - open the tenancy and read its move-in readiness and pre-tenancy checklist.

Above the list, two tiles summarise the tenancies currently loaded: how many are in progression, and how many are moving in this week.

These tiles count the tenancies the list has loaded, not the whole portfolio. The foot of the list says how many that is - for example Showing 25 of 1,458 tenancies - so read the tiles against that figure. Loading more tenancies moves the tiles up accordingly.

Tenancies are loaded twenty-five at a time. Reaching the bottom of the list loads the next twenty-five, and a Load more button at the foot of the list does the same thing for anyone who would rather not scroll. The button disappears once everything has been loaded.

Each time you reach the bottom loads one further batch, so a long list is walked down in steps rather than all at once. If you are already at the foot of the list and want the next batch straight away, use Load more.

Because the list stays ordered by move-in date, newly loaded tenancies take their place in that order rather than being added to the bottom. A tenancy moving in next week will appear near the top when it loads, even if it arrived in the fourth batch.

Use the controls above the list to narrow it down:

These controls search the tenancies already loaded. If a search finds nothing and there are still tenancies left to load, the list says so and invites you to load more and keep looking - so a tenant you can't find may simply not be loaded yet. Load the rest of the list, or narrow by branch first, if a search comes back empty and you expected a match.

The list is ordered by move-in date, soonest first.

Selecting a tenancy opens its record - the full view of a single let progressing to move-in:

The Key facts panel at the side of the tenancy record gathers the terms of the let in one place, so you can answer a landlord's or a tenant's question without opening the tenancy elsewhere. It always shows the property, the tenancy's status, its type, your agent role, the rent, the start date, the term, the deposit amount and the assigned negotiator - shown by name, with their contact details on hover. A fact the tenancy has no value for reads as a dash rather than being hidden, so you can tell an empty field from one that isn't tracked.

Edit at the top of the panel opens the terms for confirming or correcting - see Confirming the tenancy terms below.

The start date is shown here, and this is the only place it can be changed. Once the tenancy is current the readiness panel repeats it, as part of reporting that the move-in happened. It is agreed earlier in the deal, sometimes as far back as the offer, and confirming move-in does not set or change it, so a start date that needs correcting is corrected through Edit on this panel.

Term describes how the tenancy ends:

The deposit rows summarise what is held and who holds it:

Whether protection was registered in time and prescribed information served are compliance questions rather than terms of the let, so they belong with the pre-tenancy checks rather than in this panel.

Two fee rows appear once a fee has been recorded against the tenancy:

Before the agreement is drawn up and the move-in prepared, the terms the tenancy was agreed on need to be right. Edit, at the top of the Key facts panel, opens them for confirming or correcting: the rent and how often it is paid, the start date, whether the tenancy is periodic or runs to a fixed end date, the deposit, and the letting and management fees.

A few of the fields behave in ways worth knowing:

The rent is only written when you actually change it, so confirming the other terms never disturbs a rent you did not touch. One exception is worth knowing: a tenancy whose rent is paid every four weeks cannot have its rent changed here yet, and the form will say so and leave the rent alone. Everything else on such a tenancy saves normally.

Saving updates the tenancy and the panel straight away. If someone else changed the tenancy while the form was open, the save is refused and the latest terms are loaded so you can check them before trying again. Where the platform rejects a particular value, the reason appears against the field it relates to.

Only the terms shown on the form are written, and a field you leave alone is left alone.

The Parties panel lists everyone attached to the tenancy, so you can see who is on the let and who still owes you something without leaving the record.

Tenants are listed first, with the lead tenant at the top and marked Lead tenant:

The landlord follows, shown as the primary contact held against the landlord record.

Guarantors come last, each with the tenant they are guaranteeing and the state of the reference requested from them:

A guarantor recorded as a company, or one whose contact record cannot be read, is still listed with its status but without a name, since the status is the part you need to act on. Guarantors used to appear alongside the references; they are now here, where they carry a name and the tenant they cover, so they are listed once rather than in both places.

Occupiers appears at the foot of the panel as a count, and only when the tenancy records one. It is the number of occupiers held against the tenancy - the individual occupiers are not named, so treat it as a headcount rather than a list.

Party names are not yet links to their contact records.

Every check on the pre-tenancy checklist carries its status at the end of the row. Select it to open a short menu and pick the status that now applies:

The change saves as soon as you choose it and confirms with a short message naming what happened. The record updates straight away: the row moves between the outstanding list and the tucked-away completed ones, the phase tally and the readiness ring both move, and the stage tracker advances once a whole phase is clear - counting the legal certificates as part of Compliance, so clearing every check does not carry the tracker to the end while a certificate is still missing. Clearing every check on a tenancy whose legal certificates are all in date is what makes Confirm move-in available.

Besides its status and the documents filed against it, nothing else can be recorded against a check at the moment. There is nowhere yet to attach a note, an amount, a reference or a date, so keep those wherever your agency records them today.

If the change does not go through, the row returns to the status it had and a Could not update this check message appears. That usually means the tenancy was changed elsewhere in the meantime, in which case the record refreshes so you can see its current state and try again.

Every check on the checklist also carries a paperclip button. Use it when the document is the evidence for that step - a signed inventory against Prep: Inventory & Check In, a signed agreement against the agreement check, a reference against the reference check.

Choosing the paperclip opens the same upload dialog the Documents tab uses, with two differences. It names the check at the top, so you can see what the file will be filed against. And it offers Mark this check complete, which is already ticked, so filing the evidence and closing the step are one action rather than two.

Untick it when the file is not the finished article - a draft inventory, or one of several documents still to come - and the check keeps the status it has. On a check already marked Not needed the box is offered but left unticked, so filing a document never quietly reverses that decision. On a check that is already Completed the box is not offered at all, since there is nothing left to close; you can still file a copy that arrives late.

The check is only completed once at least one file has actually been stored, and the message afterwards covers both halves in one line - for example Document added. Check marked complete. If the file is stored but the check cannot be completed, the message says exactly that and the row keeps its previous status: the document is already filed, so file nothing again and set the status from the row instead.

Documents filed this way appear on the Documents tab alongside the tenancy's own, and on the check's own row - see below.

A check with documents against it carries a count beside the paperclip. Select the count to list those documents underneath the row, each showing its document type and when it was added. The list starts closed, so a checklist of a dozen checks stays readable, and only the checks that actually hold something show a count at all.

Each document in the list has the same download and remove buttons as the Documents tab, so the evidence for a step can be checked or replaced from the step itself rather than by hunting for it in the tenancy-wide list.

Removing a document does not change the check's status. A check marked complete stays complete, and the confirmation says so. If the document was filed in error and the step is not actually done, set the status back to Needed from the row.

The count appears once the tenancy's documents have loaded, so for a moment after the record opens a check with documents shows none.

The Keys panel on the tenancy record lists the key sets your office holds for the tenancy's property, so you can see where the keys are and record handing them over at move-in.

Key sets belong to the property, not to the tenancy. They are created once on the property record, and every tenancy of that property reads the same sets. If the property has none recorded, the panel says so and links to the property record, where they can be added - see How do I manage a property's keys?.

Each row names the set by its office key number and its key type - for example #57093 · Letting keys - lists the individual keys it contains, and states where the set is:

Select Hand over on a set that is in the office. Choose which tenant is taking it - the lead tenant is selected for you - and confirm. The handover is recorded against the property's key record with the date, the tenant who took it, and you as the negotiator who handed it over, so there is a lasting record of who has the keys rather than only a tick.

Only the tenancy's tenants are offered. If no tenant is linked to the tenancy yet, Hand over is unavailable and says why - link the tenant first, then come back.

If your agency's pre-tenancy checklist has a keys check, the dialog also offers to mark that check complete in the same action, naming the check so you can see which one it means. It is ticked for you when the check is still outstanding, and you can untick it to record the handover without touching the check. Where the checklist has no keys check, or more than one mentions keys, no offer is made and you tick the right one on the checklist yourself.

The confirmation afterwards covers both the handover and the check together. If the handover is recorded but the check can't be updated, the message says so - the handover is still saved, and you can set the check from the checklist.

Select Log return on a set that is checked out to record the keys as back with the office. This is mainly how a handover entered by mistake is put right. It asks you to confirm first, and states that no check on the tenancy changes - handing keys back is not a decision about the checklist, so any check you completed stays completed.

A set that is checked out but has no handover recorded against it offers no return action, because there is no handover to close.

The activity panel on the tenancy record has a Documents tab listing every file held against that tenancy - including files attached to its individual pre-tenancy checks, so a reference or ID copy filed against a check appears here too. Documents are listed newest first, each showing its document type and when it was added.

A document filed against a check also names that check on its row - for example Final Inspection Report · Prep: Inventory & Check In · 2 days ago - so this list tells you what a file is evidence for, not only that it exists. A document filed against the tenancy as a whole names no check.

Select the download button on a row to save that document to your computer. It downloads under its original filename. Files marked Private are shown with a private label.

If a download doesn't work, the message tells you why rather than just failing: whether the file itself is no longer available, or whether your permissions don't allow you to open that document.

If nothing has been filed yet, the tab says so; if the list can't be loaded, it offers a Try again action rather than implying there are no documents.

Select Add document on the Documents tab. Choose the document type it should be filed under - the list is your agency's own configured document types, so a tenancy agreement, a reference or an ID copy each go under the type you already use for them - then pick the files.

You can add several files at once, and add more before uploading: each new selection is added to the list rather than replacing it. Anything you pick by mistake can be removed from the list before you upload. PDFs and photos (PNG, JPG or HEIC) are accepted, up to 30 MB each. A file over that limit, or of a kind that isn't accepted, is named on screen so you can swap it for another copy.

Each file is uploaded as its own document, so if one of several fails the others are still saved. The message afterwards says how many were added, and how many could not be, rather than reporting the whole upload as a failure.

Documents added here are filed against the tenancy itself, and appear at the top of the list straight away. To file one against a particular check instead, use the paperclip on that check's row - see Filing a document against a check above.

If your agency has no document types configured, or they can't be loaded, the dialog says so instead of offering an empty list - a document has to be filed under a type, so there is nothing to choose from until that is sorted.

Each row has a remove button, on the Documents tab and on a check's own list alike. It asks you to confirm first, because a document belongs to the tenancy rather than to you: removing it deletes it for everyone working on that tenancy and cannot be undone. Where the document was filed against a check, the confirmation names that check and states that it keeps its current status. Once confirmed, the row goes and a short message names the file that was removed. If the removal doesn't go through, the document stays on the list and the message says so.

If no tenancies are currently progressing, the area shows a message explaining that tenancies will appear here once an offer is accepted and the let is agreed. Tenancies flow in automatically at that point rather than being added by hand.