Managing Tenants

Tenant Records

Every tenant in STORAGEsimple has a single record that ties together their units, balance, documents, gate access, and communication history. A complete tenant record includes:

• Name, mailing address, email, and mobile phone
• Driver license or ID details for lien compliance
• Alternate contact for lien notices and emergencies
• Units rented, rates, and any active discounts
• Payment methods on file and autopay enrollment
• Tenant protection plan enrollment, if offered

Keep email and mobile numbers current. STORAGEsimple sends invoices, receipts, and reminders by email, and can send payment reminders and lockout warnings by SMS through Twilio. A bad phone number means a tenant may not learn they are past due until they reach the gate.

From the tenant record you can also view the full ledger, gate activity, notes, and every message the system has sent, which makes dispute resolution straightforward.

Moving a Tenant In

There are two paths into a unit: a staff-assisted move-in at the counter, or a contactless online rental. For a counter move-in:

• Pick the vacant unit from the facility map or unit list
• Create or select the tenant record
• Confirm the rate, proration, admin fee, and protection plan
• Capture the e-signature on the rental agreement
• Collect the move-in payment by card, ACH, cash, or check

On completion, STORAGEsimple marks the unit occupied, emails the signed agreement and receipt, and issues a gate code automatically if your PTI integration is connected.

Online rentals follow the same flow without staff: the tenant selects a unit on your website, signs electronically, pays, and receives a gate code, all in one session. Online move-ins appear on your dashboard in real time.

Moving a Tenant Out

When a tenant vacates, process the move-out from the tenant record or the unit page:

• Select the move-out date and confirm any proration or refund policy
• Settle the final balance or record a write-off if needed
• Note the unit condition and create a work order for cleaning or repairs
• Deactivate the gate code, which happens automatically with PTI integration

The unit returns to vacant inventory once the move-out is complete, and any required cleaning work order can hold it from online rental until the work is closed.

Scheduled move-outs are supported too: if a tenant gives notice, record the future date so the unit shows as pending vacancy in your occupancy forecast and smart pricing calculations.

The Tenant Portal

The tenant self-service portal is available 24/7 and reduces calls and counter visits. From the portal, tenants can:

• View their balance, invoices, and full payment history
• Make a one-time payment or enroll in autopay
• Update contact information and payment methods
• Download their signed rental agreement and receipts
• View their gate code and access hours
• Submit questions through the chat widget, answered by the AI assistant

Tenants receive portal credentials automatically at move-in. If a tenant cannot log in, you can resend the invitation or reset access from their tenant record. Encourage portal use at move-in: tenants who enroll in autopay through the portal are far less likely to enter the delinquency workflow.

Documents and E-Signatures

STORAGEsimple stores every document against the tenant record, so nothing lives in a filing cabinet:

• Rental agreements signed electronically at move-in
• Addenda such as rate change notices and protection plan elections
• Lien notices and certified mail records generated by the delinquency workflow
• Uploaded files such as ID copies, insurance certificates, or correspondence

Documents are timestamped and tied to the signer, which matters if a past-due account ever proceeds to lien sale. When you update your standard rental agreement, new move-ins use the new version automatically while existing tenants keep the version they signed.

Related Articles

• Getting Started with STORAGEsimple
• Payment Processing
• Gate Integration
• AI Assistant
• STORAGEsimple Product Page
• Help Center