You can view all the details about the Space(s) your tenant has rented from their Tenant Profile. 

To view their profile, click the Tenants module and search for the required tenant. You can use the Search Tenants bar to get quick access to their details. Alternatively, you can get directly into their profile by clicking the Global Search icon available in the leftmost navigation menu and searching for the tenant.

You will see the unique space number associated with their rented space and its status. 

You can find various other details for the leased space including its size, location, move-in date, total balance that is due for payment, upcoming charges, any prepaid or credit balance, etc. 

You can view the breakdown of the Upcoming Charges that will be billed on the tenant’s next invoice by clicking the View button. The charges include the monthly Space rental amount, coverage charges (if purchased through your property), applicable taxes, services, discounts,fees, etc. 

You can modify the tenant’s coverage protection plan by clicking the corresponding edit icon and specifying the appropriate coverage from the list of available options. Then, click Save.

Note: These coverage options appear based on your Property Settings. You can configure them by navigating to the Coverage section in Settings. 

To collapse the Upcoming Charges breakdown, click Cancel. 

You can apply a Credit Balance to your tenant’s account by clicking Apply. A credit balance refers to an amount you owe the tenant and can be subtracted from their total payable rental amount. This could be possible in cases when a tenant overpaid on a previous rental payment or there is a promotion wherein the tenant paid for, say, 12 months and got the 13th month free, etc. 

Provide a reason for applying the credit balance and specify the amount. Then, click Confirm.  

Note: It is mandatory to provide a reason for applying the credit balance.

To view further details related to the space, click Settings and Information. 

You can see the following information pertaining to the Space. These details were captured during the onboarding process while moving in your tenant.

• Rent - The monthly rental amount for the space.
• Billing On - The day on which the invoice will get generated. It is defaulted to the first of the month, but you can change it based on the requirement. Accordingly, it will adjust the rent period and present you with a prorated rent. For example, if a tenant moves in on the 30th of October, their rent period will be from the 30th of October to the 31st of October, considering they are on First of the Month billing and the Bill On day is set to the default, i.e. 1st. In other words, the rent will be collected for two days left in the month, i.e., the 30th and 31st of October, and the new billing cycle will start from the 1st of November. 

To change the Billing On date, click the corresponding edit icon and select the required date from the drop-down list. To enable the option of receiving the monthly invoice through email, click the Email monthly Invoice checkbox. 

• Promotion - Activities that publicize the property and attract tenants. You can view the promotions that were applicable to the space earlier by hovering over Past Promotions.  

You can also add a new promotion for this space by clicking the +Add Promotion button and selecting the desired one from the drop-down list. Then, click Add Promotion to apply it to the space’s rent.

Note: These promotions appear based on your Property Settings. You can configure them by navigating to Manage Promotions and Discounts in Settings. 

• Discount - A deduction from the usual rent. Like promotions, you can view the Past Discounts and also add new discounts to the Space by clicking +Add Discount. If there is an existing discount, you can change it to your desired one or remove it by clicking the corresponding vertical ellipsis. 

• Insurance/Protection Plan - An insurance or a protection plan is required for tenants to rent a space and protect their belongings. They can either purchase insurance from your property or use their own coverage. You can view the current and the past insurances from here, and also, if you wish to change the existing coverage, you can do so by clicking Change Coverage.

Select the desired coverage by clicking the corresponding radio button and then click Save Insurance. 

Note: These coverage options appear based on your Property Settings. You can configure them by navigating to Manage Coverage in Settings. 

• Autopay - Short for automatic payment, is a service that automatically deducts an owed recurring payment from a tenant’s account in time to meet a payment due date. You can view the autopay status and the tenant’s saved payment method here. To remove it, click the delete icon. 

To add a new payment method and enable Autopay, click Click to Add and then +Add Payment Method.

You can also specify the number of days Autopay should run post the billing date by clicking the edit icon and selecting the number of days from the drop-down list. 

Note: You can only enrol a lead in Autopay when their mode of payment is a Credit or Debit card. This functionality does not apply to Cash payments.

• Services - You can offer certain services to tenants based on their needs and, in turn, levy a service charge. For example, electricity, cleaning services, etc. This is mostly a recurring fee that will get added onto a tenant’s space and raise their monthly bill. You can also add one-time charges like maintenance, administrative, and late fees that meet your property’s particular needs. 

You can view the services applied to this space earlier by hovering over Past Services and also add new services to drive revenue at your self-storage facility by clicking +Add a Service. 

• Select the desired service from the drop-down list and specify when you would like to start billing it. 

Note: These Service Fee options appear based on your Property Settings. You can configure them by navigating to Fees in Settings. 

• Once you select a service, the following Space and Payment Information screen will appear. Expand the arrow corresponding to the Space number to view a breakup of the Total Due amount. 

• If this is a recurring service fee, you can enroll your tenant in Autopay so they do not miss a payment deadline.
• Take payment for this service fee based on the tenant’s preferred mode of payment. This payment page is just like what you see while moving in, transferring your tenant, or taking payment from them. To learn more about the different payment methods and processing payment, refer to the “Taking a Payment” section of How to Take a Payment from a Tenant. 

• Protected Property - Some state lien laws require tenants to specify if they intend to store any items that are categorized as “Protected Property”. Examples of these include alcoholic beverages, firearms, etc. These items are not commonly stored in a Space and have to be highlighted to comply with state laws. To add a protected property, click the edit icon or the Click to Add button and select the protected property types from the list. 

Note - In the case of firearms storage, the tenant has to fill out an addendum and provide details like the make, model, and serial number. 

• Stored Contents - As per many state lien laws, it is required to specify the type of contents stored in a Space, e.g., boxes, suitcases, trunks, etc. in order to properly process a lien sale. This information is mainly required during the advertising process that proceeds an auction. To add contents or modify the existing ones, click the Click to Add button or the edit icon and select the contents from the list. 

• Tenants - This field is auto-populated with the name of the tenant
• Vehicle - If the Space is large enough, the tenant can also store a vehicle within it. In such cases, the vehicle details need to be furnished here. If the tenant is storing a vehicle, capture its details by clicking the Click to Add button. They might need to sign a Vehicle Addendum as well. 

All this information pertaining to a tenant’s Space can also be viewed and modified by navigating to the Spaces module, clicking the desired space, and going to the Tenant Profile tab. 

You can perform various actions like creating an invoice based on the tenant’s payment status, applicable promotions, discounts, services, coverage options, etc. or transfer your tenant to another space or even move them out of the Space by clicking the desired options available at the bottom of the Settings and Information section.