Legacy Tenancy Onboarding & Renewal

Agents can onboard tenancies that were originally managed outside the platform — referred to as legacy tenancies. Once onboarded, these tenancies are first-class records and integrate with the existing renewal workflow.

When to use this

Use legacy onboarding when a tenancy:

• Was set up and is already running outside the platform.
• Has an existing start date (past or future).
• Needs to be tracked and renewed through the platform going forward.

Onboarding a Legacy Tenancy

Step 1 — Open the wizard

1. Navigate to Dashboard → Tenancies.
2. Click + Add Legacy Tenancy.

If no tenancies exist yet, the empty state also contains a link to open the legacy form.

Step 2 — Select a property

Search for and select the property the tenancy is associated with. The property must already exist in the platform.

Step 3 — Enter occupant details

Provide:

• Tenant name and tenant email
• Landlord name and landlord email

Step 4 — Enter term details

Field	Description
Original start date	The date the tenancy began (can be in the past)
Contract length	Duration in months
Monthly rent	Rent amount in £
Notes	Optional free-text notes

The end date is computed automatically from the start date and contract length.

Step 5 — Create the tenancy

Click Skip & Create Tenancy. The system will:

1. Create the tenancy record and initial term.
2. Build the property address from the selected property.
3. Auto-detect historical move-in: if the start date is in the past, move-in is confirmed automatically.
4. Auto-create a renewal record: if the end date is within 90 days, a renewal is created so you can action it immediately.
5. Redirect to the new tenancy detail page.

Tenancy Detail — Legacy Alert Banner

Every legacy tenancy shows a contextual banner at the top of its detail page. The banner adapts based on the current state:

Move-in confirmation required (blue)

Shown when the tenancy has a future start date and move-in has not yet been confirmed manually.

• Click Confirm Move-In to mark the tenant as having moved in and activate the workflow.
• This is only required for legacy tenancies created with a future start date; historical tenancies are auto-confirmed.

Renewal action required (amber)

Shown when the active tenancy is within 90 days of its end date.

• Displays the exact end date and days remaining.
• Directs the agent to the Renewals tab to create or manage the renewal.

Term expired (red)

Shown when the tenancy end date has already passed.

• Directs the agent to action the renewal or end the tenancy via the Renewals tab.

Confirmed legacy indicator (purple)

A quiet banner shown when move-in is confirmed and no renewal action is needed. Displays the date move-in was confirmed.

Identifying Legacy Tenancies in the List

The tenancy list includes a Source column:

• Legacy — onboarded via the legacy form
• Platform — created natively in the platform

A Legacy purple badge also appears in the tenancy detail header alongside the tenancy status.

Renewal Workflow

Legacy tenancies follow the same renewal workflow as platform-native tenancies:

1. A renewal record is created (automatically if within 90 days, or manually via the Renewals tab).
2. The agent actions the renewal — agree new terms, send documents, confirm.
3. A new tenancy term is created on completion.

For legacy tenancies requiring action, the amber/red alert banner provides a direct link to the Renewals tab.

Data Model Notes

The following fields were added to the tenancies table in this release:

Column	Type	Default	Description
isLegacy	boolean	false	Whether the tenancy was onboarded as a legacy record
legacyMoveInConfirmedAt	timestamp	null	When move-in was confirmed for a legacy tenancy

The getById API response also includes a computed legacyNeedsAction boolean that is true when the tenancy is active, legacy, and within 90 days of (or past) its end date.