Property Profile, Tenancy and Landlords

A property record separates three kinds of information:

  • Property details describe the home itself.
  • Current tenancy describes the household's agreement.
  • Landlord records the owner contact for an organisation-managed property.

Keeping them separate prevents a tenant change from accidentally overwriting the agreement or owner details.

Update Property details

  1. Open Properties and select the home.
  2. Find Property details and select Edit details.
  3. Review Property name, Property type, Bedrooms, Occupancy, Gas supply and House in multiple occupation (HMO).
  4. Use Not sure yet where a fact has not been confirmed.
  5. Select Save property profile.

The editor shows the current address but does not change it. An address change needs a fresh official-property match, so it is handled separately. Contact support or follow the address-change route available to your account rather than changing the display name to disguise a wrong address.

Property facts affect guidance and compliance prompts. For example, occupancy helps Lettie decide whether missing tenant details need attention, while gas and HMO answers affect which records may be relevant. They do not replace a professional or legal assessment.

Direct landlord property profile

A direct landlord can edit each home in their own portfolio. There is no Branch field and no separate Landlord card because the account holder is already the landlord.

Use Property knowledge for information Lettie may use while helping residents, such as access information, emergency contacts and key locations. This is different from the profile facts above and must be saved with Save property knowledge.

Organisation property profile and branch

An organisation property can include Branch. Owners and Admins can assign or unassign branches across the organisation. A Member edits properties only within their permitted scope and cannot use a branch change to gain access elsewhere. Viewers cannot edit the profile.

Branch assignment controls which branch-restricted people can find the home, so review it whenever a portfolio moves between offices. See Managing your branches.

Add or edit the Current tenancy

Find Current tenancy and select Add tenancy or Edit tenancy. The editor is headed Add tenancy details or Edit tenancy details.

Record the information you know:

  • Tenancy type and Furnished;
  • Start date, End date and Break clause date;
  • Rent, Frequency and Due day; and
  • Deposit, Scheme, Reference and Protected date.

Enter £0 for Deposit when no deposit was taken. Do not enter £0 merely because the figure is unknown, as that changes the meaning of the record.

Select Save tenancy details. Lettie treats this as the current agreement for the whole household. Adding or removing an individual tenant does not automatically rewrite the agreement, so review both sections when a household changes.

A tenancy record is available in both direct landlord and organisation workspaces. Owners, Admins and Members with property editing access can maintain it; Viewers can read it only.

Organisation: add the property landlord

The Landlord section appears only for an organisation property. It identifies the owner or client connected with that home; it does not create a Lettie user, team membership or login.

  1. In Landlord, select Add.
  2. Enter Name. This is required.
  3. Add Phone and, if available, Email (optional).
  4. Review Send this landlord quotes to approve.
  5. Select Save landlord.

A phone number is required before Lettie can send a quote for WhatsApp approval. Clearing Send this landlord quotes to approve records that the contact should not be asked to approve quotes. Saving the contact does not immediately send a quote; the setting is used later in the quote-approval workflow.

More than one landlord contact can be kept where needed. Use the remove control beside a contact that should no longer be associated with the property, and make sure another suitable approver remains if approvals are required.

Owners, Admins and Members with editing access to the property can manage these contacts. A Viewer cannot add or remove them. Only Owners and Admins manage organisation-wide people, roles, branches and portal settings.

Keep related records in step

When a tenancy changes, check all of the following:

  1. Update Current tenancy with the new agreement and dates.
  2. Remove former tenants and add current tenants under Tenants so portal access is correct.
  3. Update Occupancy in Property details.
  4. For an organisation, confirm the branch and landlord contacts still apply.
  5. Add dated context to Notes and formal certificates to Documents & compliance.

Read Managing tenants and portal access for the access consequences of phone changes, removals and archiving.

Last Edited: August 10, 2026