Managing a Tenancy
Tasks simplify the admin of managing a tenancy that is compliant with renting regulations. Propa automates and manages much of the admin intensive tasks. From creating a tenancy agreement, collecting payments, or protecting the deposit in a government authorised tenancy deposit scheme, you can handle it all here. See below for more information:
The Tenancy Agreement
Creation, distribution, and collection of digital signatures for the tenancy agreement. This document is modelled from the standardised GOV.UK guidance for an assured shorthold tenancy agreement. If you are at all concerned of the legal implications of it please seek the advice of a qualified solicitor.
See how a tenancy agreement is created and sent out for signatures:
1. View the demo document, then send the agreement out for signature:
2. When the agreement is signed you will receive email confirmation with the agreement attached:
After the document is signed, Propa will store it so you will always have a reference. To view past tenancies go to: Property > Tenancies > Past Tenancies.
Link your Tenants
This allows tenants to view their tenancy agreement, see property certificates, make payments, and raise any issues that might occur during the tenancy. Its very important a tenant is linked to their tenancy, its a legal requirement tenants are given access to their tenancy agreement and property certificates, like your EPC, EICR and GSC (Applicable if gas appliances are installed in the property). By linking you will be providing your tenants a simple way to connect to their tenancy and make payments directly to your designated bank account.
Follow these steps to give your tenants access:
1. Invite the tenants to join their tenancy:
2. The email they will receive:
3. The tenancy portal for the tenants:
Collect a Deposit
After an agreement has been digitally signed, the tenant must pay a deposit to your designated bank account. Its mandatory a deposit is taken as it assures both parties they will fulfil their obligations set out in the tenancy agreement. When you receive the deposit you have up to 30 days to register and protect the deposit in a government approved tenancy deposit scheme, like TDS (TDS Custodial Ltd).
See how a deposit is collected in Propa:
1. Tenant starts the process of paying their deposit:
2. Tenant authenticates their payment with their bank:
3. You and the tenant will then receive a receipt of the payment.
Propa checks if the deposit has been paid, if it hasn't the tenant will receive an email reminder on the day the deposit is due, then 2 days after and finally 4 days after that to ensure they are made aware their deposit is due.
4. The deposit email reminder that is sent to the tenants:
Rent payments are collected via standing order directly to your bank account without any fees for you or the tenant. A tenant must setup their standing order before the first instalment of rent is due. The payment date will always be the first day of the tenancy, with monthly payments executed on the same day each month after.
How Propa allows tenants to easily setup their standing order to your bank account:
1. Tenant starts starts the process of setting up their standing order:
2. Tenant authenticates the standing order payment with their bank:
3. You and the tenant will receive an email receipt of setting up the standing order successfully.
To fulfil a standing order correctly, the tenant must set it up with their bank before their first payment is due (the first day of the tenancy). Propa sends email reminders to any of the tenants who haven't set this up 7 days before the start date, 5 days before and finally the day before. If a tenant fails to act on these reminders, they are in arrears. It is the landlords duty to follow up and verify they have or haven't completed on a payment.
4. The standing order email reminder sent to the tenants:
A note about payments within Propa:
All payments are processed without a fee and sent directly to your bank account using Open Banking. Payments usually arrive immediately but can take up to 4 hours. A standing order will usually be processed before 6am on the designated day. A tenant must setup their standing order before their first instalment of rent is due. Propa cannot setup a standing order after a tenancy has started.
While Propa does most of the heavy lifting with collecting payments we cannot confirm if rent payments are successfully being made, please check your tenants are making their payments on time throughout the tenancy (This is a feature we are currently working on).
When you receive the deposit from your tenants you have 30 days to pay this into a government authorised tenancy deposit scheme, like TDS. Propa partners with TDS (TDS Custodial Ltd) a government authorised tenancy deposit scheme to allow automated tenancy deposit registration and protection.
Before you protect the deposit (pay into the scheme) it needs to be registered. See how this is done below:
You will be emailed confirmation of successful deposit registration with TDS.
Now that you have a registered the deposit with TDS, you will need to get your deposit protection certificate. To do this you need to pay the deposit to TDS for safe protection throughout the tenancy. Propa uses Open Banking to make this process extremely simple.
See how a deposit is protected:
1. Verify the amount and details:
2. Select your mobile bank:
3. The receipt email you will receive as confirmation of paying the deposit to TDS:
When all of the above tasks are complete and the tenants are living in the property you can mark this property as occupied.
Congratulations! 🎉 You have successfully completed all of the above tasks and now have a fully compliant tenancy. How hard was that? If you have a spare moment we would really appreciate your feedback on your experience using Propa. Leave us a review on TrustPilot here.
If you have any queries whatsoever our team will be happy to help at: firstname.lastname@example.org
The Propa Team 🏡❤️