Tenant & Occupancy Management

Tenant and occupancy management is the practice of keeping track of who occupies each space, under what terms, and how the relationship is going. It matters because vacancy is lost revenue and a tenant with an unanswered request is a tenant who leaves. Without a system, tenant data sits in files and spreadsheets that disagree. In SmartSuite tenants, units, leases, and interactions are linked records, so a property manager opens a unit and sees its tenant, lease, open requests, and history.

Each unit is a record with an occupancy status and a link to its current tenant and lease. Rollups on the property record count occupied, vacant, and reserved units, and the portfolio dashboard charts occupancy across properties. A manager filters to a building and sees which units are empty and since when.

The tenant record holds contacts, units, leases, service requests, and a log of interactions, with Activity History recording changes. Automations send renewal notices and follow-ups by email on a schedule. Anyone on the team opens the tenant and sees the whole relationship before they call.

A tenant is linked to its lease agreements in Lease Management, so the lease term, rent schedule, and obligations are visible from the tenant and unit records. Renewal and expiry dates roll up to the property view. When a lease ends, the unit status and the tenant lifecycle step update from the same event.

Move-in and move-out are task checklists created on the tenant record by an automation when the tenancy starts or ends, covering inspections, keys, deposits, and service changes. Each task has an owner and due date, and the unit status changes when the checklist completes. Facilities and finance see their tasks in their own queues.

Yes. Portfolios with many properties and thousands of units run in one workspace, with permissions deciding which teams see which properties. Rollups keep occupancy counts current at every level, and dashboards filter by region or asset type. Adding a property means adding its units and leases to the same tables.

Dashboards chart occupancy rate, vacancy duration, and utilization by property, floor, and period, read from the unit records. An asset manager opens a chart and sees the units behind it. Trends over quarters show where vacancy is growing, which is where leasing effort goes next.

Utilization improves when vacant and under-used space is visible as soon as it appears rather than at the next audit. Teams act on the list of vacant units from the dashboard, and automations handle the notices and checklists that used to take coordination by email. Over time, vacancy duration falls and the dashboards show it.